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To the right of each form name are five six icons. Each is described below.

• Click the Image AddedRefresh icon to update previous submissions when a change is made to the Searchable Fields in your form. Refer to Refresh Searchable Fields for the details.
• Click the icon to attach a thumbnail icon to your form. You can select one of the icons provided by  or you can upload your own. The icons will display when you access your forms/flows from a  space on mobile devices (iPhone and iPad) mobile devices. See below.
• Click the icon to internationalize a form with translations in different languages.
• Click the icon to publish your form as a template that you can use when creating other new forms. See Templates.
• The next icon controls the Visibility of the form. Clicking on the icon brings up an enhanced Access Control wizard that allows the designer to specify runtime access for the form, configure selected users or roles that can execute the form and view/edit form submissions.  
• Click the icon to delete the form. Keep in mind there is no Undo feature so this action is permanent.
  
  

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• Click the icon to open your form and edit it in the Forms Designer.
• Click the  icon to test your form. See Testing Forms.
• Click the to make a copy of your form. The newly copied form will be independent from the original; any changes you make to the copy won’t affect the original and vice versa. Since the newly copied form will be your most recently created form, it will appear at the bottom of your list of forms. Access Control permissions assigned to the original form are retained in the copy.
• Click the icon to download the automatically generated schema associated with your form. This schema will contain all the controls added to your form from the Palette. This will not contain controls added to your form from your own schemas. See Schemas for more details.
• Click the icon to download a zipped version of the form to disk. A single zip file will be created with the name of your form, followed by _form.zip. This icon also appears on the Applications home page so you can zip your entire application, including all the forms it contains. The zip file name will be the name of your application, followed by _app.zip.
• Click the icon to share your forms in a number of different ways. Before you click this remember to mark your form public or you will not be able to share it with others. See Sharing Forms.

• Click the icon to view the submissions for this form. Click the icon to view submissions in the Legacy view.

  Warning

  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.

• Click the icon to deploy a form to Production state and remove the Development watermark. This toggles the icon to the undeploy icon. If your form server license enables a limited number of Production forms you will get an error message when you hit your license production form limit.
• Click the icon to undeploy a form and move it from the Production state back to the Development state.

Refresh Searchable Fields

Searchable Fields are fields in your form that can be used to search submissions and tasks. It is up to the forms designer to designate which controls should be set up as Searchable fields.

Form requirements may change over time. What happens if you need to add or delete Searchable fields and you want your previous submissions to reflect your changes? Designers, tenant or superuser administrators or any user given the permission to edit a form can initiate a Refresh Searchable Fields process for a particular form. Once the process completes, new submissions will reflect the changes made to the Searchable Fields but to show them in previous submissions you must run the Refresh Searchable Fields process for your form.

For example, let's say you have an Invoice form with the First Name and Last Name fields set up as searchable fields. You can search existing submissions or tasks by setting up a filter using the data in these fields.

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Your users have requested the ability to search submissions and tasks by product name in addition to the First and Last name of the customer. You must add the Product Name field to the list of Searchable Fields in your form.

1. Login as a designer user or your production account if the form is deployed.
2. Edit the Application where your form is located.
3. Edit your flow. Click on the toolbar to display the form properties.

4. Add the Product Name control in your form to the Searchable Fields list using the Setup Searchable Fields wizard.

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5. Follow these steps to run the Refresh Searchable Fields process.
   1. Click the Image Added Refresh icon for the form you want to update.
   2. Information about previously run Refresh processes for the form display in a table.
      
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      • Starting and Ending date/Time of the process
      • Status of the process - completed/failed/stopped
      • The user id and name of the process initiator
      • A description providing the Application/Form Name
        
        
   3. Click the Image Addedicon to start the Refresh Process.
      
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   4. Click Submit.
   5. The message "Index batch was successfully started" displays and the submitted process shows in the Refresh Process list table.
      
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   6. Click the Image Added Refresh icon to update the table with the most recent information.
      
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   7. Click the Back to Forms link to return to the Forms Home Page.

Once the Refresh Searchable Fields process for the form is completed, the Product control and the associated data displays as a column in the Submissions Table.

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The Refresh Process can be stopped or abandoned once started.

Stopping the Refresh Searchable Fields Process

Once you have initiated the Refresh Searchable Fields process, the UI allows for the job to be stopped or aborted. The process can be stopped if it is in the STARTING or STARTED state.

You will notice a Stop column in the row in the table for the process that was started. To stop the job:

1. Click the Stop icon Image Added.
   
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2. Click Ok to confirm.
   
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3. When the process is stopped, the status column will update.
   
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Restarting a Stopped Refresh Searchable Fields Process

When the Refresh process runs, tables that store the state of the process are created in the frevvo database. By default, if a process were to fail or be stopped, starting it again would restart the failed/stopped job from where it failed/stopped.

To restart a Stopped/Failed refresh process, simply start the batch job again with same tenant and it will resume the last stopped job. 

To prevent the last stopped job from restarting, change the status to Abandoned.

Abandoning the Refresh Searchable Fields Process

The Refresh Searchable Fields process can be abandoned if it is not in the STARTING or STARTED state. The process must be stopped to mark it as abandoned. This prevents it from being restarted. You may want to abandon a batch job if it failed and restarting it would result in another failure. Abandoning the batch job allows you to start over again with a new process.

When you stop a Refresh process, you will notice Stop and Abandon columns in the row in the table for the process that was started. To abandon the job:

1. Stop the Refresh Searchable Fields Process
2. Click the Image Added Abandon icon in the row in the Abandon column for the process you want to prevent from restarting.
   
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3. Click Ok to confirm.
   
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4. The Refresh Job Status screen will update.
   
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Assigning a Thumbnail Icon to a Form

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If your goal is to update your form to a new version that you had previously downloaded to disk or to revert to an older version previously downloaded to disk, do not first delete the form since, as stated, this removes all associated saved/submitted/pending form instances. Instead leave the original as it is and upload the version from disk by clicking the  upload icon. A dialog will display that lets you browse to the form on disk and give gives you the option of replacing the current with this new version. Checking the option to ignore XML schemas in the form being uploaded if those schemas already exist in the application, results in the existing schemas being used. 

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Designer users can grant other users the ability to edit a form and access related submissions. The Access Control and Shared Items topic explains the details. This permission gives Users with this permission also can run the process to Refresh Searchable Fields.