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Properties Navigator

Clicking the form name or selecting Edit icon from the Action Menu on the Forms and Workflows Home page opens the form in the Forms Designer. The Properties Navigator panel displays in the lower-left portion of the Form Designer. This panel shows information about important properties setup for the form. Not all of the configured properties are shown in this view.

Open the Form Properties wizard by:

  • Clicking inside a section or clicking on the Edit Form Properties icon in a section of the Properties Navigator. This immediately displays the property tab for editing.
  • Clicking the Edit Form Properties icon in the Forms Designer toolbar

The Properties Tabs work the same way whether you open them from the Navigator or from the Forms Designer toolbar. Here is what you need to know:

  •  If you are working on several tabs at one time, you can navigate to other tabs and make changes there. Use the left and right arrows at the top of the screen to display additional tabs. You must click the Submit button when you are finished configuring Step Properties  to save your changes. Remember to save the workflow.
  • will validate the Property Settings when you click Submit. 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. The screen will stay on 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.
    Image Modified
    • Clicking on the Cancel button closes the tab(s). You will be asked to confirm if any changes were made.
    • 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 .
    • 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.

Each form setting property is described below.


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By default all form descriptions say, “Edit the form to change this description,” but you can change this if you wish. You also see this description when you view individual submission documents. The Description is limited to 255 characters.

Click the pencil icon next to the Description field in the Properties Navigator to edit the Description without invoking the Form Properties Wizard.

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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. Checking or Un-checking it affects all tasks including ones that were created prior to the action.

Accessible

Live Forms can be used to build accessible forms/workflows that meet Section 508 and WCAG 2.0 accessibility standards. Check the Accessible property to turn on this feature. Refer to this documentation for the details.

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

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You can access the Messages tab in three ways:

  • Click the Image Modified Edit Form Properties icon on the Forms Designer toolbar. This will launch the Forms Properties wizard. Click the Messages tab.
  • Click anywhere in the Messages section in the Properties Navigator. This takes you directly to the Messages tab.
  • Click the Image Modified inside the Messages section in the Properties Navigator. This takes you directly to the Messages tab.

Enter your customized text for each message in the appropriate field.

  • Clicking on the down arrow shows a list of templatized fields from your form that you can use in the Task Information message.
    • Type the opening curly brace - {- followed by the control name to enter a field from your workflow as a template. Selecting an option enters the control name into the field with the closing curly brace
  • Click the Submit button to save the changes or navigate to another tab.

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titleClick here for the details...

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.

Considerations when deciding which types of fields to configure are listed below.

  • 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.

  • Saved fields do affect performance as they are independently stored in addition to XML data. This can significantly reduce performance, especially for large forms and require additional storage in the repository. Saved fields are not rendered in the submission table and cannot be used as search criteria for submissions. The only reason to configure Saved fields is if you want to use the Export to Excel feature which is available on the Legacy Submissions 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.


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.
    • 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.

Info

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. 

    Info

    frevvo will run the Refresh process during a time when your users are NOT using .

    In-house superuser administrators should refer to the Refresh Searchable FieldsItems 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 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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