comes with a built-in submissions repository. The repository can run on top of most SQL databases. By default, your form data is stored in the repository and can be viewed from the Submissions page. Fields in your form/workflow, set up as

frevvo comes with a built-in submissions repository. The repository can run on top of most SQL databases. By default, your form data is stored in the repository and can be viewed from the Submissions page. Fields in your form/workflow, set up as Searchable fields by the designer, can be used as criteria when searching submissions. You can also filter by default fields such as error, error description, submitter id, lock user id, started date, etc. The Insight Server and the Insight service must be running for the Submission view to work.

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Accessing Submissions

To access submissions for a particular form/workflow, the designer who created the form (owner) navigates to the Forms and Workflows Home Page and clicks the Image Modified Submissions  Submissions icon for that form or workflow. The designer can grant permission to view/edit submissions to other designers and non-designer users/roles via the Access Control feature. Non-designers granted view/edit permissions, access submissions from the Shared Items tab.

A Shared Items link is added to newly created Spaces automatically and can be added to existing spaces.

Searchable Fields

Searchable fields can be used as search criteria for submissions and tasks. They also define the fields that will be displayed and exported in the export to a csv file. Once defined,  can  frevvo can also go back and re-index your existing submissions so you can search them using the same fields.

Submissions View

When you click the Submissions icon a Submissions view consisting of two sections displays:

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Initially, the Submissions Filter section is collapsed. Click on the blue arrow to expand it.

Submissions Filter

The Submissions filter section contains:

• Section A - From Date and To Date fields to specify a date range.
• Section B - Check the status of the submissions you are searching for
• Other Filter Items section - setup your search criteria, including the capability to edit the logical expression used as the search criteria.
• Reset button - To start over with a new set of filter criteria, click the Reset button. This will clear all criteria, including the from/to dates, state and all rows of the other filter items.
  
  
  
  When the expression or any of the sub-expressions change in any way, the submissions query is automatically re-run and the results are updated in the Submissions Table.

Submission From Date and To Date

The two date controls specify the time period for the submissions you see. The dates default to the current date and one month earlier, so you see one month of submission results when the Submissions page first displays.  Adjust the dates if you want a shorter or longer time period.

Submission Status

The Submissions table will show submissions in the following states: SUBMITTEDSAVED, SAVED  PENDING, SUBMITTED, ABORTED, ERROR and WAITING. Simply check the appropriate check box in the State section. For example, It would be easy for a manager to check  the current status of Expense Report approvals by checking one or all the submission types in the State box. The Submission Table dynamically changes as the submission state choices are checked/unchecked.

Here is an explanation of the available states:

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1. 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
2. PENDING: This will return all tasks which are pending, meaning someone else put these tasks in the users task list
3. SUBMITTED: This will return all tasks which are completed, i.e. the form/workflow for which this task was created has been submitted
4. ABORTED: This will return all the tasks that were deleted/aborted so the form/workflow never got submitted
5. 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.

Choose Search Criteria from Form/Workflow Data

The Other Filter Items section describes the conditions that submissions must match in order to be included in the Submission Table. Here is how the grid works:

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Let's take a closer look at the columns in the Other Filter Items grid.

Field Column

The Field column includes a dropdown where you can select any fields that were specified in the Searchable fields wizard in your form/workflow or you can choose from default columns that are available across all form and workflow types. 

Condition Column

The Condition column choices depend on the data type of the selected field. Click below to see a list of the data types and their corresponding options.

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Value Column

The values entered into the Value Column depend on the field type and also sometimes upon the condition chosen. Click below to see a table of the allowed values for Field Type(s) and conditions. The Values column is not case-sensitive, so entering "apple," "Apple," or "APPLE" will return the same list of results that contain those letters either upper- or lower-case.

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Info

A Date/Time field with the "is within last" condition selected, requires a special time duration entry. The duration must be entered in this format: Years:Months:Days:Hours:Minutes. Fields to the left may be omitted. For example, if you were searching for submissions that were submitted within the last 2 hours you can enter 02:00 or as 2:0. To search for submissions created within the last 2 months and 12 days, enter 02:12:00:00. If you enter an invalid value, an error will display with instructions:

Editing the Logical Expression

If you want to modify the logical expression, click the Edit button. The logic expression becomes editable.

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Upon selecting the Save button, the logic expression is parsed for correctness. If there is any parsing failure, an error message describing the failure is displayed and the screen remains in edit mode. If there is no error, then the screen returns to read-only mode.

Recap

In summary, let's say Jerry, a manager wants to create a submission query to check the status of all Expense Reports for Sales Demonstrations performed by the Sales department within the last month:

• Make sure you have a field in your Expense Report to specify the Project Name - for example, a dropdown with Infrastructure, Sales Demonstration and Customer Meeting options.
• Make sure Jerry has been granted permission to view submissions in the Access Control List for the Expense Report workflow.
• Create a Space and distribute the link to the Space to Jerry
• Jerry access the Space and logs into frevvo.
• Jerry clicks on the Important Items tab in the space.
• Jerry clicks on the Shared Items tab.
• Jerry clicks the Submissions tab for the Expense Report workflow.
  
  
  
  
• On the Submission Filter screen, Jerry selects:
  
  • The Project Name field from the Fields dropdown
  • The contains condition from the Condition dropdown.
  • Types "Sales Demonstration" in the Value column.
  • In the Submission Table, Jerry can quickly see that Ricard Walker has saved an Expense Report for a Sales Demonstration to his Task List, Maria Myers has an Expense Report for a Sales Demonstration pending approval and an Expense Report for a Sales Demonstration was completed for Deborah Morris.
    
    

Submissions Table

Submissions matching the submission filter are displayed in the Submissions table. The table has the following features and behaviors:

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Submission Table Columns

The Submission Table displays all of the default columns plus columns for Searchable fields configured by the form/workflow designer. Click below for a list and description of the default columns.

Default Columns

The table list the describes the default columns that appear in the Submission Table. You cannot change the order of the default columns but you can Show or Hide them in the Submission Table.

Expand
title Click here for a list of the default columns in submissions
Column Name Formatted Default Column Description Submitted Date/time Yes Time/date of the submission Error Yes A yellow icon in the Err column indicates the data was captured but there was an issue with the request.  For example, if you set the form action property to go to a URL after the user clicks Submit but the URL is invalid, you would see a yellow icon. Or if the form action was set to send an email but the email address was missing, this will also cause a yellow icon to appear on the submission. State Text Yes Submission status: SUBMITTED, PENDING, ABORTED, SAVED, ERROR WAITING. This column displays the submission types selected in the State section of the Submissions Filter. Submitter ID Text Yes Live Forms frevvo user ID of the logged in tenant user submitting the form or blank if the form was submitted by an anonymous user. Submitter Name Text Yes First and Last Name of the logged in tenant user submitting the form or blank if the form was submitted by an anonymous user. Lock User ID Text Yes If the submission is currently locked (and not SUBMITTED), this is the user id who has it locked. Lock Date Date/Time Yes If the submission is currently locked (and not SUBMITTED), this is the time/date when it was locked. Lock User Name Displays the First and Last name of the user who has a task locked, when viewing Pending tasks. Started Date Date Yes Date when the submission was created.  Age/Duration Days, Hours, Minutes Yes For completed submissions (State=Submitted) this is the time interval for how long it was in process - from the first incomplete submission (Pending, saved, etc.) until it reached SUBMITTED status. If the submission is currently incomplete (i.e. SAVED, PENDING or WAITING), then the time interval shows how long has it been in process so far (Age). Error Description Text Yes Description of the error if the error column is true.

This image shows a PENDING submission for a Purchase Order workflow. The first step of the workflow was submitted by a designer user (Submitter ID), Giorgio Armani (Submitter Name). It is currently pending approval by his manager, Jerry Mouse (Lock User Name). Jerry's user frevvo user id is jerry (Lock User ID).

Searchable Field Columns

In addition to the default columns, the Submission Table contains columns for each searchable field setup for the form/workflow. Notice the Report Date, Project Name, Employee Name, Reviewer, Expenses Approved, Paid On Date and Check in the Expense Report workflow submission shown in the image. These columns are generated by fields in the workflow configured as Searchable fields.

You can change the order of the Searchable Field columns by moving field positions in the Searchable Fields wizard. The changes will not reflect in the Submission Table until a new submission is created or existing submissions are resubmitted.

Show/Hide Columns

Clicking the Columns button in the Submission Table, allows the user to toggle the visibility of each table column. Initially, all columns are visible indicated by displaying their respective button in yellow. You will see the default columns and columns for each of the Searchable fields defined in the form/workflow.

Clicking a column toggles it to grey to indicate that it is not visible. Clicking it again toggles to visible/yellow. As you check/uncheck columns, the columns in the table change as appropriate.
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Once you select your columns, the modified column view displays until you go back to the Forms and Workflows Homepage. If you redisplay the submissions, the original column view displays. If you use your computer function key to refresh the screen, the original column view displays. Use the Refresh button on the Submissions Table if you require a refresh.

Submissions Detail

When you click the  Submissions icon, you will see submissions for the previous month for that form/workflow. Notice the View/Edit and Delete submission buttons are greyed out. Checking the checkbox preceding the submission in the table enables these buttons.

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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 tab.

  Warning

  Remember that Saved Fields are only used if you want to Export your submissions to Excel. This feature is only available from the Legacy submission view. The Export of submissions to Excel feature has been replaced by Download to CSVDownloadSubmissionstoCSVfile. 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.

  
  

• 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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Viewing Attachments & PDF Images

Scroll to the bottom of the Data Tab to see all attachments uploaded to the form submission. If you selected Save PDF for this form in the form designer, you will also see an attachment named <form name>.pdf. This is an image of your form exactly how the user saw it when they filled it in and submitted it to you. Remember, decorators and placeholders do not appear in PDF's. The image below also shows W4-pdf and I-9.pdf attachments. These are additional Pixel Perfect PDFs generated for the Employee's Withholding Allowance Certificate and the Employment Eligibility Verification federal forms. Click the links on the Data Tab to view the PDFs or attachments.

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One of the attachments is a Wet Signature image. Clicking on the Signature  SubmissionsDetailtab lists the manager, Jerry's digital signture and the and wet signature image of the new employee. The signature image can be downloaded from the Data or Signature tabs of the form submission. There you will find information about any digital signatures that were stored with the form. See Electronic Signatures for more information.

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The File Name property allows the designer to rename attachments uploaded using the Upload Control.

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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Most business users can safely ignore the xml, but it can be helpful when debugging a form and when integrating with another entity such as a database.

Submission Errors

If your submission has an error, you'll see an icon  in the Error column in the submissions list.You can get more information about the error in two ways:

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18:07:09.654 |-ERROR [http-nio-8082-exec-3] [.s.s.FormSubmissionService] [mycompany designer] [5750c49b-be25-4715-81f1-2d3a94c30e1b 76DF75577B56B8BBEE392ACB16CEE3CE] [  ] - Could not send submission to insight server. org.springframework.data.solr.UncategorizedSolrException: Server refused connection at: http://localhost:8983/solr/mycompany; nested exception is org.apache.solr.client.solrj.SolrServerException: Server refused connection at: http://localhost:8983/solr/mycompany

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.solr.client.solrj.SolrServerException: Server refused connection at: http://localhost:8983/solr/mycompany

Reports will show the message "No data available in table". Once the Insight server is restarted, the submissions will show in the Recent Submissions report and submissions will redisplay reporting the error. Remember, the Error Description column is the last default column in the Submission table.

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Email Size Exceeded Error

This section applies only to frevvo Cloud Customers.

The frevvo mail server limits email size to 30MB. If emails sent in Activity Doc Action or Document Actions exceed this limit, your tenant admin may receive an email bounceback from "Mail Delivery System <"MAILER-DAEMON@sysops+stage"@frevvo.com>" that contains error like this "message size 34559092 exceeds size limit 31457280 of server smtp.sendgrid.net[107.20.8.136]".

The only workaround for this issue at this time is to limit the Upload control max size and/or min # properties in your form. If you have a submission that has hit this error, you must edit the submission, delete some of the attachments and then resubmit.

Editing Submissions

Only submissions in the SUBMITTED state can be edited. If you have the correct permissions, submissions can be edited easily by clicking the form name rendered as a clickable URL on the submission. In this image below click on "Product Order Form" to edit the submission.

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When you click submit on the form/workflow 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 Searchable 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.

Cloud frevvo Cloud users can edit submissions by default. In-house customers can turn off the edit link 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.

Restarting a Workflow

To restart a workflow that has already been submitted:

1. Logged into frevvo as the flow/form designer user and edit the submission.

2. Once you have the submission open, click the "Save" button. This will save it to your (workflow designer's) task list.

3. Go to your task list and click "Modify this Task."

4. Select the first step of the workflow.

Instantiate Older Submissions

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1. " button. This will save it to your (workflow designer's) task list.

2. Go to your task list and click "Modify this Task."

3. Select the first step of the workflow.

Sorting Submission Results

Columns in the Submission Table that are sortable display the up and down arrow icon in the column header. Clicking on the up section of the arrow icon in one column sorts all the columns in the table in the ascending direction. Clicking on the down section of the arrow icon in the column header in one column sorts all the columns in the table in the descending direction. This icon can also be used to toggle the sort direction. Submitter Name, Lock User Name and Age/Duration columns are not sortable.

At any time as a shortcut you also can click anywhere inside the column header to toggle the sort of the results in ascending or descending order.



Changing the sort of a column from a submission table page > 1, goes back to page when when displaying the results. This is as designed.

Deleting Submissions

The ability to delete submissions from the Submissions Table depends on your rolefrevvo role, assigned Access Control permissions and the type of submission.

Who Can Delete submissions

The form/workflow owner ( the designer who created the form/workflow) and any user given the Edit Submission permission by the designer, can delete submissions in the SUBMITTED, ABORTED and ERROR states.

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The ability to delete PENDING, SAVED or WAITING states is not available in the Legacy Submissions View

How do you Delete Submissions

The Delete button is only enabled when one or more submissions is selected. The user is prompted with an ok/cancel dialog to confirm deletion of the selected submissions. If ok/yes, the submissions are deleted, the filter re-runs and the Submission Table is refreshed.

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A successful deletion displays the following:

Download Submissions to CSV file

Submission data can be exported to a CSV (comma separated value) file that can be easily opened in Microsoft Excel. The contents of the csv file depends on the submissions that are displayed in the Submissions Table. The default columns and any form fields designated as Searchable fields appear as columns from left to right in the csv file.

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For example, let's say your requirement is to upload submission data from to frevvo to a different website.

1. Perform the submission query so the data that you to download displays in the table. The default columns SubmissionTable in the submission table appear in the spreadsheet even if you are not displaying them in the table. Hide the columns in Excel if you do not want to display them in your spreadsheet.
2. Click the Download button to save the csv file.
3. Open the file in Microsoft Excel.
4. Show/Hide columns in the spreadsheet if desired.

Switching from Export to Excel to CSV Download

1. Cloud Customers:
   

   1. The maximum number of Searchable fields is 20 per form/workflow. 

   2. Edit each form/workflow where Export to Excel is configured

      1. Click the Setup Searchable Fields link

      2. Click the Saved Fields tab and review the fields previously set up as Saved Fields

      3. Click the Searchable Fields tab and add every field into the Searchable Field list that was in the Saved Fields list

      4. Save your changes

   3. Email support@frevvo.com to request that the Refresh Searchable Items  process be run on your tenant if you want to update older submissions with the changes.
      
      

2. In-house Customers:
   

   1. If you have forms/workflows exporting more than 20 fields to Excel, add the frevvo.max.searchable.fields parameter to the frevvo.xml file

      1. Change the value to the number of searchable fields that you want.

   2. Edit each form/workflow where Export to Excel is configured

   1. 1. Click the Setup Searchable Fields link

      2. Click the Saved Fields tab and review the fields previously set up as Saved Fields

      3. Click the Searchable Fields tab and add every field into the Searchable Field list that was in the Saved Fields list

      4. Save your changes

   2. Manually run the Refresh Searchable Items process if you want to update older submissions with the changes.

    

Changing the Column Order in the CSV file.

To change the order of the columns created from the Searchable fields in your form/workflows:

1. Change the order on the Searchable fields tab using the setup wizard
2. Create a new submission to reflect the new column order in the Submissions Table.
3. The csv file will reflect the new column order.

Repeating Data

Forms containing repeat controls designated as Searchable Fields generate comma separated data in a single row in the exported csv file.

Consider an Airline reservation form where the number of traveler information sections displayed or the number of rows in a table is based on the number of airline tickets purchased. A section named Travel Information inside of a Repeat is designed to collect information about each traveler. Travel No, First Name and Last Name are set up in the form as Searchable fields.
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The Submission Table shows the submissions. Several columns are hidden for this example.

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The csv file is shown in the image:

Section
Column width 34% Image RemovedImage Added Airline Reservation Form with a Table Control Column width 33% Image RemovedImage Added Airline Reservation Form Submission View Column width 33% Image RemovedImage Added CSV Download for the Airline Reservation Form with a Table control

Date and Time Controls exported to the csv file

Date controls are stored in the XML document in the YYYY-MM-DD format. Time controls are NOT converted to UTC in the XML document. Date/Time values are converted to the XML standard YYYY-MM-DDTHH:MM:SSZ.

For Example: The Product Order Spreadsheet two submissions: one customer order entered on October 14, 2016 at 2:30 PM and another on November 14, 2016 at 10:30 PM in the Eastern Standard Time Zone
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Viewing the Documents tab in the submission details for the November order, notice the Order Date and Time is expressed in UTC while the separate Date and time fields are stored as expected for those datatypes.

Even though the Data and Time fields are stored in the xml as shown above, when you export the submissions, Date,Time and Date/Time controls are displayed in UTC in the csv file and in Excel. Note the -05:00 indicates Eastern Standard Time while the -04:00 represents Daylight Savings Time.

Numbers or Text Controls with Leading Zeros

When you open a csv file in Excel, number or text control submissions that contain leading 0's will have the leading zero removed. For example a zip code entered "06405",

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This happens because Excel makes assumptions about the way imported data should be formatted; usually leading zeros are mathematically insignificant, so they are removed. You can keep the leading zeros in CSV files by using Excel's Text Import Wizard. (These instructions may vary based on your Excel version.)

1. Launch Excel Spreadsheet. Click the Data tab. 

2. Click the From Text/CSV icon. Use the file manager to locate the CSV file you want import.

3. Click Import.

4. Select Comma from the Delimiter dropdown. 

5. Click Transform Data.

6. Select the column(s) that contains the data with leading zeros. Change the Data Type to "Text". The preview will refresh to show your data with leading zeros.
   

7. Click Close & Load.

Submissions View on Mobile Devices

The Submission view screen is designed to be responsive to different screen sizes. You will notice a different layout for small screens (< 640px) such as the iPhone.

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• Values are selected from a wheel scroller user control that displays when the user touches the field.
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• The matching submissions grid/table only displays columns it can fit . Click the plus icon to view additional columns.
• The Action buttons (Refresh, View Submission Details, Delete and Show/Hide columns) do not have text labels on phone screens (<640px). Also,
• The page size selector and individual page selection buttons do not show on smaller screen sizes (<640 px).
  

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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