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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 also go back and you can also re-index your existing submissions so you can search them using the same fields. We recommend running the re-index process during a time when your users are not using .
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| title | Click here for information about Searchable fields... |
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| Form Setting Properties |
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| Form Setting Properties |
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| nopanel | true |
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| title | Click here for a list of the default columns |
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Default Columns
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| Submitted Date | Time/Date of the submission. Also The Submitted Date is 'A' in the Submission Filter. | | Error | Shown as a yellow triangle if the there is a submission error. | | Error Description | Descriptive text about a submission error. | | State | Submission status: SUBMITTED, PENDING, ABORTED, SAVED, ERROR WAITING. This column displays the submission types selected in the State section. The submission status is 'B' in the submission filter. | | Submitter Id | ID of the last submitting user. | | Submitter Name | The first and last name of the user who submitted the form/flow. | | Lock User Id | If the submission is currently locked (and not SUBMITTED), this is the user id of the user who has it locked. | | Lock Date | Date and time a flow last locked. | | Lock User Name | If the submission is currently locked (and not SUBMITTED), this is the first and Last name of the user who has it locked. | | Started Date | Date and time a form/flow first started. | | Age/Duration | 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). |
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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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| title | Click here for a list of the conditons available for each data type |
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Data Type(s)
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| Date, Time, Date/Time | is equal to |
| is not equal to |
| is after |
| is before |
| is on or before |
| is on or after | | only available for Date/Time controls | is within last |
| contains a value |
| does not contain a value | | Number, Money, Quantity | is equal to |
| is not equal to |
| is greater than |
| is less than |
| is greater than or equal to |
| is less than or equal to |
| contains a value |
| does not contain a value | | Text, TextArea, Email, DropDown, Radio, Checkbox | contains |
| does not contain |
| begins with |
| ends with |
| is equal to |
| is not equal to |
| contains a value |
| does not contain a value | | Boolean Checkbox | is equal to |
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For example, the choices in the Condition dropdown, will be different if you select the Submitted Date or the ProjectName, which is a searchable field in the form/flow from the Fields list.
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| title | Click here for a list of values available for field types and condtions |
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Field Type
| Value Entry Field Type | Notes |
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| Date | Date Picker |
| | Time | Time Entry |
| | DateTime | Date and Time Picker | The 'is within last' condition is available for DateTime controls only. It does not apply to Date or Time controls. If you select the "is within last" condition, you must: - Enter the value using a special time duration entry format
- Enter a duration in Years:Months:Days:Hours:Minutes. Any field to the left may be omitted. For example, 2 days and 4 hours may be expressed as 0:0:2:4:0 or as 2:4:0. Refer to the example below.
| | Number, Money, Quantity | number field |
| | Text, TextArea, Email, DropDown, Radio, Checkbox | Text field |
| | Boolean Checkbox | drop down containing true and false options |
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For Example, if you select a Date field, the Date Picker is provided to help enter the value. If you select a Text field from your form/flow, you will be prompted to "Enter text" for the value. If you select the Error metadata field, the value choices will be True or False in a dropdown in the Value column.
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| title | Click here for a list of the buttons on the Submission Table and their functions |
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Action Button
| Purpose | Submissions Selected | Behavior/Description |
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| Refresh | Refresh the submission page | N/A | Re-runs the query using the filter and re-loads the current page of data. Not often needed as most changes and actions automatically refresh the results table as needed. | | View/Edit | View or edit submission details | One must be selected | This action is disabled unless one and only one submission row is selected. Double-clicking a row (desktop only) displays the submission details. | | Delete | Delete Submission(s) | One or more must be selected. | Only enabled when one or more submissions is selected. The user is prompted with an ok/cancel dialog to make sure they want to delete the selected submissions. If ok/yes, the submissions are deleted and the filter re-run and the page of data refreshed. Only submissions in the SUBMITTED, ABORTED or ERROR state may be deleted. | | Download | Download to CSV file | N/A | Downloads a CSV data file containing rows for all of the matching submission records with all columns included. This csv file can easily be uploaded to Excel. | | Columns | Show/hide table columns | N/A | Used to show/hide columns in the Submission Table. See below for the details. |
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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/flow designer. Click below for a list and description of the default columns.
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| title | Click here for a list of the default columns in submissions |
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| Column Name | Formatted | Default Column | Description |
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| Submitted | Date/time | Yes | Time/date of the submission | | Error |
| Yes | A  Image Modified 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 Image Modified yellow icon. Or if the form action was set to send an email but the email address was missing, this will also cause a Image Modified 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. | | Error Description | Text | Yes | Description of the error if the error column is true. | | Submitter ID | Text | Yes | Live Forms 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 |
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| 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). |
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This image shows a PENDING submission for a Purchase Order workflow. The first step of the flow 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 id is jerry (Lock User ID).
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