The Export of submissions to Excel feature has been replaced by the Download to CSV.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.

Submission Data

The submissions repository can store your form data in three ways -- as data values; as an xml document; as a pdf form image. By default for efficiency, data is only stored as xml. If you plan to export your form data to an Excel spreadsheet or plan to view your form data in the submission detail view you must configure your form to save the data field values. See the documentation for setting up key/saved fields.

Submission From Date and To Date

The two date controls specify the time period for the submissions you see. The dates default to the current date and one month earlier, so you see one month of submission results when the Submissions page first displays.  Adjust the dates if you want a shorter or longer time period. 

Submissions Graph

The graph shows you how many submissions you’ve received over a given time period. The green bars provide a breakdown of exactly when you received the submissions. Hover over any green bar to display a tooltip submission count. Forms/flows that have been submitted display by default when you first click on the Submissions icon. If you select additional submission states from the State checkbox on the left, the graph will adjust based on your choices.

Other important details about the graph:

• The graph reflects the time period you see in the two date controls based on the options checked in the State checkbox.

• The time increments along the bottom are calculated automatically to make sense for the time period you view--seven days for the weekly view, for example.

• The green bars (period) reflect the number of submissions in a given period.

• The <<day>>, <<week>>, <<month>> or <<year>> links above the graph are shortcuts to quickly change the date range. The graph will show you the most recent period—for example, if you click <<week>>, you’ll see a week’s worth of submissions, starting from a week ago up to the current date. The dates you see in the To Date and From Date controls also will be adjusted automatically.

• The unlabeled << link to the far left moves the date range back. The exact behavior depends on the dates in the date controls before you click the link. If the date range is May 11th to May 15th, for example, clicking the << link will move the range back to May 7th to May 11th. Similarly, clicking the >> link slides the date range forward.

Submissions Table

The Submissions table will show submissions in the following states: SUBMITTED, SAVED  PENDING, ABORTED, ERROR and WAITING. Simply check the appropriate check box in the State section. When you click the

Submissions icon, you will see SUBMITTED items by default. You must choose at least one state or you will see the message "Please select to/from dates and at least one state".

Here is an explanation of the available states:

1. SAVED/PENDING: This will give you all the tasks which are saved or pending. This helps when you want to see all open tasks for a certain form/flow

2. SAVED: This will return only those tasks which were created when users clicked the Save button on the form/flow to save their partially filled forms

3. PENDING: This will return all tasks which are pending, meaning someone else put these tasks in the users task list

4. SUBMITTED: This will return all tasks which are completed, i.e. the form/flow for which this task was created has been submitted

5. ABORTED: This will return all the tasks that were deleted/aborted so the form/flow never got submitted

6. WAITING: The WAITING status can be used to find workflow tasks that have an Email or HTTP activity. A submission will show a state of WAITING  when a workflow is routed to an anonymous user and the flow is suspended until the this step is completed.

It would be easy for a manager to check  the current status of Expense Report approvals by checking one or all the submission types in the State box.

The table displays the most recent 20 submissions in the selected range. Use the scroll controls at the bottom of the table to see the next 20 submissions or to jump to the first of last batch of 20 in the selected date range.

By default the submission table displays columns for submission time/date, state, Age/Duration, Lock User and Lock Date. These columns are explained in the table below:

The submitter is the Live Forms user ID of the logged in tenant user submitting the form or blank if the form was submitted by an anonymous user. The version tells you how many times you have edited the form. This is helpful if you have updated your form and need to track how many users submitted the newest version.  (When you create a form the version number starts at 1 but Live Forms increments the version each time you revise your form.)

A

yellow icon in the Err column indicates the data was captured but there was an issue with the request.  For example, if you set the form action property to go to a URL after the user clicks Submit but the URL is invalid, you would see a

yellow icon. Or if the form action was set to send an email but the email address was missing, this will also cause a

yellow icon to appear on the submission. 

In addition to the default columns, the table contains a column for each key field that you setup for this form in the designer. If you are viewing a date range that contains multiple form versions and you changed the key fields from one version to the next, you will see a column for both the new and old key fields. If the key field is a repeat control or table control item, the data will appear as a potentially sparsely populated comma separated list of values.

You can show or hide additional column data by hovering over any column header and clicking the dropdown arrow that appears.

If you want to see when the submission was created, add the Started column to the table.

When viewing Pending tasks, you can see the First and Last name of the user who has the task locked and the ID and name of the submitter by adding theLock User name, Submitter ID and Submitter Name columns to the Submission table.

Submissions Detail

When you click the

Submissions icon, you will see submissions that are in the default state of SUBMITTED. Notice the View/Edit and Delete a single submission are greyed out. Checking the checkbox preceding the submission in the table enables these buttons.

To view a particular submission results document, double click the submission row of interest in the table or if viewing/editing submissoins on a moblie device, check the checkbox preceding the submission and click on the enabled

View/Edit icon. The image shows the submission table on the iPhone:

You will see a Data, Signature and Document Tab. Click X to exit the form.

• The Data Tab shows the user’s view of the data. This means for money controls you’ll see dollar signs, decimals and commas, for example. The Label column corresponds to the labels on your form, and the Value column shows you what the user entered in each control. This tab is view-only; you cannot edit any data shown here. This tab displays only form fields setup as saved fields in the form designer. If you do not see a specific form field then go back and edit this form to add the field to the saved fields.

• The Signature Tab shows you all the users that signed the form using 

  

  ' wet and digital signature features.

• The Documents Tab shows you the exact XML document that was generated when the form was submitted.

Viewing Attachments & PDF Images

Scroll to the bottom of the Data Tab to see all attachments uploaded to the form submission. If you selected Save PDF for this form in the form designer, you will also see an attachment named <form name>.pdf. This is an image of your form exactly how the user saw it when they filled it in and submitted it to you. Remember, decorators and placeholders do not appear in PDF's. The image below also shows W4-pdf and I-9.pdf attachments. These are additional Pixel Perfect PDFs generated for the Employee's Withholding Allowance Certificate and the Employment Eligibility Verification federal forms. Click the links on the Data Tab to view the PDFs or attachments.

One of the attachments is a Wet Signature image. Clicking on the Signature tab lists the manager, Jerry's digital signture and the and wet signature image of the new employee. The signature image can be downloaded from the Data or Signature tabs of the form submission. There you will find information about any digital signatures that were stored with the form. See Electronic Signatures for more information.

Selecting zip as the Restricted/Mime type, uploading a zipfile and submitting the form may exhibit some unexpected behavior when downloading the zipfile from the submission if you are using IE9+ as your browser. Clicking on the attachment in the

submission repository does not save the uploaded zipfile as a zipfile. Instead, it will save it as a file named Upload91. As a workaround, you can open the file using winrar.exe and then save it or simply use right click and and select the 'save as' option.

Currently the layout/style for submission pdfs depends on where the last activity is submitted. For Example, If the first activity in a flow is submitted from a space and the second activity is performed directly from a Task List outside the space, the submission PDF renders in the layout/style the Task List uses. If the last activity in a flow is submitted from a space, the submission pdf renders in the space's layout/style.  

You can specify the name for the pdf and margins, header/footer content. Click the links for the details.

Viewing XML Documents

 always stores your form data as XML documents. To view the XML data, click the Documents tab in the Submission Details panel.

Dates will be stored in the YYYY-MM-DD format. There is no conversion to UTC timezones for the time control in the XML document. Date/Time values will be converted to the XML standard YYYY-MM-DDTHH:MM:SSZ. 

Submission Errors

If your submission had an error, you'll see an icon 

in the Err column in the submissions list. Hover over the icon to get information about the error.