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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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| Default Columns | Description |
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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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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 of the buttons is described in the chart:
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| title | Click here for a list of the buttons and their functions |
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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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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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