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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. Filter your submissions using form data. Create Logical expressions to narrow the search for particular submissions. Fields in your form/workflow, set up as Searchable fields by the designer, can be used as criteria when searching submissions. Once your Searchable fields are defined, re-indexes existing submissions so you can search them using the same fields. Additional default fields such as: error, error description, submitter id, lock user id, started date, etc. can also be selected as filters. The Submissions view works well on mobile devices and is easily embedded in a web page and wikis such as Confluence. Customers running with Confluence will not see the legacy submissions view from the Confluence Screen. It is only available when you log into your Confluence tenant.
The Insight Server and the Insight service must be running for the Submission view to work. Cloud customers will see an icon for the Submission View and another icon for the Legacy submissions view. The Submission View Configuration Parameters topic discusses the ability to hide the Legacy view among other options for in-house customers. | Warning |
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The Export of submissions to Excel feature has been replaced by the Download to CSV. If you have not used the Export to Excel feature in the past, we recommend that you become familiar with the Download to CSV . 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 various items on the Submissions page are explained below. |
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The Other Filter Items section describes the conditions that submissions must match in order to be included in the Submission Table. Here is how the grid works:
- Click the plus /Image Modified minus minus icon to add/remove rows. Rows are labeled numerically beginning at 1 and are color coded. You can specify up to 100 rows of filter criteria.
- Specify the field, condition and value for the search criteria you are adding. For most conditions, all three columns are required but there are some that may not require a value.
- As you add fields and conditions, they are automatically added to the logic expression field by appending an "AND" and the character of the sub-expression (A for the Date section, B for the State section or the number of the row in the filter table as appropriate). Each sub-expression is color coded for quick reference. The characters for the sub-expressions are also color coded to match the row in the grid where the expression is defined.
- Click the Edit button to modify the logic expression.
- Click the Reset button to clear all of the search criteria.
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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. | | 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/workflow. | | 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 workflow 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/workflow 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). | | Error Description | Descriptive text about a submission error. |
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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)
| Conditions Available in the Dropdown List |
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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/workflow 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/workflow, 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/workflow designer. Click below for a list and description of the default columns.
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The table list the describes the default columns that appear in the Submission Table. You cannot change the order of the default columns but you can Show or Hide them in the Submission Table.
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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. | | 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). | | Error Description | Text | Yes | Description of the error if the error column is true. |
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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 id is jerry (Lock User ID).
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Clicking the Columns button in the Submission Table, allows the user to toggle the visibility of each table column. Initially, all columns are visible indicated by displaying their respective button in yellow. You will see the default columns and columns for each of the Searchable fields defined in the form/workflow.
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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.
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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 the Download to CSV. If you have not used the Export to Excel feature in the past, we recommend that you become familiar with the Download to CSV . 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 ' 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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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.
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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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- Perform the submission query so the data that you to download displays in the table. The default columns 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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