Settings

Specify General Settings for your form/workflow on the Settings tab.

Form/Workflow Name

This is the name you see on the Forms & Workflows Homepage where your forms are listed. We recommend giving your form/workflow a meaningful name, but keep in mind it is a working name only, so users will not see it. Form names longer than 255 characters will be truncated. It is recommended that you name your form/workflows using characters that are suitable for filenames. Following the POSIX filename standard (A–Z a–z 0–9 . _ - ) will ensure it works. You can change the name on the Settings tab or in Form/Workflow editing mode.

Description

By default all form descriptions say, “Edit the form/workflow to change this description,” but you can change this if you wish. You also see this description when you view individual submission documents. The Description is limited to 255 characters.

Navigation

(Workflow Settings only)

frevvo can automatically generate and display a navigation toolbar for your workflow which users can use to navigate back and forth between workflow steps. There are four available options:

• None: This option displays no navigation toolbar. This is useful for situations where the same form is being passed between users for signatures e.g. Vacation Request workflow filled in by an Employee and signed by a Manager.
• Navigation Toolbar: this displays a standard navigation toolbar with links for each step.
• Percent: This displays progress through the workflow as a percentage.
• Step 1 of 4: This option displays progress through the workflow as a counter.

The default value for Navigation is Navigation toolbar. When you configure the Navigation toolbar for your workflow, users will see the following:

• The name of the current step displays with a bright blue color. Note that the active step number is also circled in bright blue. Steps that have yet to be performed display with a light blue color.
  
  
  
• HTTP Wait-Notify and Anonymous Task steps, once performed, display with a faded blue color indicating that the workflow cannot be reset to this step.
• Skipped steps display with a light blue color and steps that have already been performed display with a black color. For example the Expense Report workflow shown in the image, has four steps: Expenses, Reviewer, Supervisor and Accounting. The employee fills out the Expense report for an amount less than $5000.00. The workflow is routed to a company reviewer and if approved, to Accounting for final processing. If the amount of the expense had been greater than $5000.00 then the workflow is routed to a Supervisor for an additional review before navigating to the Accounting department. The Supervisor step is skipped for Expense reports less than $5000.00. When the Accounting employee performs the task, here is what they will see:
  
  • The Expenses and Reviewer steps display in black since they have already been performed.
  • The Supervisor step is displayed in faded blue because it was skipped as the total amount of the expenses was less than $5000.00.
  • The name and number of the Accounting step, which is the step that is currently being performed by the Accounting employee, displays in a bright blue color.

 Refer to the precondition topic to see how to use them to skip a step in a workflow.

Mobile vs Desktop Behavior

You may notice a difference in behavior when using a workflow on the desktop vs on a phone/tablet. For example, imagine a two-step workflow where Step 1 has two Pagebreak controls and neither step has an assigned role/user. On the phone/tablet this translates into a screenflow with three pages for Step 1 and one page for Step 2. You can use the Previous button to get back to the Step 1.

However, on the desktop, there is no "Previous" button so once the workflow gets to Step 2, they must use the Navigation Toolbar to get back to Step 1. If the designer does not configure the Navigation Toolbar in this situation once the user gets to the second step in the workflow, there is no way to return to the first step.

Anonymous Screenflow Navigation

A screenflow is a type of workflow consisting of a collection of sequential steps performed by the same user. What if you wanted that user to be anonymous? Configuring the Navigation Toolbar in an anonymous screenflow allows anonymous users to navigate back to a previous step in a screenflow. The set of available links is restricted to the steps that are executed in sequence by the anonymous user. Links to steps outside of the screenflow are not visible. The steps in the screenflow cannot have a role, dynamic role or user property assigned to them.

Configuring the Save on Navigate feature enables the screenflow to be completed in multiple sessions.Let's consider a Job Application workflow with the following requirements:

• The workflow is going to be performed by anonymous users. Anonymous users do not sign in to frevvo.
• The anonymous user receives an email that includes a link to the workflow.
• The workflow must collect a lot of information from the applicant: Contact Information, Education and Employment history, References and more. You can create one long form or design a screenflow with an Anonymous Task step and subsequent steps as separate screens to collect the information.
• The user must have the option to compete the screenflow in multiple sessions. Clicking on the email link takes the user back to the last step in the screenflow where the Continue button was clicked. 
• The user must be able to navigate back to previous steps to review or update information that was previously entered.

Workflow Designer

• Step 1 of the screenflow has a field named EmailAddress that collects the applicant's email address.
• Step 2 is assigned to an email address. This is the first step that is performed by the anonymous user.
• All remaining steps in the screenflow are designed to collect the applicant's information: Contact Info, Education and Employment history, references etc. Remember, the anonymous user does not login to perform these steps so they cannot have a role, dynamic role or user property assigned to them.
• The Save on Navigate checkbox is checked and the Navigation Toolbar is configured.
  

The image shows an example of a possible screenflow design:

Use Mode

Anonymous screenflow users return to a previous step by clicking on the Navigation Toolbar..

Element Name

The default value for the Element Name property is form for newly created forms as well as workflows. The root element name in the submission xml of a form created from the designer palette is determined by the 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. The form schema and the frevvo generated xml file show the element name. When the form name is updated, and 'Element Name' is kept the same, previous submissions can be initialized successfully.  When 'Element Name' is updated, previous submissions cannot be initialized.

Deployment

This field lets you toggle a form/workflow between two states: PRODUCTION and DEVELOPMENT. When a form/workflow is in the development state it contains a watermark. Deploying the form into the production state removes the watermark.

You can change the state of your form from the deployment dropdown or you can click on the deployed/undeployed button on the Forms & Workflows home page.

See the deployment state topic in the Administrator's Guide.   

Tracking Id

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 Google's documentation for information about finding your Google Analytics tracking ID.

Tracking Url

(Form Settings only)

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/workflow is being tracked using Google 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 workflows at this time.

Save/Load

This feature allows logged in users to save a form or workflow step to their task list, so that they can work on it later. The Save button is displayed at the top of your form, or on the bottom of each step in your workflow. To remove the Save button, uncheck the Save/Load property. 

This feature is useful for lengthy forms/steps where your users may not have all the information required to complete the form in a single session. When the user clicks the Save button, frevvo saves a copy of the form with all the current values on the form server. Saved workflows can contain invalid data and can also contain required fields with no values yet entered. 

After saving, the user can perform the form/step from their task list or from the Task Perform URL in their Task Notification Email. The form will populate the fields with the saved values. Any missing and invalid values are again flagged, and the workflow cannot be continued/finished until corrections are made to those fields. You can save your partially filled in forms as many times as you want.

• For step assigned to a Role, only the user who currently has the task locked will be able to access if via the Task Perform URL in their Task Notification Email.
• In the case of a screenflow, the task will reopen at the step on which it was saved.
  

Users who have access to the Submissions Repository will see forms/workflows in the SAVED status in the submissions table. Users with access to the Audit Trail can use it to see which user saved the form/workflow and when.

Designers may find it helpful to set meaningful History Messages on each step of a workflow to help interpret the Audit Trail.

Save/Load Authentication

When Save/Load is checked, there are slight differences in the way forms and workflows display the submit button to users.

• Forms 
  • If a user is not logged in, they will see the Save button at the top of the form. If they click it, they will be prompted to login.
  • If a user is logged in, they will see the Save button at the top of the form. Clicking it will display a "Save Successful" message.
• Workflows 
  • If a user is not logged in, they will not see the Save button at all. 
  • If a user is logged in, they will see the Save button at the bottom of the step. Clicking it will display a "Save Successful" message.
  • The Save button does not display for workflow steps that are assigned to an email address.

Save/Load For Workflows

To display the Save button on a workflow step, both the Save/Load property (in Workflow Settings) and the Saved to the Task List property (in Workflow Step properties) must be checked. Saved to the Task List is checked by default on newly added steps, so checking Save/Load at the workflow level will display the Save button for all of your steps. You can then disable Saved to the Task List on steps that should not have a Save button.

The Save button label can be customized for each step in your workflow on the Settings tab of the Edit Step Properties wizard. For example, you can change the button text to 'Save for Later' to help clarify the function of the Save/Load feature to your users. Currently the Save button label for forms cannot be customized like it can for workflows. The ability to change this may be available in a future release.

Save

(Form Settings only)

This property is checked by default. When checked all submissions for this form will be stored in frevvo's submission repository. If you uncheck the checkbox, the submission will still be logged in the submission repository and you will be able to view the metadata about the submission (time/date submitted, success/failure conditions, etc...) but NO form field data is saved.

Save on Navigate

(Workflow Settings only)

Imagine you are entering data into a large screenflow and something happens that causes you to navigate away from the workflow... you just lost all your work! Checking the Save on Navigate property saves the task to your Task List. frevvo automatically "bookmarks" your place in the workflow. You can go to your Task List or click the Task Perform URL in their Task Notification Email to retrieve the task and be returned to the screen where you were when the browser was closed.

Let's say you have a screenflow with steps A > B> C and the user closes the browser at screen B. When the user performs the task from the Task List, the workflow will open up at step B.

Here is a short synopsis of when the current location is saved. Consider a workflow with the following steps/roles: Role1(A → B → C) → Role2(D) → Role3(E):

• A user in Role1 starts the workflow on Step A: frevvo does not save because it is the FIRST step (if the user abandons the workflow in the browser it is as if it never existed).
• The user clicks next: frevvo saves BEFORE step B renders.
• The user performs Step B and C, then clicks next: frevvo does not save because the workflow will already be saved in the PENDING state due to the new role assignment on Step D.
• Role2 performs Step D and clicks continue: no need to save here since the workflow is already saved in the PENDING state due to the new role assignment on Step E.
• frevvo will not save if the step is READONLY - this might be the case if the user navigates back to a previous step that was performed by a different user.
• frevvo will not save when the workflow navigates from an HTTP/Anonymous Task step to the next one.
• frevvo will not save when the workflow is completed, because it will already be saved in the SUBMITTED state.

When Save on Navigate is used on a screenflow with sequential unassigned steps performed by the same user, it brings the user back to the workflow at the current/latest step.

Configuring Save on Navigation

In-house customers can turn this feature on globally with a configuration parameter.  If configured on a server level, it will apply to all workflows. If you want to save workflow steps that are partially filled in to the Task List, enable the Save/Load feature in your workflow.

Printable

If you check a form's printable checkbox a print  icon will be displayed at the top of your form. On workflows, the print icon will only be displayed on Summary steps. If you don’t want users to print your form, uncheck the checkbox to hide 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.

Save PDF

This property can only be checked if you also have the Save property checked. When checked, a PDF image of the file is also saved in frevvo's submission repository or to Google Drive. See submissions repository documentation for details on viewing the PDFs. Notice all controls, including those disabled or in a signed section, are no longer grayed out in the PDF.

PDF Name

When you check Save PDF an optional PDF name field displays. You can use static text and/or templates to name the PDFs. For example, let's say you have an Employee Onboarding form for new hires and you wanted the PDF in the submissions to be named using their last name. Simply add the name of the control in your form that collects the last name as a template ex:{LastName} in the PDF Name property. The PDF for each Employee Onboarding submission will then be named {LastName}.pdf.

If the PDF Name property is empty, then the form/workflow name is used as the PDF name. It is recommended that PDF Names use characters that are suitable for filenames. Following the POSIX filename standard (A–Z a–z 0–9 . _ - ) will ensure it works. 

In the submissions, the PDF for the Onboarding of new hire Eric Armani is named as shown.

The frevvo designer can specify the content of the headers, footers and the size of margins for the PDF for a form/workflow on the Styles tab. Refer to this documentation for the details.

Fast Finish

(Workflow Settings only)

The Fast Finish feature is very useful when you're filling out a lengthy screenflow. frevvo screenflows consist of multiple steps performed by the same person. The designer can select the Navigation Toolbar  or add a Summary step as one of the steps to provide an easy way to move forward and backward through the steps of a frevvo workflow. 

Let's say a user needed to return to a previous workflow step to change entered data. The user clicks the step on the Navigation toolbar or the edit link in a Summary step and the workflow returns to the previous step so the user can make the change. 

The Fast Finish feature provides a finish button, visible in use mode, in addition to the Submit and Save button (if Save/Load is selected) for the forms in your workflow. The Finish button works the same way as the Continue button. The workflow will not advance to the next step or be submitted If any of the fields are invalid. 

Selecting Finish automatically advances through the workflow steps until one of the terminating conditions listed below is true:  

1. A step is encountered that is not valid - this could be as simple as a required field that was not filled in.
2. The next task is assigned to any email or a user/role that is different from the user that selected finish - an example would be the step in the workflow that gets routed to a manager for approval.
3. The next task is an HTTP step type.
4. The last step is valid and submitted.

You can select the Fast Finish property at the workflow level or for the individual steps in the workflow. Selecting Fast Finish at the workflow level enables it for all steps. Selecting it on the individual steps makes the Finish button available on the designated steps only. 

If both the Fast Finish and Save/Load features are enabled for a workflow, the user can save a partially completed form to their task list. If the saved form still has required fields that have to be filled in, when the user retrieves the saved task from their task list to complete and submit it, clicking the Fast Finish button takes the user to the point in the screenflow where they left off. 

Fast Finish on Mobile Devices

The Fast Finish button on an iPhone or iPad is accessed via a dynamic action menu that is activated by the right-most button in the top button bar. The action menu drops down below the button and floats above the form. If Fast Finish is not selected for the workflow or on the current step, then the action button and menu are not present at all. 

Captcha

(Form Settings only)

This feature helps to protect your forms against spamming by automatic submitters. It is only supported for Forms. Check the Captcha checkbox to select it.

frevvo uses Google-provided Invisible reCAPTCHA. When using and submitting a form configured with Captcha, the reCAPTCHA logo is displayed in the lower right corner. In most cases, no further action is required by the user

Some less trusted users may see one or more challenge screens when attempting to submit a reCAPTCHA protected form. The challenge screens are grids of images and users are asked to choose the images matching certain criteria. These are standard reCAPTCHA challenge screens and frevvo has no control over what is presented and when.

The frevvo Cloud uses a custom reCAPTCHA key that is configured for Domain Name Validation providing maximum security. To implement the maximum possible protection from form spamming in your in-house environment, follow the steps listed in Administration of reCAPTCHA Keys.

Allow Sign Pad

(Form Settings only - for workflows, configure on Workflow Step Properties)

Check this checkbox if the form will be using an external signature pad, and leave it unchecked (default) if the form will not be using a signature pad. See Topaz Electronic Signature Pads topic for the models supported and configuration information.

Decorated

Decorated is checked by default when you create a new form/workflow. If you uncheck Decorated at the form/workflow level, newly added controls will have their control level decorator property unset, meaning no decorator. It will not remove the decorator from controls already in the form.

Force Auth

This property is used only by On Premise customers using the LDAP Security Manager with SSO. If this is checked, then the frevvo authentication mechanism will be in effect even when a user is already authenticated via SSO.

For example, if you leave force auth unchecked and your form is public in tenant, and you are already authenticated via SSO you will not have to login directly to frevvo to use the form. If instead, you check force auth frevvo will force you to log in directly even though you are already authenticated via SSO.

See Working with LDAP and Single Sign On for more details.

This property is currently ineffective for tenants with any other security manager.

Show in History

If this checkbox is unchecked, tasks for the form will not appear in Tasks history searches. If you want them to appear, make sure this box is checked. Changing this property affects all tasks for this form, including ones that were created prior to the action.

Accessible

frevvo can be used to build accessible forms/workflows that meet Section 508 and WCAG 2.0 accessibility standards. Check the Accessible property to turn on this feature. Refer to this documentation for the details.

Show Logo

This property is checked by default and causes the “Powered by frevvo” logo to appear on your form. Uncheck the checkbox to remove the logo from your form.

Access Control

Use the Access Control tab to assign form permissions to users and roles in your tenant. The Access Control feature offers the frevvo designer increased flexibility when assigning access to forms/workflows and form/workflow submissions. Runtime access can be assigned to specific users and roles as long as they exist in your tenant. Also, the Access Control feature enables the designer to use templates to define user and role lists to dynamically control access.

Designer users can give permission to edit forms/workflows and monitor submissions to other user(s) by adding them to the Who can edit the form/workflow dropdown. Users with this permission also have the ability to run the Refresh Searchable Fields process for the forms/workflows they are editing. This process updates existing submissions if changes are made to Searchable Fields.

• Clicking on the down arrow(s) show a list of users, roles, and templatized fields from your form. Select the users/roles from the dropdown.
• Type the opening curly brace - {- followed by the control name to enter a field from your form as a template. Selecting an option enters the control name into the field with the closing curly brace.

Messages

Messages provide more information for users as they use a form or workflow. On forms, the single configurable message is Task Info, the description that gets displayed in the user's task list. Workflows also have a Pending Message field. Enter your customized text for each message in the appropriate field.

• Clicking on the down arrow shows a list of templatized fields from your form that you can use in the Task Information message.
• Type the opening curly brace - {- followed by the control name to enter a field from your workflow as a template. Selecting an option enters the control name into the field with the closing curly brace.
  

Form

Workflow

Task Information

When you save a partially filled form/workflow to continue it later, the saved form is accessed via your task list. This field controls the name that gets displayed in the task list. For more details, see the Tasks documentation. This field can use templatized strings for dynamic content, e.g. the Task Info can contain "Vacation Request for {FirstName} {LastName}" where FirstName and LastName are the names of fields in a form. Before putting the task on your task list, frevvo will resolve the Task Info string using the actual values of the FirstName and LastName fields e.g. "Vacation Request for Tom Smith". frevvo will truncate the Task Info data to 250 characters.

You access your Task list from your projects home page. You use the Task list to perform tasks, complete a saved form or work workflow, to view a task's history, or search for tasks you've participated in — a tenant admin can also search for other users' tasks.

Set the Task Information on the workflow level if you want it to be the same for all the steps in your workflow. If you want different text, then customize the Task Information on the workflow step.

Pending Message

(Workflow Settings only)

This is the message that is displayed on the screen during a workflow when the next step must be performed by a different user/role and frevvo puts it on that user's task list. For example, in a Vacation Request workflow, the first step may be filled in by an Employee but the second step (approval) must be signed by a Manager. When the Employee clicks Continue, frevvo will put the task on the Manager's task list and display this message on the Employee's screen. This message can use templatized strings for dynamic content, e.g. the message can be set to "Thank You {FirstName} {LastName}. Your request has been submitted to your manager for approval." where FirstName and LastName are the names of fields in a form from a prior step in the workflow. Before putting the task on a user's task list, frevvo will resolve the pending message using the actual values of the FirstName and LastName fields e.g. "Thank You Tom Smith. Your request has been submitted to your manager for approval.".

This property can be set at the workflow or workflow step level. If you set up a message at the workflow level, it will display after the Continue button is clicked on each step of the workflow except for the last one. On the last step, you will see the default message, "Thank You! Your submission has been received" unless you customized the message using the Form Action wizard.

Searchable Fields

Use the Searchable Fields tab to set up fields from your form to use as task and submission search criteria. They also define which form data you will see in your submissions table, the order of the columns in the submissions table, and which data gets exported in the submissions CSV download. Follow the instructions below to set up the Searchable Fields for your form. Click the Submit button to save the changes.

Form/Workflow Actions

The Form/Workflow Action wizards help set up what the user sees when the form is submitted. Please refer to the Form Action documentation for additional details.

Document Actions

The Document Action wizards help set up what happens to the data when the form/workflow is submitted. Please refer to the Document Action documentation for additional details.

Styles

Set up style settings for your form on the Styles tab.

Summary Fields

Use Summary fields to display a few fields from your form that summarize the data that has been entered in the form/workflow. Summary fields will appear in the Submission Details Data tab in the order selected. For workflows only, Summary fields will also appear in the Summary view if you have a Summary step in your workflow.

Move the fields that you want to use as search criteria from the alphabetical list of Available Fields to the Summary Fields list. You can change the order of the fields when you move them into the Summary Fields area. The order of the form fields will be reflected in the Submission Details Data tab. Changes will take effect immediately for both existing and new submissions.

There are two ways to select/unselect or reorder Summary fields:

• Drag and Drop - You can drag the fields from the Available Fields list and drop them into the Summary Fields list if you re using Firefox, Chrome or Safari browsers. Items may be dragged between lists and within the Searchable 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

  • The > right arrow moves the selected field(s) from the Available Fields list to the bottom of the Summary Fields list. You may select and move multiple fields with this method.
  • The < left arrow moves the selected field(s) from the Summary Fields list to the bottom of the Available Fields list. You may select and move multiple fields with this method.
  • The >> double right arrows move all the form fields in the Available Fields list to the Summary Fields list.
  • The << double left arrow moves all the form fields in the Summary Fields list to the Available Fields list.

Click Finish to save. Selecting the X in the upper right corner cancels any changes. Remember to save your changes.

These controls are excluded from the Summary Fields list:

• Form Viewer
• Image
• Link
• Message
• PageBreak
• Panel
• Repeat
• Section
• Signature
• Tab
• Trigger

Export Fields

Use the Export Fields tab to specify which fields are exportable in the Submission CSV file in addition to Searchable Fields and metadata. You may set an unlimited number of Export Fields. Select the Available Fields and use the arrow buttons to move them to the Export Fields list. You can then reorder the Export Fields using the Up, Down, Top and Bottom buttons. Drag and drop is available for some browsers. The order you specify in Export Fields is the order the columns will display on the CSV download (after Searchable Fields). One exception is that controls that are in the same Repeat or Table will be grouped in the CSV, regardless of their order in this list. 

Geo Location

(Form Settings only- for workflows, configure on Workflow Step Properties)

Use the Geo Location tab to set up your form to pull in a Google map and/or collect location information.

You can capture the location where your form was filled in by turning on frevvo's Geo location feature. A forms knows it's current location and will submit that information when the form is completed.  frevvo uses the HTML5 GeoLocation api. The geo api is well supported on tablet, phone and recent laptop/desktop browser versions. This feature works on a desktop or any GPS capable mobile device.

When the form loads in the browser, it will ask for the location. All browsers will show a pop up asking the user's permission to use their location, unless permission was Always granted or refused in a previous session. The user must give permission for Geo location to proceed. Here is an example of the request in the Firefox browser:

The Geo Location feature works in conjunction with rules that use the form.positionUpdated identifier. You can set up the rule to execute every time the position is updated. 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 workflow 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:

1 - Permission Denied - You will get this error code if the user says no to the access question.

2 - Position Unavailable - This error code means the device running the browser cannot get the GPS satellite signal (tunnel, underground).

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.

The options for the Geo Location field are:

• None - (no location) - this is the default
• On Load - at start time
• Custom - allows the designer to specify a periodic refresh. The default value is 30 seconds. Choosing this method will fire a rule in the specified time. For example, if the field to the right of the Geo Location Dropdown was set to 10, the rule would fire every 10 seconds. 

The Loc Timeout is the amount of time in seconds the location finder in the browser will search to find the location before it times out. The default value is 5 seconds. To capture additional information based on the location via a Business Rule or to embed a Google map in your form. you need a connection to google.com and you must check the Detailed Loc checkbox on the Properties panel. You will need to put a message control in your form where you want the map to display. Type f-map-div in the css class field on the message control Properties panel. This is a built in java script to display the map that cannot be edited.

The map will only display in use mode.