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comes with a built-in submissions repository. The repository can run on top of most SQL databases. By default, your form data is stored in the repository and can be viewed from the Submissions page. Filter your submissions using form data. Create Logical expressions to narrow the search for particular submissions. Fields in your form/flow, set up as Searchable fields by the designer, can be used as criteria when searching submissions. Once your Searchable fields are defined, re-indexes existing submissions so you can search them using the same fields. Additional default fields such as: error, error description, submitter id, lock user id, started date, etc. can also be selected as filters. The Submissions view works well on mobile devices and is easily embedded in a web page and wikis such as Confluence. Customers running with Confluence will not see the legacy submissions view from the Confluence Screen. It is only available when you log into your Confluence tenant.
The Insight Server and the Insight service must be running for the Submission view to work. Cloud customers will see an  icon for the Submission View and another icon for the Legacy submissions view. The Submission View Configuration Parameters topic discusses the ability to hide the Legacy view among other options for in-house customers. | Warning |
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The Export of submissions to Excel feature has been replaced by the Download to CSV. If you have not used the Export to Excel feature in the past, we recommend that you become familiar with the Download to CSV . You can still use the Export to Excel feature by accessing it from the Submissions Legacy view. However, the Legacy Submissions view and the Export to Excel may be removed in a future release. |
The various items on the Submissions page are explained below. |
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- SAVED/PENDING: This will give you all the tasks which are saved or pending. This helps when you want to see all open tasks for a certain form/flow
- SAVED: This will return only those tasks which were created when users clicked the Save button on the form/flow to save their partially filled forms
- PENDING: This will return all tasks which are pending, meaning someone else put these tasks in the users task list
- SUBMITTED: This will return all tasks which are completed, i.e. the form/flow for which this task was created has been submitted
- ABORTED: This will return all the tasks that were deleted/aborted so the form/flow never got submitted
- WAITING: The WAITING status can be used to find workflow tasks that have an Email or HTTP activity. A submission will show a state of WAITING when a workflow is routed to an anonymous user and the flow is suspended until the this step is completed.
Choose Search Criteria from Form/Flow Data
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The Field column includes a dropdown where you can select any fields that were specified in the Searchable fields wizard in your form/flow or you can choose from meta data the default columns that are available across all form and flow types. This list of metadata includes:
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| title | Click here for a list of Default Columns |
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| Submitted Date | Time/Date of the submission. Also The Submitted Date is 'A' in the Submission Filter. | | Error | Shown as a yellow triangle if the there is a submission error. | | Error Description | Descriptive text about a submission error. | | State | Submission status: SUBMITTED, PENDING, ABORTED, SAVED, ERROR WAITING. This column displays the submission types selected in the State section. The submission status is 'B' in the submission filter. | | Submitter Id | ID of the last submitting user. | | Submitter Name | The first and last name of the user who submitted the form/flow. | | Lock User Id | If the submission is currently locked (and not SUBMITTED), this is the user id of the user who has it locked. | | Lock Date | Date and time a flow last locked. | | Lock User Name | If the submission is currently locked (and not SUBMITTED), this is the first and Last name of the user who has it locked. | | Started Date | Date and time a form/flow first started. | | Age/Duration | For completed submissions (State=Submitted) this is the time interval for how long it was in process - from the first incomplete submission (Pending, saved, etc.) until it reached SUBMITTED status. If the submission is currently incomplete (i.e. SAVED, PENDING or WAITING), then the time interval shows how long has it been in process so far (Age). |
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Condition Column
The Condition column choices depend on the data type of the selected field. The data types and their corresponding options are shown in the table.
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| title | Click here for a list of the condition available for each data type. |
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| Data Type(s) | Conditions Available in the Dropdown List |
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| Date, Time, Date/Time | is equal to | | | is not equal to | | | is after | | | is before | | | is on or before | | | is on or after | | | is within last | | | contains a value | | | does not contain a value | | Number, Money, Quantity | is equal to | | | is not equal to | | | is greater than | | | is less than | | | is greater than or equal to | | | is less than or equal to | | | contains a value | | | does not contain a value | | Text, TextArea, Email, DropDown, Radio, Checkbox | contains | | | does not contain | | | begins with | | | ends with | | | is equal to | | | is not equal to | | | contains a value | | | does not contain a value | | Boolean Checkbox | is equal to |
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For example, the choices in the Condition dropdown, will be different if you select the Submitted Date or the ProjectName, which is a searchable field in the form/flow from the Fields list.
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Condition Choices when a Date field is selected from the Fields list. |
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Condition Choices when ProjectName, a text field in the Expense Report workflow, is selected from the Fields list. |
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The values entered into the Value Column depend on the field type and also sometimes upon the condition chosen. The Click below
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| title | Click here for a list of the allowed values for Field Type(s) and conditions |
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| Field Type | Condition | Value Entry Field Type | Notes |
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| Date | Any except 'is within last' | Date Picker | | | Time | Any except 'is within last' | Time Entry | | | DateTime | Any except 'is within last' | Date and Time Picker | | | Date, Time, DateTime | 'is within last' | Special time duration entry field. | Enter a duration in Years:Months:Days:Hours:Minutes. Any field to the left may be omitted. For example, 2 days and 4 hours may be expressed as 0:0:2:4:0 or as 2:4:0. | | Number, Money, Quantity | | number field | | | Text, TextArea, Email, DropDown, Radio, Checkbox | | Text field | | | Boolean Checkbox | | drop down containing true and false options | |
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For Example, if you select a Date field, the Date Picker is provided to help enter the value. If you select a Text field from your form/flow, you will be prompted to "Enter text" for the value. If you select the Error metadata field, the value choices will be True or False in a dropdown in the Value column.
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You want to display the submissions that were submitted on November 7, 2016 or any of the applicants that live in Connecticut (Home Phone Area Code is 203):
- Select Expand the SUBMITTED stateSubmissions Filter.Expand
- Select the Submissions FilterSUBMITTED state.
- Select the Acknowledgement Date field from the Fields dropdown
- Select "is equal to" from the Condition dropdown.
- Use the Date Picker to select "11/7/2016" as the value.
- Add a row to the Other Filter Items grid.
- Select the Home field from the Fields dropdown.
- Select "begins with" from the Condition dropdown.
- Enter "203" as the value.
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Some of the Action buttons on the upper right of the Submissions Table require the selection of one or more submissions while others do not. The function
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Action Button | | Purpose | Submissions Selected | Behavior/Description |
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| Refresh | Refresh the submission page | N/A | Re-runs the query using the filter and re-loads the current page of data. Not often needed as most changes and actions automatically refresh the results table as needed. | | View/Edit | View or edit submission details | One must be selected | This action is disabled unless one and only one submission row is selected. Double-clicking a row (desktop only) displays the submission details. | | Delete | Delete Submission(s) | One or more must be selected. | Only enabled when one or more submissions is selected. The user is prompted with an ok/cancel dialog to make sure they want to delete the selected submissions. If ok/yes, the submissions are deleted and the filter re-run and the page of data refreshed. Only submissions in the SUBMITTED, ABORTED or ERROR state may be deleted. | | Download | Download to CSV file | N/A | Downloads a CSV data file containing rows for all of the matching submission records with all columns included. This csv file can easily be uploaded to Excel. | | Columns | Show/hide table columns | N/A | Used to show/hide columns in the Submission Table. See below for the details. |
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Submission Table Columns
The Submission Table displays all of the default columns plus columns for Searchable fields configured by the form/flow designer.
Default Columns
The table list the describes the default columns that appear in the Submission Table. You cannot change the order of the default columns but you can Show or Hide them in the Submission Table.
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configured by the form/flow designer.
Default Columns
You cannot change the order of the default columns but you can Show or Hide them in the Submission Table.
This image shows a PENDING submission for a Purchase Order workflow. The first step of the flow was submitted by a designer user (Submitter ID), Giorgio Armani (Submitter Name). It is currently pending approval by his manager, Jerry Mouse (Lock User Name). Jerry's user id is jerry (Lock User ID).
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The Data Tab shows the user’s view of the data. This means for money controls you’ll see dollar signs, decimals and commas, for example. The Label column corresponds to the labels on your form, and the Value column shows you what the user entered in each control. This tab is view-only; you cannot edit any data shown here. This tab displays only form fields setup as Saved Fields in the form designer. If you do not see a specific form field then go back and edit this form to add the field to the Saved Fields tab.
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Remember that Saved Fields are only used if you want to Export your submissions to Excel. This feature is only available from the Legacy submission view. The Export of submissions to Excel feature has been replaced by the Download to CSV. If you have not used the Export to Excel feature in the past, we recommend that you become familiar with the Download to CSV . You can still use the Export to Excel feature by accessing it from the Submissions Legacy view. However, the Legacy Submissions view and the Export to Excel may be removed in a future release. |
- The Signature Tab shows you all the users that signed the form using ' wet and digital signature features.
- The Documents Tab shows you the exact XML document that was generated when the form was submitted.
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You can specify the name for the pdf and margins, header/footer content. Click the links for the details. The File Name property allows designers to change the name of uploaded attachments.
Viewing XML Documents
always stores your form data as XML documents. To view the XML data, click the Documents tab in the Submission Details panel.
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