Access Control List User Interface

Open the Access Control wizard by

• Editing the form/workflow.
• Clicking the Access Controls section or the cog icon on the Form/Workflow designer Properties Navigator when editing a form/workflow.
• Click the Access Control tab.
  

Form designers as well as users with the publisher role are authorized to configure access control. The Access Control wizard makes the following permissions available for forms/workflows:

• Who can use the form/workflow?
• Who can edit the form/workflow?
• Who can view form/workflow submissions?
• Who can edit form/workflow submissions?
• Who can access the audit trail - available only for workflows
• Who can administer the workflow - available only for workflows

Dynamic ACLs

Templates provide the ability to dynamically determine and restrict access to submissions/ task audit trails when assigning Access Control permissions. Templates are like variables in your form that can be filled in by the user, populated by a business rule or from a back end system.  Any item on the Access Control screens contained in curly braces is a form template and will be replaced with the value of the associated control. For example, the list below contains a fixed role (reviewer) and one dynamic template based role - {AcctMgrRole} :

In the example discussed below, templates are used to navigate the workflow to the correct employee in the Accounting department and to define user lists to dynamically control access. 

Who can start the form/workflow

Setting this permission determines who is allowed to create form/workflow submissions. The choices for Form/Workflow visibility are: 

• Anyone(login not required) - anyone can use it even if they are not logged in. This is the default setting for Forms and Workflows.
• Authenticated Users(login required) - the form is usable to anyone who has an account (username/password) and is logged in to your tenant.
• Designers/Owner Only - the designer user who created the form/workflow (owner) can edit, test or use the form. They must be logged into .
• Custom - The owning designer always has access to the form/workflow. Additionally, the designer may configure selected users and/or roles (i.e. users with these roles) to have runtime access to the form/workflow.
  
  

Who can edit the form/workflow

Form and workflow owners (designer users that created the form/workflow) can give other users (designers/non-designers) the capability to edit form/workflows. This is particularly helpful if a designer user takes a leave of absence or leaves the company. The "backup designer" has the ability to make changes to the form/workflow without having to download the form/workflow(s) from the owner's account to the backup designer's account. The "backup designer" also can view related submissions by clicking on the Submission or Legacy Submission icons. The ability to edit submissions is granted by a different permission.

Users given this permission access the shared form/workflow from the Shared Items tab even if they have the frevvo.designer role assigned to them. They can only edit the form/workflow that was shared with them. They will not have the ability to create new forms/workflows from the Shared Items tab. The ability to make changes to a form/workflow is not available from Shared Items on the Important Items menu in a  space.

To assign users the ability to edit forms/workflows, follow these steps:

1.  Open the Access Control wizard.
   
2. Click the right arrow to expand the Who can edit the form/workflow section.
3. Enter the roles that you want to grant editing capability to in the Roles section. Begin typing the role name then select the role from the dropdown. 
4. Enter the users that you want to grant editing capability to in the Users section. Begin typing the user id then select the user from the dropdown.

   
   

   It is not good practice to use Templates for this permission and is not recommended.

5. Click Submit or go to the next permission section in the Access Control List.

Users that have been granted the editing permission, access forms and workflows that have been shared with them via the Shared Items tab on their Home Page. It will not work from the Shared Items selection in a Space or any other embedded scenario.

The Who can edit the form/workflow permission does not apply if you are running  with Confluence. Confluence users share form/workflow editing by specifying the Forms Editor group on the /wiki/spaces/frevvo92/pages/816782416 screen. Users who will be sharing the editing function must be assigned to the specified group.

A browser notification message displays if the user who has been granted permission to edit forms/workflows tries to modify their own ACL.  will not allow the "backup designer" to remove themselves from the ACL list.

Who can view submissions

The designer can assign permission to view form/workflow submissions to specific roles/users.  Any user with view access can view submissions in read-only mode. Submission deletion is not allowed. Templates can be used to dynamically determine at runtime which users and roles are allowed to view submissions.

To assign permission to view submissions, follow these steps:

1. Open the Access Control wizard.
   
2. Click the right arrow to expand the Who can view submissions section.
3. Enter the roles you want to grant view access to in the Roles section. Begin typing the role name then select the role from the dropdown. You can enter control names from your form/workflow encased in curly braces to act as templates for dynamic access.
4. Enter the users you want to grant view access to in the Users section. Begin typing the user id then select the user id role from the dropdown. You can enter control names from your form/workflow encased in curly braces to act as templates for dynamic access.
5. Click Submit or go to the next permission section in the Access Control List.

Who can edit submissions

The designer can assign permission to edit form/workflow submissions to specific roles/users. Any user with edit access can view, edit and delete submissions in the SUBMITTED, ABORTED or ERROR states. Submissions in the PENDING, SAVED or WAITING states can only be deleted by the tenant admin, workflow admin or designer user that created the workflow. Refer to the Deleting Submissions for more information.

Templates can be used to dynamically determine at runtime which users and roles are allowed to edit submissions.

To assign permission to edit submissions, follow these steps:

1. Open the Access Control wizard.
   
2. Click the right arrow to expand the Who can edit submissions section.
3. Enter the roles you want to grant edit access to in the Roles section. Begin typing the role name then select the role from the dropdown. You can enter control names from your form/workflow encased in curly braces to act as templates for dynamic access.
4. Enter the users you want to grant edit access to in the Users section. Begin typing the user id then select the user id role from the dropdown. You can enter control names from your form/workflow encased in curly braces to act as templates for dynamic access.
5. Click Submit or go to the next permission section in the Access Control List. 

Who can access the audit trail - Workflows Only

 The audit trail is accessed on a  user's Task List by clicking the View Task History icon. Roles/Users granted this permission will see theView Task History icon on tasks in their task list.

To assign permission to view the audit trail, follow these steps:

1. Open the Access Control wizard.
   
2. Click the right arrow to expand the Who can access the audit trail section.
3. Enter the roles you want to grant edit access to in the Roles section. Begin typing the role name then select the role from the dropdown. You can enter control names from your form/workflow encased in curly braces to act as templates for dynamic access.
4. Enter the users you want to grant edit access to in the Users section. Begin typing the user id then select the user id role from the dropdown. You can enter control names from your form/workflow encased in curly braces to act as templates for dynamic access.
5. Click Submit or go to the next permission section in the Access Control List.
   
   
   
    
6. Custom indicates that only users granted explicit access or with one of the specified roles can view the audit trail for the task (provided they have access to the task).  Roles and users can be selected via an editable combo-box control. 
   
   
   
   
7.  Enter the roles you want to grant audit trail access to in the Roles section. Begin typing the role name then select the role from the dropdown. You can enter control names from your workflow encased in curly braces to act as templates for dynamic access.
8. Enter the users you want to grant audit trail access to in the Users section. Begin typing the user id then select the user id from the dropdown. You can enter control names from your workflow encased in curly braces to act as templates for dynamic access.
9. Click Submit or select the next option in the Access Control List.

This permission lets a user abort, reassign and reset tasks that are not assigned to them. These administrative tasks are no longer restricted to tenant admins.

The designer can delegate these tasks to additional users/roles by assigning them in the Who can administer the workflow section of the Access Control dropdown. Any user/roles listed here will be considered a Workflow Administrator.  As such, the Modify Task icon on a task in the task list will be displayed. Tenant admins and designer users get the Modify Task icon by default. 

To assign user/roles as Workflow Administrators, follow these steps:

1. Open the Access Control wizard.
   
2. Click the right arrow to expand the Who can administer the workflow section.
3. Enter the roles you want to grant workflow admin access to in the Roles section. Begin typing the role name then select the role from the dropdown. You can enter control names from your form/workflow encased in curly braces to act as templates for dynamic access.
4. Enter the users you want to grant workflow admin access in the Users section. Begin typing the user id then select the user id role from the dropdown. You can enter control names from your form/workflow encased in curly braces to act as templates for dynamic access.
5. Click Submit to complete the ACL setup. 
   
6. Be sure to save the workflow if you were accessing the ACL from inside the Workflow Designer.

User jerry has been designated as a workflow administrator for the Expense Report but not for the Time Sheet workflow. When Jerry logs into , his task list will appear as shown:

The Modify Task dialog allows a 'workflow admin' to execute any one of abort/reassign/reset functions.

When searching for tasks, if a workflow is chosen, and the user is a workflow admin for it, then all tasks for that workflow display. If no workflow is selected, then all tasks, even those that the workflow admin has not participated in, plus tasks for which the user is a workflow admin will display.

Setup Searchable Fields

Searchable fields configured for a form or workflow are the fields that may be used to filter submissions in the submissions view. By default, all your data is saved as an XML document. This is the most efficient way to store/access your data both in terms of speed as well as storage. However, if you prefer to view your data via the submissions user interface, you can choose which fields are available to the user as search criteria in addition to the XML data.

Considerations when deciding which types of fields to configure are listed below.

• Searchable fields are indexed for easy search of form/workflow Submissions. They can also be used when searching Tasks on a user's Task List. You will see columns for the controls in your form/workflow designated as Searchable fields in the Submissions table. This is helpful when trying to locate a particular submission from a long list. Searchable Fields are downloaded into the Submissions Download to a CSV file along with the submission default columns.

  • Cloud customers can configure up to 20 Searchable Fields.

  • In-house customers can change change the default value by adding the frevvo.max.searchable.fields configuration parameter to the <frevvo-home>\tomcat\conf\Catalina\localhost\frevvo.xml file.

• Saved fields do affect performance as they are independently stored in addition to XML data. This can significantly reduce performance, especially for large forms and require additional storage in the repository. Saved fields are not rendered in the submission table and cannot be used as search criteria for submissions. The only reason to configure Saved fields is if you want to use the Export to Excel feature which is available on the Legacy Submissions 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.

Designers should carefully consider which fields to designate as Searchable fields. The selection of the correct fields as search criteria can be very helpful with submission and Task List searches.

The wizard displays the fields from your form/workflow. Only controls that are considered form data will be listed. For Example, the link, signature, image, upload, trigger, section, PageBreak, Message, Form Viewer and video controls will not show up in the Searchable field lists as there is no value to save or query against. Also, group controls (tabs, panels, repeats) will not show up on the list of Available Fields.

Move the fields that you want to use as search criteria from the alphabetical list of Available Fields to the Searchable Fields list. You can change the order of the fields when you move them into the Searchable Fields area. The order of the form fields will be reflected in the Submission Table and the export to a csv file once existing submissions are resubmitted or a new submission is created.

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

• Drag and Drop - You can drag the fields from the Available Fields list and drop them into the Searchable 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. Currently, the drag and drop function will not work in the Internet Explorer browsers. This issue will be addressed in a future release.

• Center arrow buttons

  • The > right arrow moves the selected field(s) from the Available Fields list to the bottom of the Searchable Fields list. You may select and move multiple fields with this method.
  • The < left arrow moves the selected field(s) from the Saved 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 Searchable Fields list, up the maximum allowed searchable fields.
  • The << double left arrow moves all the form fields in the Saved 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 when you exit out of the designer.

Maximum Number of Searchable Fields

Cloud customers can configure up to 20 Searchable fields. In-house customers can change the maximum number of Searchable Fields with a configuration parameter. 

When an attempt is made to add more than the maximum configured number of Searchable fields, an error message ("Maximum Number of Searchable Fields Exceeded!"). displays on the lower right of the screen and will disappear after a short time. Any fields in excess of the maximum configured number will not be allowed.

Adding/Removing Searchable Fields

If you make changes to Searchable Fields in a form or workflow, the changes will take affect for new submissions. If you want to update existing submissions to reflect your changes, run the Refresh Searchable Fields process.

Searchable fields can be refreshed for:

• All forms/workflows in all tenants (in-house) or a specific tenant (Cloud or in-house) - must be initiated by the frevvo Cloud or customer in-house superuser administrator. Cloud customers must contact frevvo to request a refresh of Searchable fields for your entire tenant. 

  frevvo will run the Refresh process during a time when your users are NOT using .

  In-house superuser administrators should refer to the Refresh Searchable Items topic for the instructions.

• An individual form/workflow - can be initiated by Designers (owners), Tenant Admins or any designer user given permission to edit forms/workflows for a Cloud or in-house installation. Refer to Refresh Searchable Fields for a Form for the details.

Width

This specifies how wide your form will be. The default “wide" is 800px, but the dropdown also includes thin (450px) and regular (600px). You also may pick the custom option; this will enable the box to the right of the Width dropdown and let you specify your own width.

Height

This property specifies an initial height for your form as it is loading into the browser. It does not dictate the actual height. You typically do not have to edit your form’s height property since the form can resize dynamically. However if your form is very small it can improve the appearance as your form loads if you set height to the actual height of your form.

See Embedding and Using Forms for details on configuring the actual form height.

Controls

This property applies whether the options you define for checkbox and radio controls will be displayed vertically or horizontally. In the current version the property is always to set to vertical and cannot be changed. 

Layout

You can choose one of the layouts provided by  from the Layout dropdown to alter the appearance of your form. The choices are Nouveau, Compact and Tight. Nouveau gives your form a clear (white) background and a submit and cancel button with rounded corners. New forms are created with the Nouveau layout. The Compact and Tight layouts are similar to Nouveau with adjustments made to the horizontal and vertical spacing between the controls. Refer to Layouts and Styles for the details.

Form Style

You can apply a style to your form by selecting a choice from the Style dropdown. Styles are mainly concerned with colors but you can specify other properties such as font name, size and color as well.  gives you four choices: Blue, Neutral, Green or Aqua. The designer/admin can create styles or modify existing ones. See Layouts and Styles for the details.

Print Styles

 designers can specify the content of headers and footers for the PDF that is generated when the Save PDF property is checked for a form/workflow. When this property is checked, a PDF is created when you submit a form/workflow, when a user clicks on the print link in use/test-mode or the print icon in a edit-mode workflow. Print margins: Top, Bottom, Left and Right can also be specified.

Headers and footers can contain:

• Templates
• page number
• total page count
• content from any control that can normally be used in a template
• images - either external to the form/workflow or from a contained images control via a template
• Plain text
• HTML markup.

Follow these steps to select print fonts and orientation and setup headers, footers and margins for the pdf:

1. Logon to  as the designer user.
2. Open the form/workflow designer.
3. Create/edit your form/workflow.
4. Click the  Edit Form Properties icon in the toolbar to display the form/workflow Properties panel.
5. Click the Styles tab.
6. Don't forget to save your changes.

Print Font 

Use this property to optionally select the font  will use when rendering PDFs generated as part of a submission, Print View or from an acroform as part of a form/workflow submission. In-house customers must purchase and install font families for the fonts to show in the dropdown.  Refer to this documentation for the details.

Print Orientation

The designer can choose print orientation when rendering PDFs generated if the Save PDF property is checked or when you click on the Print icon. Dropdown choices are blank, Portrait or Landscape. When no value is selected, it defaults to Portrait. 

Information about inserting page breaks into your form can be found here.

Print Margins

Set the print margins for the pdf by entering values in the Top, Bottom, Left and Right property fields.

Print Headers/Footers

Specify the header/footer content using the Print Headers and Print Footer properties at the form or workflow level. These properties do not appear on the form designer when inside a workflow.

Specialized templates values that are supported in headers and footers are detailed in the following table:

FREVVO.PRINT_PAGE_COUNT Template in Headers/Footers

The template works best with workflows designed using Linked Activities. These types of workflows result in a single linked printable form.  It will not work as reliably in a workflow design that uses multiple forms.

Images in Headers/Footers

 When you use the {image_control_name.img},  outputs <img src="the image's url"/>. This will output the image in its normal size. In this case, that is 174x170 pixels for the color grid. You can instead use something like: <img src="{<image_control_name>.url}" width="50" height="50"/> to size the image smaller to fit. If you want the image to be its true size and not be cut off, then you need to set your margin top and bottom accordingly. 

If you don't set a margin size for either top or bottom and you also set either a header or footer, then the system picks an arbitrary margin height of 50px, for the header/footer that has the selected value. It is up to the  designer to adjust the top or bottom margins to display the image as required. 

HTML in Headers/Footers

 Invalid markup in a print header/footer field will result in it being rejected and cleared off of the field in the form/workflow designers. If there was a previous value in the field it will display. Correct your HTML to continue.