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 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.

To access submissions for a particular form/workflow, the designer user navigates to the Forms and Workflows Home Page and clicks the selects Image Modified View Submissions (legacy) icon for that form or workflow. The designer can grant permission to view/edit submissions to 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.

The various items on the Submissions page are explained below. 


On this page:

Table of Contents


By default the submission table displays columns for submission time/date, state, Age/Duration, Lock User and Lock Date. These columns are explained in the table below:

FieldFormattedDefault ColumnDescription
SubmittedDate/timeYesTime/date of the submission
StateTextYesSubmission status: SUBMITTED, PENDING, ABORTED, SAVED, ERROR WAITING. This column displays the submission types selected in the State
Age/DurationDays, Hours, MinutesYesFor 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).
Lock User IDTextYesIf the submission is currently locked (and not SUBMITTED), this is the user id who has it locked.
Lock DateDate/TimeYesIf the submission is currently locked (and not SUBMITTED), this is the time/date when it was locked.

The submitter is the Live Forms user ID of the logged in tenant user submitting the form or blank if the form was submitted by an anonymous user. The version tells you how many times you have edited the form. This is helpful if you have updated your form and need to track how many users submitted the newest version.  (When you create a form the version number starts at 1 but Live Forms increments the version each time you revise your form.)


One of the attachments is a Wet Signature image. Clicking on the Signature tab 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.


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 layout/style for submission pdfs depends on where the last activity is submitted. For Example, If the first activity in a workflow is submitted from a space and the second activity is performed directly from a Task List outside the space, the submission PDF renders in the layout/style the Task List uses. If the last activity in a workflow is submitted from a space, the submission pdf renders in the space's layout/style.  


titleClick here for information about Saved/Key fields

Saved Fields

Saved Fields are stored in the database when the form/workflow 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.

On the Form/workflow properties panel, click the Setup Key/Saved fields link to open the wizard.

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 project 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:

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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 (Started Date, Updated Date, State, Age/Duration, Lock User, Lock Date, Revision, Status, Submitted By and Submitted IP) makes up the first 11 columns. You cannot reorder the meta data columns.

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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:

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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.

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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.

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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 Parent > Child > Name.

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The same name fields will be categorized in the data tab of the form submission like this:

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Click the  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 and submission type). 


 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.