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This is the name you see on the Workflows home page where your workflows are listed. We recommend changing the name to make it more meaningful than the arbitrary name assigned when you create it, but keep in mind it is a working name only, so users will not see it. 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. Click the 
pencil icon above the Properties Navigator to edit the name then click the checkmark to save or the "X" cancel icon to discard your changes. You can also change the name on the Settings tab.
Use the Settings tab to select general settings for your workflow.
You can access the Settings tab in three ways:
Edit Workflow Properties icon on the Workflow Designer toolbar. This will launch the Workflow Properties wizard. It defaults to the Settings tab.
inside the General Settings section in the Properties Navigator. This takes you directly to the Settings tab.
By default all workflow descriptions say, “Edit the workflow to change this description,” but you can change this if you wish. You also see this description when you view individual submission documents.
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:
The default value for Navigation is Navigation toolbar. When you configure the Navigation toolbar for your workflow, users will see the following:
Refer to the precondition topic to see how to use them to skip a step in a workflow.
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 1st step has 2 Pagebreak controls and neither step has an assigned role/user. On the phone/tablet this translates into a screenflow with 3 steps for 1st step and 1 step for 2nd step. You can use the Previous button to get back to the 1st step from the 2nd step.
However, on the desktop there is no "Previous" button so once the workflow gets to 2nd step there is no way to get back to 1st step. If the designer does not configure the Navigation Tool Bar in this situation once the user gets to the second step in the workflow, there is no way to return to the first step.
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:
Workflow Designer
The image shows an example of a possible screenflow design:
Use ModeAnonymous users return to a previous step by clicking on the Navigation Toolbar if the workflow contains a screenflow performed by an anonymous user.
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This field is a toggle that sets the state of your workflow to production or development. Functionality is the same as Deployment for forms.
When your workflow loads, it will send a page view event to your Google Analytics account if you enter your Google account tracking ID into this workflow property. Please refer to Google's documentation for information about finding your Google Analytics tracking ID.
By default, this is set to form for newly created forms as well as workflows. The root element name of the from-scratch document is determined by what you put in here. It needs to be a valid XML element name. The designer can now change the name of the workflow without impacting the element name.
Workflow schema and the Submission xml document show the element name. When the workflow name is updated, and 'Element Name' is kept the same, the previous submissions can be initialized successfully. When 'Element Name' is updated, previous submissions cannot be initialized.
If you change the element name, all existing submissions will become invalid and you will get the error message: " Error. Submission is not valid. An incompatible change was made to the form/workflow." |
If you check this checkbox on the workflow level and on the step level, a Save button will be displayed for each step in your workflow. If you don’t want users to be able to save partially completed workflows and continue them later, uncheck the checkbox so users will not see this button.
This feature is useful for workflows containing lengthy forms where your users may not have all the information required to complete the form in a single session. By clicking on the Save button, a copy of the workflow with all the current values is saved by .
will also generate an entry in the user's task list from where the user can continue working on the workflow at a later time.
If you are not authenticated, clicking the Save button will display an authentication dialog that requires you to login. See documentation on using forms for more details.
Users can repeat the save/load steps as many times as they wish.
Saved workflows can be monitored in the Submissions Repository. Saved workflows can contain invalid data and can also contain required fields with no values yet entered. When such a workflow is re-loaded the missing and invalid values are again flagged as such by . And the workflow cannot be continued/finished until corrections are made to those fields.
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. This will help clarify the function of the Save/Load feature to your users.
Designers should refer to the Save and Load topic for the details.
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. automatically "bookmarks" your place in the workflow.
Users can go to their Task List to retrieve the task and they will be returned to the screen where they 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):
Screenflows consisting of an Anonymous Task step followed by multiple sequential steps that are performed by an anonymous user bring the user back to the workflow at the current/latest anonymous step if the Save on Navigate feature is selected.
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.
If you check a workflow's printable checkbox a Print button will be displayed in Summary steps of the workflow. If you don’t want users to print your workflow, uncheck the checkbox so users will not see the Print button. You can control which fields are printed by setting up which fields are displayed in the Summary View as described below.
Workflows do not currently support a print icon as is available on forms. This will be added in an up coming release. One solution is to add your own print link as discussed in the chapter Printing Forms.
Each step also has a printable property which controls whether or not that step appears in the PDF document view . See the printable property for workflow steps for full details.
When checked a PDF image of the workflow is saved in ' submission repository. See the documentation for the submissions repository for details on viewing the PDFs saved there.
Since workflows are a combination of multiple forms or a single form visible in multiple steps or a combination of the two, it is important to understand what controls will be printed when the PDF is generated. See the topic discussing the step printable property. Notice all controls, including those disabled or in a signed section, are no longer grayed out in the PDF.
When you check Save PDF on the Workflow Property panel, an optional PDF name field displays. It is only visible when the "Save PDF" property is checked and is disabled when the "Save" property is unchecked. If this property is set, then it is used to name the generated PDF. You can use templates to name the PDFs.For example, let's say you have a New Employee On boarding workflow and you want the PDF in the submissions to be named using the new employee's last name. Simply add the name of the control in your workflow that collects the last name as a template ex: {LastName} in the PDF Name property. The pdf for each Employee On boarding submission will then be named {LastName}.pdf.
If the PDF Name property is empty, then the form 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.
PDF names can contain special characters with the exception of curly braces {}. |
In the submission, the pdf for the Onboarding for new hire Eric Armani is named as shown as shown:
The Fast Finish feature is very useful when you're filling a lengthy screenflow. workflows consist of steps (steps) performed by the same person or more than one person. Steps in a workflow performed by the same person are called multipage forms or screenflows. 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 backwards through the steps of a
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. In previous versions, once the change is made, the user would have to click through all of the remaining screen workflow steps in order to resubmit the workflow with the updated data.
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:
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.
To select Fast Finish for all the steps in your workflow:
Edit Workflow Properties icon to display the Workflow Properties wizard.
Selecting it on the individual steps makes the Finish button available on the designated steps only.
Edit Step Properties icon. Click the General Settings tab.
If the steps in your workflow consist of forms and/or a summary step, Fast Finish forwards through the steps of your workflow until it hits one of the terminating conditions listed above.
Let's consider the Employee On Boarding workflow as an example. This workflow consists of a screenflow that is filled in by the new employee:
The new employee has filled in steps 1 - 6 but upon viewing the W - 4 pdf realizes that the Additional amount withheld is incorrect. The user clicks on the Personal Allowances step in the Navigation bar to make the correction. If Fast Finish is not selected for the workflow, the user must click the Continue button on each remaining step of the workflow to submit it with the corrected information.
If Fast Finish, is selected on the workflow or step level, the user can click the Finish button after making the correction and the workflow will fast forward through Step 6. Fast Finish will stop here since step 7 is assigned to the user Sue who is a member of the Human Resources department. The user will see the pending message after Step 6 and the workflow will be routed to Sue for final processing.
If 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.
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.
Refer to this feature announcement for more information.
Decorated is checked by default when you create a new workflow. If you uncheck Decorated at the workflow level, newly added controls in the forms of your workflow will not have a decorator. Controls in the forms that already have decorators will retain them. The designer can select a decorator for each of the steps in a workflow that will display on the navigation bar.
If this is checked and the tenant supports SSO (single sign on) such as the LDAP Security Manager enabled tenants, then the
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 to use the form. If instead you check force auth
will force you to login directly even though you are already authenticated via SSO.
See /wiki/spaces/frevvo91/pages/901492728 for more details.
This property is currently ineffective for tenants with the default delegating security manager. However the delegating security manager may support SSO in the future.
If this checkbox is unchecked, tasks for the form or workflow will not appear in Task History searches. If you want them to appear, make sure this box is checked. Checking or Un-checking it affects all tasks including ones that were created prior to the action.
Live Forms 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 the Accessibility documentation for the details.
This property is checked by default and causes the “powered by frevvo” logo to appear on your workflow. Uncheck the checkbox to remove the logo from your workflow.
Use the Access Control tab to assign workflow permissions to users/roles in your tenant.
You can access the Access Control tab in three ways:
Edit Workflow Properties icon on the Workflow Designer toolbar. This will launch the Workflows Properties wizard. Click the Access Control tab. inside the Messages section in the Properties Navigator. This takes you directly to the Access Control tab.
down arrow(s) show a list of users, roles and templatized fields from your form. Select the users/roles from the dropdown.
Use the Messages tab to set up the Task Information and the Pending Message for your workflow.
You can access the Messages tab in three ways:
Edit Workflow Properties icon on the Workflow Designer toolbar. This will launch the Workflows Properties wizard. Click the Messages tab. inside the Messages section in the Properties Navigator. This takes you directly to the Messages tab.down arrow(s) show a list of users, roles and templatized fields from your form. Select the users/roles from the dropdown.
When you save a partially filled workflow to continue it later or when puts a task on your task list as part of a workflow, the task is accessed via your task list. This field controls the name that gets displayed in the user's 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 from a prior step in the workflow. Before putting the task on a user's task list,
will resolve the Task Info string using the actual values of the FirstName and LastName fields e.g. "Vacation Request for Tom Smith".
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 to perform tasks assigned to you, 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.
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 puts it on that user's task list. For example, in an 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,
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,
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
This will work if you want the same message to display for all of the steps of your workflow. Typically, designers want to display different customized messages after each step. If this is the case, you must set the Pending Message at the workflow step level.
Use the Searchable Fields tab to specify the workflow fields you want to use to search Submissions and Tasks.
You can access the Searchable Fields tab in three ways:
Edit Workflow Properties icon on the Workflow Designer toolbar. This will launch the Workflows Properties wizard. Click the Searchable Fields tab.inside the Searchable Fields section in the Properties Navigator. This takes you directly to the Searchable Fields tab.
Searchable fields configured for a 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 the controls designated as Searchable fields in the Submissions table. This is helpful when trying to locate a particular submission from a long list. They are downloaded into the Export Submissions to a CSV file along with the submission default columns. The maximum number of Searchable fields is 20 in the frevvo Cloud. In-house customers can 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 Submissions Legacy view and the Export to Excel feature will be removed in the next major release. Please use the redesigned Submissions view as soon as possible so you can become familiar with the added functionality and the submission export to a csv file. |
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 workflow on the Available Fields tab . Drag and drop or use the arrow keys to move the available fields to the Searchable Fields list. If the Legacy Submissions view is configured, designers will see a Saved fields tab listing the fields used for the Export to Excel feature. The Saved Fields tab will not display when the Legacy Submissions view and the Export to Excel feature are removed in the next major release.
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The Workflow Action wizards help set up what the user sees when the form is submitted.
You can access the Workflow Action tab in three ways:
Edit Workflow Properties icon on the Workflow Designer toolbar. This will launch the Workflow Properties wizard. Click the Workflow Actions tab.inside the Workflow Actions section in the Properties Navigator. This takes you directly to the Workflow Actions tab.The Workflow Actions available on the Success tab are:
Display Message when User Submits Form
Forward Users to a web page of your choice
Post Data and forward users to your web page
Refer to Form and Doc Action Wizards for the details.
The Workflow Action Wizards available to handle errors are:
Refer to Form and Doc Action Wizards for the details.
The Document Action wizards help set up what happens to the data when the form is submitted.
You can access the Document Action tab in three ways:
Edit Workflow Properties icon on the Forms Designer toolbar. This will launch the Forms Properties wizard. Click the Document Actions tab.
inside the Document Actions section in the Properties Navigator. This takes you directly to the Document Actions tab.The designer can choose to:
The Document Action wizards available on the Send Documents tab are:
The Document Action wizards available on the Send Data tab are:
This wizard allows you to send a second email when the form is submitted.
Refer to Form and Doc Action Wizards for the details.
Select style, layouts and customize the workflow PDF on the Style tab.
You can access the Styles tab by:
Edit Workflow Properties icon on the Workflow Designer toolbar. This will launch the Workflow Properties wizard. Click the Styles tab.
Check the individual fields to select the fields you want to appear in the Summary view if you have a Summary step in your workflow. Only checked fields will appear in the Summary. There are also two checkboxes labeled "All" and "None" which will show all the fields or none of the fields, respectively.
You can access the Summary Fields tab by:
Edit Workflow Properties icon on the Workflow Designer toolbar. This will launch the Workflows Properties wizard. Click the Summary Fields tab.
These controls are excluded from the Summary Fields list:
Set up Saved Fields for your workflow on the Saved Fields tab. Be sure to read the information below first.
Edit Workflow Properties icon on the Workflow Designer toolbar. This will launch the Workflow Properties wizard. Click the Saved Fields tab.
Saved Fields tab This Saved Fields tab displays only when the Legacy Submissions view is configured as it is in the
In-house customers can choose to hide the Legacy Submissions view with a configuration parameter. If the Legacy submission view is not visible, the Saved Fields tab is not displayed in the Form/Workflow Designers and the Export to Excel feature is not available. |
Refer to Submissions Stored Inside of Live Forms - Legacy View for the details about the Legacy Submission view and the Export to Excel feature.
Edit from the 
Action Menu) on the 
Edit Workflow Properties icon in a section of the Properties Navigator. This immediately displays the property tab for editing.
down arrow for a property shows an unfiltered list of choices applicable to that property. For some properties, you may see templatized controls from your workflow and workflow/special templates provided in 
toggle to the right to turn on a feature.
