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The Export of submissions to Excel feature has been replaced by the Download to CSV.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. |
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The Submissions table will show submissions in the following states: SUBMITTED, SAVED SAVED, PENDING, ERROR, ABORTED, ERROR and WAITING. Simply check the appropriate check box in the State section. When you click the Submissions iconthe
View Submissions (legacy), you will see SUBMITTED items by default. You must choose at least one state or you will see the message "Please select to/from dates and at least one state".
Here is an explanation of the available states:
- SAVED/PENDINGSUBMITTED: This will give you return all the tasks which are saved or pending. This helps when you want to see all open tasks for a certain form/workflowcompleted, i.e. the form/workflow for which this task was created has been submitted
- SAVED: This will return only those tasks which were created when users clicked the Save button on the form/workflow 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
- SUBMITTEDERROR: This will return all tasks which are completed, i.e. the form/workflow for which this task was created has been submittedABORTEDthat are in an error state.
- ABORTED: This will return all the tasks that were deleted/aborted so the form/workflow 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 workflow is suspended until the this step is completed.
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Submissions Detail
When you click the Submissions the
View Submissions (legacy) icon, you will see submissions that are in the default state of SUBMITTED. Notice the View/Edit and Delete a single submission are greyed out. Checking the checkbox preceding the submission in the table enables these buttons.
To view a particular submission results document, double click the submission row of interest in the table or if viewing/editing submissoins on a moblie device, check the checkbox preceding the submission and click on the enabled View/Edit icon
View Submissions (legacy) icon. The image shows the submission table on the iPhone:
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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.
- The Signature Tab shows you all the users that signed the form using using frevvo's 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.
Viewing XML Documents
always frevvo 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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When you click submit on the form the data in submission in frevvo submission repository with be updated with the new data. If the form properties are set to save a Pdf then the Pdf will also be replaced. You must perform a refresh to see the updated information for Saved/Key fields for forms/workflow on the Data tab after editing a submission.
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The designer can grant permission to view/edit submissions to non-designer users via the Access Control feature. Once permission is granted, submissions are accessible as Shared Items. It is also possible to build your own project that enables editable access to non-designers using the Data API.
Online frevvo Online users can edit submissions by default. The edit link can be turned off for all users by modifying the frevvo.submission.edit.link configuration property in the <frevvo-home>/WEB-INF/web.xml or the <frevvo-home>/tomcat/conf/catalina/localhost/frevvo.xml files for In-house customers.
Instantiate Older Submissions
Form/workflow submissions are grouped by formid and uniquely identified by a submission id. Normally, allows you to instantiate from submission using the formtype or flowtype uri and the _submission parameter. The supplied _submission parameter value corresponds to the latest submission for that formid. If you are instantiating an older submission id, you see the following message: "Access Denied. This submission has already been processed".
The URL parameter (_override=true) allows the re-instantiation to happen even if the _submission does not correspond to the latest for the formid sequence. If you want users to see and potentially re-submit older versions, you will must append the _override=true parameter to the form/workflow share link.
Let's say you want your non-designer users to be able to resubmit older versions of a form/workflow. For example, imagine populating this year's Budget form with the information from the Budget form that was submitted last year. Now all you have to do is update the information for the current year instead of filling in the form again.
The designer must grant view/edit permissions to the non-designer users via the Access Control feature.
Append the _submission id paramater with the submission id and the override=true parameter to the form/workflow share URL. The designer user can locate the submission id by adding the submission - id column to the submissions table.
3. Copy the form/workflow URL and append _submission=<ID ENTRY FROM FORM SUBMISSION TABLE> - Here is an example of the Product Order Form with the submission id, d310878f-94cc-41f6-ad4c-dd864b4fd513, which references an older submission.
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http://localhost:8082/frevvo/web/tn/doctenant/user/designer/app/_zQEN0Cx9EeSLmcVfjx9TOA/formtype/_QG3AIAxXEeSQ9sn0Gh0q3A/popupform?_submission=d310878f-94cc-41f6-ad4c-dd864b4fd513 |
4. Without the _override=true parameter appended to the URL, the "Access Denied. This submission has already been processed" message will display.
5. To access this submission, append the _override=true to the form/workflow share url:
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http://localhost:8082/frevvo/web/tn/doctenant/user/designer/app/_zQEN0Cx9EeSLmcVfjx9TOA/formtype/_QG3AIAxXEeSQ9sn0Gh0q3A/popupform?_submission=d310878f-94cc-41f6-ad4c-dd864b4fd513&_override=true |
6. The values displayed are from an older submission of the Product Order Form.
/frevvo.xml files for In-house customers.
Sorting Submission Results
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Deleting Submissions
When you click the Submissions iconthe
View Submissions (legacy) icon, only submissions with a status of SUBMITTED display. Notice the View/Edit and
Delete a single submission icons are greyed out and the
Delete All icon is enabled. When clicked, the delete all action will only delete SUBMITTED items. You will be asked to confirm.
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Saved FieldsSaved Fields are stored in the database when the form/workflow is completed. The fields you select will be displayed in the Submission Detail for each submission. You can also search the submissions repository for these fields using the APIthe frevvo API. On the Form/workflow properties panel, click the Setup Key/Saved fields link to open the wizard. Let's say you set up the Saved Fields in a Product Order Formas shown below:When you click the Perhaps, as the form designer, you decide that the Phone column should be between the Color and the Email Address columns. You can change the order of the columns using the arrows or drag and drop to this: Exporting the submission results to Excel will arrange the columns in the spreadsheet as shown:
Fields saved as part of a submission are always included in the export. For example, suppose several submissions of the Product Order Form were created with the Saved Fields list shown in the image: The designer then removes the Phone field from the Saved Fields list. Exporting the previous created submissions after the change, will order the saved fields by the new list. Previously saved fields which are present in the submission but not in the current list are added on as the right-most columns of the spreadsheet. Key FieldsClick the Key Fields tab. Up to five key fields may be efficiently stored along with the form submission. Key fields do not significantly reduce performance nor do they consume significant additional storage in the repository. It is also very efficient to search the submissions repository using these key fields. Key fields are also directly displayed in the Submissions Table so you can easily view them in a tabular view. Multiple Controls with Same NameIt is possible that your form contains two or more controls with the same name nested inside different sections. For example if your form has a section control named Parent containing a text control called Name and has another section control named Child also containing a text control called Name, the Key/Saved Fields wizard will display two entries called "Name". In order to to know which is which, simply hover your mouse over each entry in the list for Saved Fields or dropdown for Key Fields and you will see the path to the control. In the example below you see Parent > Child > Name. The same name fields will be categorized in the data tab of the form submission like this: |
Click the icon at the top of the table to view the submission results in Excel. The spreadsheet reflects the submissions that are displayed in the table (filtered by date and submission type).
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Processing submission data using the frevvo API
provides frevvo provides a complete API for interacting with the system. Using the API, you can query submissions, download submission PDF/XML etc. Using the API is documented in its own Tutorial.
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