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There is a now a form property called Element Name. The default value for the field is form. The root element name in the submission xml of the from-scratch document a form created from the designer palette is determined by what you put in herethe 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 xml file show the element name. When the form name is updated, and 'Element Name' is kept the same, the previous submissions can be initialized successfully. When 'Element Name' is updated, previous submissions cannot be initialized.
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If you change this the element name, all existing submissions will become invalid and you might will see the error message. "Submission is not valid. An incompatible change was made to the form/flow." |
This is an important consideration when migrating forms to version 5.1.1. See this documentation for more information.
Visibility
This field provides access control for the form. If you select Private, only you (the owner) can edit, test or use it. Select Public in Tenant to allow anyone who has an account (username/password) and is logged in to your tenant access to use the form. Select Public to allow anyone to use it even if they are not logged in. Note that irrespective of the Visibility setting only the owner can edit or remove the form.
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When your form loads it will send a page view event to your Google Analytics account if you enter your Google account tracking ID into this form property. Please refer to the Google documentation for finding your Google Analytics tracking ID.
Deployment
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Tracking Url
This property works in conjunction with the Tracking ID and was intended to make it easier to read the long URL's when trying to determine which form/flow is being tracked using Gloogle Analytics. Full functionality will be available in a future release. Please contact Customer Support for the latest information on this feature. Tracking Url is not available for flows at this time.
Deployment
This field lets you toggle a form between two states: PRODUCTION and DEVELOPMENT. When a form is in the development state it contains a watermark. Deploying the form into the production state removes the watermark.
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The Geo Location feature works in conjunction with rules that use the the form.positionUpdated identifier. You can set up the rule to execute every time the position is updated. See See Business Rules for examples of rules that will do this. Also see Rules Position Data for the complete list of available build-in data.
You can also collect additional information associated with your location. For example, a section of a Police Incident Report, shown in the image, captures the location where the form was filled in plus the address information associated with it. The last position update will be in the submission metadata of your form or flow but it is NOT automatically added to the XML Document. You must create controls (perhaps hidden) and rules to add the location information to the form XML document. The Position Address section of the Police Incident Report has controls and rules to show longitude, latitude, accuracy and/or errors plus the address information.
Latitude and Longitude display the coordinates of the user location. The accuracy of the location in meters is represented by the value in the Accuracy field - a low Accuracy value means the position is more precise. You can display a position error code and the text description of error message in your form if desired. Error message codes can be 1, 2 or 3:
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3 - Timeout - The device running the browser times out trying to get the location information.
You will never see coordinates and error codes in the same form. You get one or the other.
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The map will only display in use mode.
Setup Key/Saved Fields
This setting controls which fields are saved to the built-in submissions repository. 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 saved in addition to the XML data. See submissions data for more information on making this choice. Note that this could incur significant performance overhead and will also consume additional storage in the repository.
Clicking on the Click to setup Key/Saved Fields link displays the setup wizard. This link is on the form's properties as shown below. If you have navigated away from the form's properties and instead see a control properties panel, just click anywhere on the toolbar to return to the form's properties.
The wizard displays the fields from your form. 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 saved or key 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.
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We do not recommend using fields from Tables and Repeats as your key field. The data will be hard to interpret since there can be multiple data values for the same field. |
Saved Fields
You may select the fields you want saved separately in addition to the XML on the Setup Key/Saved Field screen. You can also change the order of the fields when you move them into the Saved Fields area. The order of the form fields will be reflected in the column order if you choose to export submissions to Excel.
There are two ways to select/unselect or reorder saved fields :
- Drag and Drop - You can drag the fields from the Available Fields list and drop them into the Saved Fields lists if you re using Firefox, Chrome or Safari browsers. Items may be dragged between lists and within the saved 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.
- Center arrow buttons - IE 8/9 users must use the arrow buttons to move selected fields between the Available or Saved Fields lists or to reorder them by moving back and forth as necessary. The arrow buttons always add items to the bottom of the list.
- The > right arrow moves the selected field from the Available Fields list to the bottom of the Saved Fields list.
- The < left arrow moves the selected field from the Saved Fields list to the bottom of the Available Fields list.
- The >> double right arrows move all the form fields in the Available Fields list to the Saved Fields list.
- The << double left arrow moves all the form fields in the Saved Fields list to the Available Fields list.
The image below shows a selected field in the available list ready to be moved to the saved list via drag and drop or arrows. Click Finish to save the changes. Selecting the X in the upper right corner cancels any changes. Remember to save your changes when you exit out of the designer. Saved Fields are stored in the database when the form/flow is completed. The fields you select will be displayed in the Submission Detail for each submission. You can also search the submissions repository for these fields using the API.
Let's say you set up the Saved Fields in a Product Order Form as shown below:
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When you click the Excel icon to export the submissions data to an Excel Spreadsheet, you will be given the option to open or save the file. The file will be named using the range of dates of the Submission data, if you choose to save it to disk . For Example, you might have submission data from February 15th to March 15th of the year 2013 that you want to export. The file name would be something like Submissions%28021513-031513%29(1).xls. Opening the file will show the tenant and application name, the date range of the submission data and the number of submissions. The portion of the Excel Spreadsheet shown in the image is an example of a modified output file.
Perhaps, as the form designer, you decide that the Phone column should be between the Color and the Email Address columns.You can change the order of the columns using the arrows or drag and drop to this:
Exporting the submission results to Excel will arrange the columns in the spreadsheet as shown:
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When you first open the Excel spreadsheet, the submissions meta data (Created Date, Updated Date, Revision, Status, Submitted By and Submitted IP) makes up the first 6 columns. You cannot reorder the meta data columns. |
Fields saved as part of a submission are always included in the export. For example, suppose several submissions of the Product Order Form were created with the Saved Fields list shown in the image:
The designer then removes the Phone field from the Saved Fields list. Exporting the previous created submissions after the change, will order the saved fields by the new list. Previously saved fields which are present in the submission but not in the current list are added on as the right-most columns of the spreadsheet.
Key Fields
Click the Key Fields tab. Up to five key fields may be efficiently stored along with the form submission. Key fields do not significantly reduce performance nor do they consume significant additional storage in the repository. It is also very efficient to search the submissions repository using these key fields. Key fields are also directly displayed in the Submissions Table so you can easily view them in a tabular view.
Considerations when deciding which types of fields to configure are listed below.
- Key fields are indexed for easy search of Submissions. You will see the controls designated as Key fields in the Submissions table. This is helpful when trying to locate a particular submission from a long list. Key fields do not affect performance. They are not downloaded when exporting your submissions to Excel.
- 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. Saved fields are downloaded to Excel.
Clicking on the Click to setup Key/Saved Fields link displays the setup wizard. This link is on the form's properties as shown below. If you have navigated away from the form's properties and instead see a control properties panel, just click anywhere on the toolbar to return to the form's properties.
The wizard displays the fields from your form. 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 saved or key 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.
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We do not recommend using fields from Tables and Repeats as your key field. The data will be hard to interpret since there can be multiple data values for the same field. |
Saved Fields
You may select the fields you want saved separately in addition to the XML on the Setup Key/Saved Field screen. You can also change the order of the fields when you move them into the Saved Fields area. The order of the form fields will be reflected in the column order if you choose to export submissions to Excel.
There are two ways to select/unselect or reorder saved fields :
- Drag and Drop - You can drag the fields from the Available Fields list and drop them into the Saved Fields lists if you re using Firefox, Chrome or Safari browsers. Items may be dragged between lists and within the saved 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. You can change the order of the Available Fields list if you are using Chrome or Safari bowsers. 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 - IE 8/9 users must use the arrow buttons to move selected fields between the Available or Saved Fields lists or to reorder them by moving back and forth as necessary. The arrow buttons always add items to the bottom of the list.
- The > right arrow moves the selected field from the Available Fields list to the bottom of the Saved Fields list.
- The < left arrow moves the selected field from the Saved Fields list to the bottom of the Available Fields list.
- The >> double right arrows move all the form fields in the Available Fields list to the Saved Fields list.
- The << double left arrow moves all the form fields in the Saved Fields list to the Available Fields list.
The image below shows a selected field in the available list ready to be moved to the saved list via drag and drop or arrows. Click Finish to save the changes. Selecting the X in the upper right corner cancels any changes. Remember to save your changes when you exit out of the designer. Saved Fields are stored in the database when the form/flow is completed. The fields you select will be displayed in the Submission Detail for each submission. You can also search the submissions repository for these fields using the API.
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Controls are listed in the Available and Saved Lists using control labels. If you change the label of a control in your form that was previously added to the Saved Fields list the control will remain in the Saved List reflecting the new label. In a flow, the label can be different for controls with the same name in different activities. Controls are listed using the control name. If the name changes, it will unset the saved field. The newly renamed control will now show on the Available list and the designer must move it to the Saved List again. |
Let's say you set up the Saved Fields in a Product Order Form as shown below:
When you click the Excel icon to export the submissions data to an Excel Spreadsheet, you will be given the option to open or save the file. The file will be named using the range of dates of the Submission data, if you choose to save it to disk . For Example, you might have submission data from February 15th to March 15th of the year 2013 that you want to export. The file name would be something like Submissions%28021513-031513%29(1).xls. Opening the file will show the tenant and application name, the date range of the submission data and the number of submissions. The portion of the Excel Spreadsheet shown in the image is an example of a modified output file.
Perhaps, as the form designer, you decide that the Phone column should be between the Color and the Email Address columns.You can change the order of the columns using the arrows or drag and drop to this:
Exporting the submission results to Excel will arrange the columns in the spreadsheet as shown:
| Note |
|---|
When you first open the Excel spreadsheet, the submissions meta data (Created Date, Updated Date, Revision, Status, Submitted By and Submitted IP) makes up the first 6 columns. You cannot reorder the meta data columns. |
Fields saved as part of a submission are always included in the export. For example, suppose several submissions of the Product Order Form were created with the Saved Fields list shown in the image:
The designer then removes the Phone field from the Saved Fields list. Exporting the previous created submissions after the change, will order the saved fields by the new list. Previously saved fields which are present in the submission but not in the current list are added on as the right-most columns of the spreadsheet.
Key Fields
Click the Key Fields tab. Up to five key fields may be efficiently stored along with the form submission. Key fields do not significantly reduce performance nor do they consume significant additional storage in the repository. It is also very efficient to search the submissions repository using these key fields. Key fields are also directly displayed in the Submissions Table so you can easily view them in a tabular view.
Multiple Controls with Same Name
It is possible that your form contains two or more controls with the same name nested inside different sections. For example if your form has a section control named Parent containing a text control called Name and has another section control named Child also containing a text control called Name, the Key/Saved Fields wizard will display two entries called "Name". In order to to know which is which, simply hover your mouse over each entry in the list for Saved Fields or dropdown for Key Fields and you will see the path to the control. In the example below you see Child > Name.
The same name fields will be categorized in the data tab of the form submission like this:
Error Page
If you supply a Url in this property field, will display this page whenever it fails to load a default document from one of the form's Document URI Read methods and also when it fails on a document URI Write method. If this field is not set a default error page will be displayed.for Key Fields and you will see the path to the control. In the example below you see Child > Name.
The same name fields will be categorized in the data tab of the form submission like this:
Printable
If you check a form's printable checkbox a print icon will be displayed at the top of your form. If you don’t want users to print your form, uncheck the checkbox so users will not see the print icon. You can control which form fields are visible in the pdf print view via the printable property on each field in your form. Refer to Printing Forms for more information about Print View/submission pdfs, including how to support international characters.
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This feature helps to protect your forms against spamming by automatic submitters. By selecting captcha, an image is displayed when a user submits your form, containing a string and also an audio recording. The user must enter the string into the specified input box. If the string is correctly reproduced, the form submission will be processed as usual. If it is not a new string is displayed and the user may try again. Click on the 
to cancel.
Save/Load
This feature is only available to users with tenant accounts. If you check this checkbox a save 
icon will be displayed at the top of your form. If you don’t want users to be able to save/load your form, uncheck the checkbox so users will not see this icon.
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If this checkbox is unchecked, tasks for the form or flow will not appear in [[V4_Tasks_Home_Page#Search_History | Task History searches]] Task List 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.
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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 future.