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Edit Settings

This documentation is for frevvo v10.1. Not for you? Earlier documentation is available too.

Edit Settings

Aug 24, 2022

The Guided Designer Settings mode displays the frevvo Properties Wizard, where you can configure form/workflow settings, the user experience, and what happens to submissions and data. Form and Workflow Settings are very similar, but some tab names will reflect either "form" or "workflow" respectively. Additional property differences are outlined in the sections below.

  • If you are working on several tabs at one time, you can navigate to other tabs and make changes there. Your changes are temporarily saved while you switch between forms, or even between the Settings tab and other Guided Designer modes (Workflow, Form(s), Rules, PDF Mapping). Click Save

    to permanent save your changes.

  • frevvo will validate the Property Settings when you select a different Guided Designer mode or use any of the Save options (Save, Save and close, Save and test). If a property value is invalid, the tab(s) will not close and a message will display telling the designer that there are corrections to be made before saving. CLOSE returns you to the current tab if there is a validation error. Otherwise, another invalid tab will be auto selected (starting from left to right) if another tab needs attention. Tab labels with invalid entries display in red. DISCARD & CLOSE dismisses your changes and returns you to the current tab. You can now navigate elsewhere.

  • Hover over any field on the Properties tabs to see a helpful hint providing information about the property. Some fields contain instructions to guide you.

  • Clicking on the

    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 frevvo. In some cases, you can type ahead to narrow down the list. Use the up/down arrows, the Enter key or click an option with your mouse to select an option. Use the Backspace, Delete or click the x on a selected property to delete it.

  • Typing a opening curly brace into some fields, followed by the name of a control, show a list of the fields in your workflow that match the entered text and will be added to the field as a control template.

  • On some tabs, you may have to slide the

    toggle to the right to turn on a feature.

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.

If the Form/Workflow Name is changed after the form has been deployed and has submissions, the original form name will still appear on the Task List and Recent Submissions tabs on the user dashboard.

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.

The Search feature looks for both name and description, so use keywords that will help you find your form later.

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, display 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.  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.

If you change the element name, all existing submissions will become invalid and you will see the error message. "Submission is not valid. An incompatible change was made to the form/workflow."

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.   

Trial Accounts

Deployment to production is not available for trial accounts. Trial account designers who click Deploy will see this message:

Contact 

 to upgrade your account.

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 Gloogle 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.