The Forms and Workflows homepage appears when you create or edit a project.

Navigating the Forms and Workflows Home Page

There are three icons at the top of the Forms and Workflows home page: 

• Add Content: Install a prebuilt template, create a new form, create a new workflow, or upload a form/workflow. New content will be added to the forms/workflows list.
• Sort the list of forms and workflows. Content will be displayed with the last modified date on top. You can resort them by last modified date or alphabetically.
• Information about the features on the Forms and Workflows Homepage. This feature is only available for Cloud customers.

Forms and Workflows in the list can be identified by their icons:

•  Form
•  Workflow

To the right of each form/workflow name there is a Test  icon for quickly entering test mode, and a Form/Workflow Action Menu, which provides the following options:

•  Edit opens your form/workflow in the respective Form or Workflow Designer. You can also open your form by clicking on the form/workflow name.
•  Test your form/workflow. See Testing Forms/Workflows.
•  Set Permissions brings up a quick-view Access Control wizard that allows the designer to specify view and edit access for the form/workflow and its submissions. Access Control will typically be managed in the Form/Workflow Properties Wizard.
•  Duplicate creates a copy of your form/workflow. The newly copied content will be independent from the original; any changes you make to the copy won’t affect the original and vice versa. Access Control permissions assigned to the original form/workflow are retained in the copy.
•  Share your form/workflow. Forms/Workflows that will be shared should have the Access Control set so it can be shared with others. See Sharing Forms and Workflows.
•  Deploy a form/workflow to Production state and remove the Development watermark. This toggles the icon to the Undeploy icon. If your license enables a limited number of Production forms/workflows you will get an error message when you hit your license production limit. When a form or workflow is deployed, it will appear with a flag icon beside the form/workflow name.
•  Download a zipped version of the form/workflow. A single zip file will be created with the name of your form/workflow, followed by _form.zip or _flow.zip. 
  
•  Publish as Template that you can use when creating other new forms/workflows. See Templates.
•  Submissions gives access to the form/workflows submissions. 
•  Refresh Search Fields updates previous submissions when a change is made to the Searchable Fields in your form/workflow. Refer to Refresh Searchable Fields for the details.
•  Schema downloads the automatically generated schema associated with your form/workflow. This schema will contain all the controls added from the Palette. This will not contain controls added from your own schemas. See the Schemas topic for more details.
  
•  Thumbnail attaches an icon to your form/workflow. You can select one of the icons provided by  or you can upload your own. The icons will display when you access your forms/workflows from a  space on mobile devices such as iPhone or iPad. Learn more about thumbnails below.
  
•  Internationalize a form/workflow with translations in different languages.
  
• Delete the form/workflow. Keep in mind there is no Undo feature so this action is permanent. Deleting a form/workflow also deletes all associated form submissions and any saved in-process form/workflow instances. See deleting forms/workflows and replacing forms/workflows below.

Refresh Searchable Fields

Searchable Fields are fields in your form/workflow that can be used to search submissions and tasks. The designer designates which controls should be set up as Searchable fields.

Adding or deleting Searchable Fields at any time will immediately take effect for future submissions, but not for past submissions. Designers, tenant or superuser administrators or any user given the permission to edit can initiate a Refresh Searchable Fields process for a particular form/workflow to reflect the changes made to the Searchable Fields in previous submissions.

For example, let's say you have an Invoice form with the First Name and Last Name fields set up as searchable fields. You can search existing submissions or tasks by setting up a filter using the data in these fields.

Your users have requested the ability to search submissions and tasks by product name in addition to the First and Last name of the customer. You must add the Product Name field to the list of Searchable Fields in your form.

1. Login as a designer user or your production account if the form is deployed.
2. Edit the Project where your form is located.
3. Edit your form. Click on the toolbar to display the form properties.

4. Add the Product Name control in your form to the Searchable Fields list using the Setup Searchable Fields wizard.

    Click here to to see how to do that.

   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 .
   • 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..

   

5. Follow these steps to run the Refresh Searchable Fields process. 

   Run the Refresh Searchable Fields Process during a time period when the form or workflow is not being used.

   1. Select  Refresh Search Fields from the form/workflow Action Menu for the form/workflow you want to update.
      
   2. Information about previously run Refresh processes for the form/workflow display in a table.
      
      
      • Starting and Ending date/Time of the process
      • Status of the process - completed/failed/stopped
      • The user id and name of the process initiator
      • A description providing the Project/Form Name
   3. Click theicon to start the Refresh Process.
      
   4. Click Submit.
   5. The message "Index batch was successfully started" displays and the submitted process shows in the Refresh Process list table.
      
   6. Click the  Refresh icon to update the table with the most recent information.
      
   7. Click the Back to Forms and Workflows link to return to the Forms and Workflows Home Page.

Once the Refresh Searchable Fields process for the form is completed, the Product control and the associated data displays as a column in the Submissions Table.

The Refresh Process can be stopped or abandoned once started.

Stopping the Refresh Searchable Fields Process

Once you have initiated the Refresh Searchable Fields process, the UI allows for the job to be stopped or aborted. The process can be stopped if it is in the STARTING or STARTED state.

You will notice a Stop column in the row in the table for the process that was started. To stop the job:

1. Click the Stop icon.