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To the right of each form name are five six icons. Each is described below.
- Click the
Refresh icon to update previous submissions when a change is made to the Searchable Fields in your form. Refer to Refresh Searchable Field Fields for the details.
- Click the
- Click the
- Click the
- The next icon controls the Visibility of the form. Clicking on the
- Click the
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Refresh Searchable Fields
Searchable Fields are fields from in your form that can be used to search submissions and tasks. It is up to the form/flow 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, previous 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 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.
- Login as a designer user or your production account if the form is deployed.
- Edit the Application where your form is located.
- Edit your flow. Click on the toolbar to display the form properties.
Add the Product Name control in your form to the Searchable Fields list using the Setup Searchable Fields wizard.
Expand title Click here to to see how to do that. Insert excerpt Form Setting Properties Form Setting Properties nopanel true - Follow these steps to run the Refresh Searchable Fields process.
- Click the
- Information about previously run Refresh processes for the form display in a table.
- 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
- Click the
- Click Submit.
- The message "Index batch was successfully started" displays and the submitted process shows in the Refresh Process list table.
- Click the
- Click the Back to Forms link to return to the Forms Home Page.
- Click the
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.
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:
- Click the Stop icon
- Click Ok to confirm.
- When the process is stopped, the status column will update.
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:
- Stop the Refresh Searchable Fields Process
- Click the
- Click Ok to confirm.
- The Refresh Job Status screen will update.
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.