Table of Contents

The Guided Designer Settings mode displays the Properties the frevvo Properties Wizard, where you can configure form/workflow settings, the user experience, and what happens to submissions and data. Form and Workflow Settings are very similar, but some tab names will reflect either "form" or "workflow" respectively. Additional property differences are outlined in the sections below.

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If you are working on several tabs at one time, you can navigate to other tabs and make changes there. Your changes are temporarily saved while you switch between forms, or even between the Settings tab and other Guided Designer modes (Workflow, Form(s), Rules, PDF Mapping). Click Saveto permanent permanently save your changes.
will frevvo will validate the Property Settings when you select a different Guided Designer mode or use any of the Save options (Save, Save and close, Save and test). If a property value is invalid, the tab(s) will not close and a message will display telling the designer that there are corrections to be made before saving. CLOSE returns you to the current tab if there is a validation error. Otherwise, another invalid tab will be auto selected (starting from left to right) if another tab needs attention. Tab labels with invalid entries display in red. DISCARD & CLOSE dismisses your changes and returns you to the current tab. You can now navigate elsewhere.
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Hover over any field on the Properties tabs to see a helpful hint providing information about the property. Some fields contain instructions to guide you.
Clicking on the down arrow for a property shows an unfiltered list of choices applicable to that property. For some properties, you may see templatized controls from your workflow and workflow/special templates provided in frevvo. In some cases, you can type ahead to narrow down the list. Use the up/down arrows, the Enter key or click an option with your mouse to select an option. Use the Backspace, Delete or click the x on a selected property to delete it.
Typing a opening curly brace into some fields, followed by the name of a control, show a list of the fields in your workflow that match the entered text and will be added to the field as a control template.
On some tabs, you may have to slide the toggle to the right to turn on a feature.

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(Workflow Settings only)

can frevvo can automatically generate and display a navigation toolbar for your workflow which users can use to navigate back and forth between workflow steps. There are four available options:

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Excerpt

Let's consider a Job Application workflow with the following requirements:

The workflow is going to be performed by anonymous users. Anonymous users do not sign in to frevvo.
The anonymous user receives an email that includes a link to the workflow.
The workflow must collect a lot of information from the applicant: Contact Information, Education and Employment history, References and more. You can create one long form or design a screenflow with an Anonymous Task step and subsequent steps as separate screens to collect the information.
The user must have the option to compete the screenflow in multiple sessions. Clicking on the email link takes the user back to the last step in the screenflow where the Continue button was clicked.
The user must be able to navigate back to previous steps to review or update information that was previously entered.

Workflow Designer

Step 1 of the screenflow has a field named EmailAddress that collects the applicant's email address.
Step 2 is assigned to an email address. This is the first step that is performed by the anonymous user.
All remaining steps in the screenflow are designed to collect the applicant's information: Contact Info, Education and Employment history, references etc. Remember, the anonymous user does not login to perform these steps so they cannot have a role, dynamic role or user property assigned to them.
The Save on Navigate checkbox is checked and the Navigation Toolbar is configured.

The image shows an example of a possible screenflow design:

Use Mode

Anonymous screenflow users return to a previous step by clicking on the Navigation Toolbar..

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The default value for the Element Name property is form for newly created forms as well as workflows. The root element name in the submission xml of a form created from the designer palette is determined by the value in this field. It needs to be a valid XML element name. The designer can now change the name of the form without impacting the element name. Form schema and the generated frevvo generated xml file show the element name. When the form name is updated, and 'Element Name' is kept the same, previous submissions can be initialized successfully. When 'Element Name' is updated, previous submissions cannot be initialized.

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This feature is useful for lengthy forms/steps where your users may not have all the information required to complete the form in a single session. When the user clicks the Save button, saves a frevvo saves a copy of the form with all the current values on the form server. Saved workflows can contain invalid data and can also contain required fields with no values yet entered.

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Designers may find it helpful to set meaningful History Messages on each step of a workflow to help interpret the Audit Trail.

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Save/Load Authentication

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This property is checked by default. When checked all submissions for this form will be stored in in frevvo' submission repository. If you uncheck the checkbox, the submission will still be logged in the submission repository and you will be able to view the metadata about the submission (time/date submitted, success/failure conditions, etc...) but NO form field data is saved.

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The submissions repository can store your form data in three ways: 1) as data values, 2) as an xml document, and 3) as a PDF snapshot. By default for efficiency, data is only stored as xml. If you plan to export your form data to an Excel spreadsheet or plan to view your form data in the submission repository detail view, you must configure your form to save the data field values. See the documentation for setting up Searchable Fields. Also see the documentation for viewing your data in submission repository.

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Imagine you are entering data into a large screenflow and something happens that causes you to navigate away from the workflow... you just lost all your work! Checking the Save on Navigate property saves the task to your Task List. automatically frevvo automatically "bookmarks" your place in the workflow. You can go to your Task List to retrieve the task and be returned to the screen where you were when the browser was closed.

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A user in Role1 starts the workflow on Step A: does frevvo does not save because it is the FIRST step (if the user abandons the workflow in the browser it is as if it never existed).
The user clicks next: saves frevvo saves BEFORE step B renders.
The user performs Step B and C, then clicks next: does frevvo does not save because the workflow will already be saved in the PENDING state due to the new role assignment on Step D.
Role2 performs Step D and clicks continue: no need to save here since the workflow is already saved in the PENDING state due to the new role assignment on Step E.
will frevvo will not save if the step is READONLY - this might be the case if the user navigates back to a previous step that was performed by a different user.
will frevvo will not save when the workflow navigates from an HTTP/Anonymous Task step to the next one.
will frevvo will not save when the workflow is completed, because it will already be saved in the SUBMITTED state.

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In the submissions, the PDF for the Onboarding of new hire Eric Armani is named as shown.

The designer The frevvo designer can specify the content of the headers, footers and the size of margins for the PDF for a form/workflow on the Styles tab. Refer to this documentation for the details.

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The Fast Finish feature is very useful when you're filling out a lengthy screenflow. screenflows frevvo screenflows consist of multiple steps performed by the same person. The designer can select the Navigation Toolbar or add a Summary step as one of the steps to provide an easy way to move forward and backwards through the steps of a workflowa frevvo workflow.

Let's say a user needed to return to a previous workflow step to change entered data. The user clicks the step on the Navigation toolbar or the edit link in a Summary step and the workflow returns to the previous step so the user can make the change.

The Fast Finish feature provides a finish button, visible in use mode, in addition to the Submit and Save button (if 1063038362 is Save/Load is selected) for the forms in your workflow. The Finish button works the same way as the Continue button. The workflow will not advance to the next step or be submitted If any of the fields are invalid.

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The Fast Finish button on an iPhone or iPad is accessed via a dynamic action menu that is activated by the right-most button in the top button bar. The action menu drops down below the button and floats above the form. If Fast Finish is not selected for the workflow or on the current step, then the action button and menu are not present at all.

Captcha

(Form Settings only)

This feature helps to protect your forms against spamming by automatic submitters. It is only supported for Forms. Check the Captcha checkbox to select it.

uses frevvo uses Google-provided Invisible reCAPTCHA. When using and submitting a form configured with Captcha, the reCAPTCHA logo is displayed in the lower right corner. In most cases, no further action is required by the user

Some less trusted users may see one or more challenge screens when attempting to submit a reCAPTCHA protected form. The challenge screens are grids of images and users are asked to choose the images matching a certain criteria. These are standard reCAPTCHA challenge screens and frevvo has no control over what is presented and when.

Note
does frevvo does not control the reCAPTCHA logo nor its placement. In some share link embedding scenarios, the logo may not show even though reCAPTCHA is active.

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Decorated is checked by default when you create a new form/workflow. If you uncheck Decorated at the form/workflow level, newly added controls will have their control level decorator property unset, meaning no decorator. It will not remove the decorator from controls already in the form.

Force Auth

If this is checked and the tenant supports SSO (single sign on) such as This property is used only by On Premise customers using the LDAP Security Manager enabled tenants, then the authentication with SSO. If this is checked, then the frevvo authentication mechanism will be in effect even when a user is already authenticated via SSO.

For example, if you leave force auth unchecked and your form is public in tenant, and you are already authenticated via SSO you will not have to login directly to to to frevvo to use the form. If instead you check force auth will auth frevvo will force you to login directly even though you are already authenticated via SSO.

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This property is currently ineffective for tenants with the default delegating security manager. However the delegating security manager may support SSO in the futureany other security manager.

Show in History

If this checkbox is unchecked, tasks for the form will not appear in Tasks history searches. If you want them to appear, make sure this box is checked. Changing this property affects all tasks for this form, including ones that were created prior to the action.

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This property is checked by default and causes the “Powered by frevvo” logo to appear on your form. Uncheck the checkbox to remove the logo from your form.

Access Control

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Please view the Access Control & Shared Items documentation for additional details.

Use the Access Control tab to assign form permissions to users and roles in your tenant. The Access Control feature offers the designer frevvo designer increased flexibility when assigning access to forms/workflows and form/workflow submissions. Runtime access can be assigned to specific users and roles as long as they exist in your tenant. Also, the Access Control feature enables the designer to use templates to define user and role lists to dynamically control access.

Designer users can give permission to edit forms/workflows and monitor submissions to other user(s) by adding them to the Who can edit the form/workflow dropdown. Users with this permission also have the ability to run the Refresh Searchable Fields process for the forms/workflows they are editing. This process updates existing submissions if changes are made to Searchable Fields SearchableFields.

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Tenant admins will continue to have full access to all capabilities and will not be subject to Access Control List (ACL) checks.

Clicking on the down arrow(s) show a list of users, roles and templatized fields from your form. Select the users/roles from the dropdown.
Type the opening curly brace - {- followed by the control name to enter a field from your form as a template. Selecting an option enters the control name into the field with the closing curly brace.

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Messages

Message provide more information for users as they use a form or workflow. On forms, the single configurable message is Task Info, the description that gets displayed in the user's task list. Workflows also have a Pending Message field. Enter your customized text for each message in the appropriate field.

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When you save a partially filled form/workflow to continue it later, the saved form is accessed via your task list. This field controls the name that gets displayed in the task list. For more details, see the Tasks documentation. This field can use templatized strings for dynamic content, e.g. the Task Info can contain "Vacation Request for {FirstName} {LastName}" where FirstName and LastName are the names of fields in a form. Before putting the task on your task list, will frevvo will resolve the Task Info string using the actual values of the FirstName and LastName fields e.g. "Vacation Request for Tom Smith". will frevvo will truncate the Task Info data to 250 characters.

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This is the message that is displayed on the screen during a workflow when the next step must be performed by a different user/role and puts and frevvo puts it on that user's task list. For example, in an Vacation Request workflow, the first step may be filled in by an Employee but the second step (approval) must be signed by a Manager. When the Employee clicks Continue, will frevvo will put the task on the Manager's task list and display this message on the Employee's screen. This message can use templatized strings for dynamic content, e.g. the message can be set to "Thank You {FirstName} {LastName}. Your request has been submitted to your manager for approval." where FirstName and LastName are the names of fields in a form from a prior step in the workflow. Before putting the task on a user's task list, will frevvo will resolve the pending message using the actual values of the FirstName and LastName fields e.g. "Thank You Tom Smith. Your request has been submitted to your manager for approval.".

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Setup Searchable Fields

Excerpt

Searchable fields configured for a form or workflow are the fields that may be used to filter submissions in the submissions view. By default, all your data is saved as an XML document. This is the most efficient way to store/access your data both in terms of speed as well as storage. However, if you prefer to view your data via the submissions user interface, you can choose which fields are available to the user as search criteria in addition to the XML data.

Searchable fields are indexed for easy search of form/workflow Submissions. They can also be used when searching Tasks on a user's Task List. You will see columns for the controls in your form/workflow designated as Searchable fields in the Submissions table. This is helpful when trying to locate a particular submission from a long list. Searchable Fields are downloaded into the Submissions Download to a CSV file along with the submission default columns.

Cloud customers can configure up to 20 Searchable Fields.
In-house customers can change change the default value by adding the frevvo.max.searchable.fields configuration parameter to the <frevvo-home>\tomcat\conf\Catalina\localhost\frevvo.xml file.

Designers should carefully consider which fields to designate as Searchable fields. The selection of the correct fields as search criteria can be very helpful with submission and Task List searches.

The wizard displays the fields from your form/workflow. Only controls that are considered form data will be listed. For Example, the link, signature, image, upload, trigger, section, PageBreak, Message, Form Viewer and video controls will not show up in the Searchable field lists as there is no value to save or query against. Also, group controls (tabs, panels, repeats) will not show up on the list of Available Fields.

Note

We do not recommend using columns from Tables or Repeats as Searchable fields. The data will be hard to interpret since there can be multiple data values for the same field.
Do not select a Textarea field as a Searchable Field if the amount of text stored in the field is greater than 32k.
Searching submissions using a Repeat control from schema is not supported.
If the value of a field contains the < sign, the data in the Submissions Table will be incomplete. For example, if the value = a<b only the "a" will show in the Submission Table.

Move the fields that you want to use as search criteria from the alphabetical list of Available Fields to the Searchable Fields list. You can change the order of the fields when you move them into the Searchable Fields area. The order of the form fields will be reflected in the Submission Table and the export to a csv file once existing submissions are resubmitted or a new submission is created.

There are two ways to select/unselect or reorder Searchable fields:

Drag and Drop - You can drag the fields from the Available Fields list and drop them into the Searchable Fields list if you re using Firefox, Chrome or Safari browsers. Items may be dragged between lists and within the Searchable Fields list. Items may be dropped between existing items and before the top-most item and below the bottom item. Only a single item may be dragged. Currently, the drag and drop function will not work in the Internet Explorer browsers. This issue will be addressed in a future release.
Center arrow buttons
- The > right arrow moves the selected field(s) from the Available Fields list to the bottom of the Searchable Fields list. You may select and move multiple fields with this method.
- The < left arrow moves the selected field(s) from the Saved Fields list to the bottom of the Available Fields list. You may select and move multiple fields with this method.
- The >> double right arrows move all the form fields in the Available Fields list to the Searchable Fields list, up the maximum allowed searchable fields Maximumnumberofsearchablefields.
- The << double left arrow moves all the form fields in the Saved Fields list to the Available Fields list.

Click Finish to save. Selecting the X in the upper right corner cancels any changes. Remember to save your changes when you exit out of the designer.

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Controls are listed in the Available and Searchable Lists using control names. If the name changes, it will unset the Searchable field. The newly renamed control will now show on the Available list and the designer must move it to the Searchable List again. Hover the cursor over any control name for a tooltip showing the section where it is located, which is helpful if multiple controls have the same name.

Maximum Number of Searchable Fields

Cloud customers can configure up to 20 Searchable fields. In-house customers can change the maximum number of Searchable Fields with a configuration parameter.

When an attempt is made to add more than the maximum configured number of Searchable fields, an error message ("Maximum Number of Searchable Fields Exceeded!"). displays on the lower right of the screen and will disappear after a short time. Any fields in excess of the maximum configured number will not be allowed.

Adding/Removing Searchable Fields

If you make changes to Searchable Fields in a form or workflow, the changes will take affect for new submissions. If you want to update existing submissions to reflect your changes, run the Refresh Searchable Fields process.

Searchable fields can be refreshed for:

All forms/workflows in all tenants (in-house) or a specific tenant (Cloud or in-house) - must be initiated by the frevvo Cloud or customer in-house superuser administrator. Cloud customers must contact frevvo to request a refresh of Searchable fields for your entire tenant.
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frevvo will run the Refresh process during a time when your users are NOT using frevvo.
In-house superuser administrators should refer to the Refresh Searchable Items topic for the instructions.
An individual form/workflow - can be initiated by Designers (owners), Tenant Admins or any designer user given permission to edit forms/workflows for a Cloud frevvo Cloud or in-house installation. Refer to Refresh Searchable Fields for a Form for the details.

Warning
If refreshing production forms or workflows, run the job during a time period when the forms or workflows are not being used.

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Excerpt

Saved Fields tab

This Saved Fields tab displays only when the Legacy Submissions view is configured as it is in the cloudfrevvo cloud. The only reason to configure Saved Fields for a form/workflow is if you want to use the Export to Excel which is only available in the Legacy Submissions view. Remember, Saved Fields are stored in the database when the form/workflow is completed. This can significantly reduce performance, especially for large forms and require additional storage in the repository.

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.

Refer to Submissions Stored Inside of frevvo - Legacy View for the details about the Legacy Submission view and the Export to Excel feature.

In-house customers can choose to hide the Legacy Submissions view with a configuration parameter. If the Legacy submission view is not visible, the Saved Fields tab is not displayed in the Form/Workflow Designers and the Export to Excel feature is not available.

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Use the Geo Location tab to set up your form to pull in a Google map and/or collect location information.

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New infrevvo in-house installations must obtain an API key in order to use this feature. Follow the steps listed here to obtain the key.

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You can capture the location where your form was filled in by turning on on frevvo's Geo location feature. A forms knows it's current location and will submit that information when the form is completed. uses the frevvo uses the HTML5 GeoLocation api. The geo api is well supported on tablet, phone and recent laptop/desktop browser versions. This feature works on a desktop or any GPS capable mobile device.

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