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comes 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
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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.
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- 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.
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Submission Table Columns
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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).
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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.
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.
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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.
Viewing Attachments & PDF Images
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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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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. Clicking on the attachment in the submission frevvo submission repository does not save the uploaded zipfile as a zipfile. Instead, it will save it as a file with an unrelated name e.g. Upload91 or ProfilePicture. 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 if it is available. |
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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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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.
Email Size Exceeded Error
This section applies only to Cloud 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.
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The ability to delete submissions from the Submissions Table depends on your rolefrevvo role, assigned Access Control permissions and the type of submission.
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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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Verify that your Searchable fields SearchableFields are properly set up in the form/workflow and that you see the expected columns in the Submissions Table SubmissionsTable before Downloading to CSV. |
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For example, let's say your requirement is to upload submission data from to frevvo to a different website.
- 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.
- Click the Download button to save the csv file.
- Open the file in Microsoft Excel.
- Show/Hide columns in the spreadsheet if desired.
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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.
The Submission Table shows the submissions. Several columns are hidden for this example.
The csv file is shown in the image:
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Columns in a table can be designated as Searchable fields. If you change the Repeat Control to a Table in the Airline Reservation form discussed above and specify the TravelNo, First Name and Last Name columns of the table as Searchable fields, the submissions view and the csv download will be the same as shown for the form with a Repeat control. |
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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
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. 
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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.)
- Launch Excel Spreadsheet. Click the Data tab.
Click the From Text/CSV icon. Use the file manager to locate the CSV file you want import.
Click Import.
- Select Comma from the Delimiter dropdown.
Click Transform Data.
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.
Click Close & Load.
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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
- 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).
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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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