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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 ' 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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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>.PDFpdf. This is an image of your form exactly how the user saw it when they filled it in and submitted it to you.The image below also show W4-pdf and the 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.
Two of the attachments are Wet Signature images. You can also see the signature information by clicking on the Signature tab. The signature images can be downloaded from the Data or signature Signature tabs of the form submission.
Viewing XML Documents
always stores your form data as XML documents. To view the XML data, click the Documents tab in the Submission Details panel.
Dates will be stored in the YYYY-MM-DD format and time values will all be converted to a canonical UTC timezone in the XML document. Date/Time values will be converted to the XML standard YYYY-MM-DDTHH:MM:SSZ. A quick review of Coordinated Universal Time may prove to be beneficial.
UTC Quick Review
UTC time can be thought of as the time at zero degrees longitude. Timezones around the world are considered to be ahead of or behind the UTC time and are expressed with a plus (+) or minus (-) value from the UTC timezone. This plus or minus value is known as an offset. Here is a list of the UTC Timezones and offsets for your reference. Coordinated Universal Time is expressed using the 24 hour clock. UTC is sometimes referred to as Greenwich Mean Time (GMT), although they differ by fractions of a second. The term Zulu time is used by the aviation industry to refer to UTC.
Example 1: A user in the Eastern Daylight Timezone enters a time of 7:13 into a Product Order form and submits it. EDT has a UTC offset of minus 4 hours. This means that EDT timezone is 4 hours behind (west) of the UTC timezone. The offset is expressed as a -04:00. The time of 7:13 will be converted to UTC time, by adding the offset to the time. 11:13:00 will be stored in the submissions database for a value of 7:13 entered into a time or the time portion of a data/time control. The calculation is shown here: 7:13:00 AM EDT = 7:13:00 + ( 04:00) = 11:13:00 UTC
Example 2: Sydney, Australia is in the (UTC+10:00) timezone and has an offset of +10 hours from the UTC time. Sydney, Australia is 10 hours ahead (east) of the UTC timezone. The offset is expressed as a +10.00. A time of 7:13:00, entered into a form in this timezone, will be converted to UTC by subtracting the value of the offset from the time. and stored in the submissions repository. An example of the calculation is shown here: 07:13:00 AM – 10 hours = 21:13:00 UTC on the previous day.
Time in UTC format can be expressed in the XML document in two ways: Refer to this website for more information on UTC offsets.
- The time in UTC with a trailing capital "Z", which is the zone designator of the UTC time zone. For example: (11:13:00Z).
- The time followed by plus or minus the UTC offset. For Example: (07:13:00 - 04:00)
Time/Time Zone conversions can be easily done with the Time Zone Converter tool or by plugging the information into the formula: UTC Time in Zone B = Time in Zone A – (UTC offset for Zone A + UTC Offset for Zone B).
For example: Use the formula to calculate the time in India (IST) for a conference call scheduled for 8:00 AM EDT:
UTC Time in Zone B (IST in the example) = Time in Zone A - (UTC offset for Zone A + UTC Offset for Zone B),
5:30 PM (the next day) (Time in India) = 8:00 AM EDT - (-4 (offset for Zone A) + 5:30 (offset for Zone B)
&_form Tz=<tz>
The browser's time zone can be overidden by appending the &_fomTz=<tz> parameter to your form’s share URL. For Example, the timezone of a Product Order form running in the EDT timezone that has a Order Date /Time control can be changed to the PST timezone by appending the &_formTz=America/Tijuana parameter to the form's share URL. If 7:13 is entered for the time value, the time in the XML document will be stored as if the browser was running in the America/Tijuana timezone. In the example below, the T14:13:00Z represents 7:13 - EDT plus 7 hours which is the offset for the America/Tijuana timezone. See Time Zones for more information.
Submission Errors
If your submission had an error, you'll see an icon in the Err column in the submissions list. Hover over the icon to get information about the error.
To get more information, double-click on the submission to view its details, and again hover over the icon.
Editing Submissions
Submissions can be edited easily by clicking the form name rendered as a clickable URL on the submissions. In this image below click on "Order" to edit the submission.
This will reload the current version of the form with the data from this old submission. You can then edit the form data in the form. All time controls will have the values automatically loaded in your machines local timezone. The submission date/time in the image below shows May 15, 2012 1:38pm. This date/time is the timezone where the form server was running when this form was originally submitted. The <OrderDate>2012-05-15T20:38:44Z</OrderDate> is the date/time value in the OrderDate form field converted to UTC timezone. When this form loads if the browser's timezone is America/New_York the OrderDate control will display the value 15:38:44 as America/New_York is -5 hrs from UTC.
Forms configured with a Doc URI will not execute the Doc URI when you edit the submission. The data displayed when you edit a form submission is from the submission data at the point in time when the form was originally submitted. Any Doc URIs will not execute and thus will not refresh data from your backend system.
When you click submit on the form the data in 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.
| Note |
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If the current version of the form is different then when the data you're editing was originally submitted then some of the data may not be visible. For example if your form contained a field for "detailed description", and the current version of your form no longer has that field as the designer removed it, then the detailed description data will exist but will not be visible/editable. |
Previous releases of only allowed the form designer to edit the form in the ' submission UI page. Out of the box editable access to a non-designer can now be granted by the designer. See Access Control for the details. It is also possible to build your own application that enables editable access to non-designers using the Data API.
Online users can edit submissions by default. The frevvo.submission.edit.link configuration property can be modified in the <frevvo-home>/WEB-INF/web.xml file to disable/enable editing submissons for In-house users. The web.xml file must be unzipped from the frevvo.war before it can be edited. See Installation Tasks for the details.
| Code Block |
|---|
<context-param>
<param-name>frevvo.submission.edit.link</param-name>
<param-value>true</param-value>
<description>Show a link to edit the submission.</description>
</context-param> |
You can add the frevvo.submission.edit.link configuration property to the <frevvo-home>\tomcat\conf\catalina\localhost\frevvo.xml file instead of the web.xml file as discussed above. See Installation Tasks for more information. Here is an example that will disable submisson editing when added to the frevvo war settings section of frevvo.xml:
| Code Block |
|---|
<Parameter name="frevvo.submission.edit.link" value="false" override="false"/> |
Sorting Submission Results
When you mouse over a column in the Submission area you’ll see the icon. Click it and choose from several sorting and grouping options:
- Ascending and Descending -- sorts the results in ascending or descending order, based on the column you selected.
- Columns -- this will display checkboxes with each column name; uncheck any columns you don’t want to see.
- Show in Groups: Uncheck this box if you are looking a grouped view and want to return to the default (non-grouped) view.
At any time as a shortcut you also can click the form heading to sort the results in ascending or descending order.
Viewing Submissions in Excel
| Warning |
|---|
In order to export data to Excel you must setup your form fields as saved fields as described here. Form fields, in the order listed on the Saved Fields list, become columns from left to right when the submissions data is exported to Excel. |
Click the Excel 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).
Repeating Data
Forms containing repeat controls will generate multiple rows in the exported Excel worksheet for each form submission -- one row for the submissions itself plus one row for each repeat item added and filled on the form. The Excel workbook groups the data for each submissions. Thus initially it may appear that there is only a single row of data in your workbook with a "..." displayed for the repeating item. Simply click the "+" in the far left-hand side of each row to expand the group and view all your repeating data.
Here is how the Excel workbook looks when you initially open it from the Submission Repository:
Click the "+" to expand the group and see all repeating data.
Columns added to the Submission Table will not show in the Excel spreadsheet. See Submission Table for information about how to add a column. For Example:, adding the form ver column to the Submission Table will not put a Form Ver column in the Excel spreadsheet. This is as designed.
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Time and date time values exported to Excel are submitted UTC values from the submission doc. Time data will be displayed in the Excel spreadsheet in UTC format. For Example: The Product Order Spreadsheet shows the data from two customer orders entered at 9:00 AM and 2:30 PM in the Eastern Standard Time Zone. Time data will be converted to UTC and stored in the xml document. Exporting the submissions data to Excel will show the time data converted to UTC as it is in the xml document. See the Order Time column in the image.
. Notes on Export Column Ordering
The export to Excel spreadsheet function available in the submission repository reporting screen will now export the saved fields in a column order from left to right that matches the saved field ordering on the saved fields dialog (see section 2) as shown from top to bottom.
The submissions export gets a bit more complex with groups and especially with repeating groups. Previously, the export would always maintain fields in groups and repeating groups in adjacent columns. This is no longer possible with user specified ordering of columns. This can make the export slightly strange when you look at it, but the user specified ordering must always work.
Figure 3.1 - SR Export illustrating a break in a group
One outlier case to be aware of is as follows. Suppose a set of saved fields is specified and multiple submissions are made. Then suppose that the designer removes some saved fields, leaving only some others. In any export of the previous submissions, the saved fields shown in the export will be ordered by the current set of saved fields, with any previously saved fields which are present in the submission but not in the current list simply added on as the right-most columns. If a field was saved as part of a submission, it is always included in the export.There you will find information about any digital signatures that were stored with the form. See Electronic Signatures for more information.
You can find information about implementing a work-around that will allow international characters in submission PDFs here.
| Info |
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Selecting zip as the Restricted/Mime type, uploading a zipfile and submitting the form may exhibit some unexpected behavior when downloading the zipfile from the submission if you are using IE9+ as your browser. Clicking on the attachment in the submission repository does not save the uploaded zipfile as a zipfile. Instead, it will save it as a file named Upload91. As a workaround, you can open the file using winrar.exe and then save it or simply use right click and and select the 'save as' option. |
Currently the theme for submission pdfs depends on where the last activity is submitted. For Example, If the first activity in a flow is submitted from a space with the Nouveau Blue theme and the second activity is performed directly from a Task List outside the space, the submission PDF renders in the Nouveau theme which is the default theme for the Task List uses. If the last activity in a flow is submitted from a space, the submission pdf renders in the space's theme.
Viewing XML Documents
always stores your form data as XML documents. To view the XML data, click the Documents tab in the Submission Details panel.
Dates will be stored in the YYYY-MM-DD format and time values will all be converted to a canonical UTC timezone in the XML document. Date/Time values will be converted to the XML standard YYYY-MM-DDTHH:MM:SSZ.
| Note |
|---|
You will see the time values in the submission converted to UTC time represented by the (Z) or the UTC offset. For example: 10:30 browser time EDT is equal to 14:30Z or 10:30+4:00. Both are correctly formatted UTC values. The Z specifies UTC and the +4:00 is an example of the UTC offset. |
Submission Errors
If your submission had an error, you'll see an icon in the Err column in the submissions list. Hover over the icon to get information about the error.
To get more information, double-click on the submission to view its details, and again hover over the icon.
If you have a flow that has a mapped PDF with a severe mapping error such as (Invalid E-form field), the flow will submit and the pdf is generated. The submission is marked in error with a icon in the Submissons table. You will see the error: "One or more generated PDF forms generated with mapping errors. Some information may be missing." on the submission.
Editing Submissions
Submissions can be edited easily by clicking the form name rendered as a clickable URL on the submissions. Only the designer user that created the form/flow can edit submissions. In this image below click on "Order" to edit the submission.
This will reload the current version of the form with the data from this old submission. If the form is linked to any back end systems (via Doc URIs) these links will not execute as it would possible change the submissions data. You can then edit the form data in the form. All time controls will have the values automatically loaded in your machines local timezone. The submission date/time in the image below shows May 15, 2012 1:38pm. This date/time is the timezone where the form server was running when this form was originally submitted. The <OrderDate>2012-05-15T20:38:44Z</OrderDate> is the date/time value in the OrderDate form field converted to UTC timezone. When this form loads if the browser's timezone is America/New_York the OrderDate control will display the value 15:38:44 as America/New_York is -5 hrs from UTC.
Forms configured with a Doc URI will not execute the Doc URI when you edit the submission. The data displayed when you edit a form submission is from the submission data at the point in time when the form was originally submitted. Any Doc URIs will not execute and thus will not refresh data from your backend system.
When you click submit on the form the data in 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/flow on the Data tab after editing a submission.
| Note |
|---|
If the current version of the form is different then when the data you're editing was originally submitted then some of the data may not be visible. For example if your form contained a field for "detailed description", and the current version of your form no longer has that field as the designer removed it, then the detailed description data will exist but will not be visible/editable. |
The designer can grant a non-designer permission to view submissions via the Access Control feature. It is also possible to build your own application that enables editable access to non-designers using the Data API.
Online users can edit submissions by default. The frevvo.submission.edit.link configuration property can be modified in the <frevvo-home>/WEB-INF/web.xml file to disable/enable editing submissons for In-house users. The web.xml file must be unzipped from the frevvo.war before it can be edited. See Installation Tasks for the details.
| Code Block |
|---|
<context-param>
<param-name>frevvo.submission.edit.link</param-name>
<param-value>true</param-value>
<description>Show a link to edit the submission.</description>
</context-param> |
You can add the frevvo.submission.edit.link configuration property to the <frevvo-home>\tomcat\conf\catalina\localhost\frevvo.xml file instead of the web.xml file as discussed above. See Installation Tasks for more information. Here is an example that will disable submisson editing when added to the frevvo war settings section of frevvo.xml:
| Code Block |
|---|
<Parameter name="frevvo.submission.edit.link" value="false" override="false"/> |
Sorting Submission Results
When you mouse over a column in the Submission area you’ll see the icon. Click it and choose from several sorting and grouping options:
- Ascending and Descending -- sorts the results in ascending or descending order, based on the column you selected.
- Columns -- this will display checkboxes with each column name; uncheck any columns you don’t want to see.
- Show in Groups: Uncheck this box if you are looking a grouped view and want to return to the default (non-grouped) view.
At any time as a shortcut you also can click the form heading to sort the results in ascending or descending order.
Viewing Submissions in Excel
| Warning |
|---|
In order to export data to Excel you must setup your form fields as saved fields as described here. Form fields, in the order listed on the Saved Fields list, become columns from left to right when the submissions data is exported to Excel. |
Click the Excel 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).
| Info |
|---|
Selecting the Excel export feature when viewing submissions from the Shared Items tab (inside or outside of a space) on an IOS device (iPad,iPhone), may have to install an application to edit and save .xls files. This requirement is browser specific. |
Repeating Data
Forms containing repeat controls will generate multiple rows in the exported Excel worksheet for each form submission -- one row for the submissions itself plus one row for each repeat item added and filled on the form. The Excel workbook groups the data for each submissions. Thus initially it may appear that there is only a single row of data in your workbook with a "..." displayed for the repeating item. Simply click the "+" in the far left-hand side of each row to expand the group and view all your repeating data.
Here is how the Excel workbook looks when you initially open it from the Submission Repository:
Click the "+" to expand the group and see all repeating data.
You should be aware that the table control in a form defaults to three rows. If you only fill in 2 rows, the third row is still part of the submission. The export to Excel shows a blank row in the resulting spreadsheet.
If you remove the empty row from the table in the form by clicking the icon before submitting, the empty row will not display.
Columns added to the Submission Table will not show in the Excel spreadsheet. See Submission Table for information about how to add a column. For Example:, adding the form ID column to the Submission Table will not put a Form ID column in the Excel spreadsheet. This is as designed.
| Section | ||||||||||
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Time and date time values exported to Excel are submitted UTC values from the submission doc. Time data will be displayed in the Excel spreadsheet in UTC format. For Example: The Product Order Spreadsheet shows the data from two customer orders entered at 9:00 AM and 2:30 PM in the Eastern Standard Time Zone. Time data will be converted to UTC and stored in the xml document. Exporting the submissions data to Excel will show the time data converted to UTC as it is in the xml document. See the Order Time column in the image.