You won't see any flows the first time you use Live Forms, but as you soon as you create some or install a Workflow Template Application you'll see them here.

Click the Page Help button

for information about the features on the Forms Home page. This feature is only available for Cloud customers.

There are three icons at the top of the flows home page. Each is described below.

• Click the

  icon to create a new flow. Once you have created some flows, the flows will be displayed based on the creation date with the oldest flow on top. You cannot change this default sort order.

• Click the

  icon to upload a flow zipfile previously downloaded to disk. When uploading a flow to a new tenant make sure the roles set on the flow steps exist in the new tenant otherwise flow navigation will not work properly. 

• Click the

   icon to edit the application properties.

To the right of each flow name are four icons. Each is described below.

• Click the

  Refresh icon to update previous submissions when a change is made to the Searchable Fields in your flow. Refer to Refresh Searchable Fields for the details.

• Click the

  icon to attach a thumbnail icon to your flow. You can select one of the icons provided by
  

  or you can upload your own. The icons will display on the iPhone and iPad mobile devices. 

• Click the

  icon to internationalize a flow with translations in different languages.

• The next icon controls the Visibility of the flow. Clicking the

  icon brings up an enhanced Access Control wizard that allows the designer to specify runtime access for the flow, configure selected users or roles that can execute the flow and view/edit flow submissions. Additionally, the designer can allocate view permissions for the flow audit trail.

• Click the 

  icon to delete the flow. Keep in mind there is no Undo feature so this action is permanent. Deleting a flow also deletes all associated flow submissions, saved and pending tasks. See replacing flows.

Below each flow name are six more icons. Each is described below.

• Click the

   icon to open your flow and edit it in the Flow Designer.

• Click the

  icon to test your flow. See Testing Flows.

• Click the

  icon to download the automatically generated schema associated with your flow. See Schemas for full details.

• Click the

  icon to download a zipped version of the flow to disk. A single zip file will be created with the name of your flow, followed by _flow.zip. This icon also appears on the Applications home page so you can zip your entire application, including all the flows & forms it contains. The zip file name will be the name of your application, followed by _app.zip.

• Click the

  icon to share your flow in a number of different ways. Before you click this remember to mark your flow public or you will not be able to share it with others. See Sharing Forms & Flows.

• Click the

  icon to view the submissions for this flow. Click the
  icon to view submissions in the Legacy view.

• Click the

  icon to deploy a flow to Production state and remove the Development watermark. This toggles the icon to the
  undeploy icon. If your form server license enables a limited number of Production forms/flows you will get an error message when you hit your license production form limit.

• Click the

  icon to undeploy a flow and move it from the Production state back to the Development state.

Refresh Searchable Fields

Searchable Fields are fields in your flow that can be used to search submissions and tasks. It is up to the flow designer to designate which controls should be set up as Searchable fields.

Flow requirements may change over time. What happens if you need to add or delete Searchable fields and you want your previous submissions to reflect your changes? Designers, tenant or superuser administrators or any user given the permission to edit a form can initiate a Refresh Searchable Fields process for a particular flow. Once the process completes, new submissions will reflect the changes made to the Searchable Fields but to show them in previous submissions you must run the Refresh Searchable Fields process for your flow.

For example, let's say you have an Expense Report workflow for your employees with the Employee Name field set up as a 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 the Grand Total amount in addition to the name of the employee. You must add the Grand Total field to the list of Searchable Fields in your flow.

1. Login as a designer user or your production account if the form is deployed.

2. Edit the Application where your flow is located.

3. Click on the Flows tab.

4. Edit your workflow.

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

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

   1. Click the

      Refresh icon for the flow you want to update.

   2. Information about previously run Refresh processes for the flow display in a table.
      

      
      
      

      • Starting and Ending date/Time of the process

      • Status of the process - completed/failed/stopped/abandoned

      • The user id and name of the process initiator

      • A description providing the Application/Form Name
        
        

   3. Click the

      icon 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 Flows link to return to the Flows 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

   .
   
   
   
   

2. Click Ok to confirm.
   

   
   
   

3. When the process is stopped, the status column will update.