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