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Form Setting Properties

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Form Setting Properties

Owned by Former user (Deleted)
Last updated: Apr 22, 2021 by Megan Ellis
 

Properties Navigator

Clicking the Edit icon on the Forms Home page opens the form in the Forms Designer. The Properties Navigator panel displays in the lower-left portion of the Form Designer. This panel shows information about important properties setup for the form. Not all of the configured properties are shown in this view.

Open the Form Properties wizard by:

  • Clicking inside a section or clicking on the Edit Form Properties icon in a section of the Properties Navigator. This immediately displays the property tab for editing.
  • Clicking the Edit Form Properties icon in the Forms Designer toolbar

The Properties Tabs work the same way whether you open them from the Navigator or from the Forms Designer toolbar. Here is what you need to know:

  •  If you are working on several tabs at one time, you can navigate to other tabs and make changes there. Use the left and right arrows at the top of the screen to display additional tabs. You must click the Submit button when you are finished configuring Step Properties  to save your changes. Remember to save the workflow.
  • will validate the Property Settings when you click Submit. 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. The screen will stay on 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.

    • Clicking on the Cancel button closes the tab(s). You will be asked to confirm if any changes were made.
    • 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 flow and flow/special templates provided in .
    • 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 flow 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.

Each form setting property is described below.

On this page:

Form Name

This is the name you see on the Forms home page where your forms are listed.  We recommend changing the name to make it more meaningful than the arbitrary name assigned when you create it, but keep in mind it is a working name only, so users will not see it. Form names longer than 60 characters will be truncated. It is recommended that you name your form/flows using characters that are suitable for filenames. Following the POSIX filename standard (A–Z a–z 0–9 . _ - ) will ensure it works. Click the pencil icon above the Properties Navigator to edit the name then click the checkmark to save or the cancel icon to discard your changes. You can also change the name on the Settings tab.

If the Form 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.

Settings

Specify General Settings for your form on the Settings tab

You can access the Settings tab in three ways:

  • Click the  Edit Form Properties icon on the Forms Designer toolbar. This will launch the Forms Properties wizard. It will default to the Settings tab.
  • Click anywhere in the General Settings section in the Properties Navigator. This takes you directly to the Settings tab.
  • Click the inside the General Settings section in the Properties Navigator. This takes you directly to the Settings tab.


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Description

By default all form descriptions say, “Edit the form to change this description,” but you can change this if you wish.  The description appears as a tooltip when you mouse over the area just to the right of the form’s share icon on Forms home page.  You also see this description when you view individual submission documents.

Click the pencil icon next to the Description field in the Properties Navigator to edit the Description without invoking the Form Properties Wizard.

Element Name

The default value for the Element Name property is form. 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 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/flow."

Deployment

This field lets you toggle a form between two states: PRODUCTION and DEVELOPMENT. When a form 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 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

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/flow 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 flows at this time.

Save/Load

If you check this checkbox, a Save button will be displayed at the bottom of your form.

This feature is useful for lengthy forms where your users may not have all the information required to complete the form in a single session. By clicking on the Save button a copy of the form with all the current values is saved on the 

 form server. Later the user can re-open the form from their task list; see Perform a task for more information. The form will populate the fields with the saved values.

You can save your partially filled in forms as many times as you want.

Currently the Save button label for forms cannot be customized like it can for flows. The ability to change this may be available in a future release.

Refer to the Save and Load feature for full details.

Save

This property is checked by default. When check all submissions for this form will be stored in ' submission repository. If you uncheck the checkbox, the form 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.

The submissions repository can store your form data in three ways -- as data values; as an xml document; and 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 repository detail view, you must configure your form to save the data field values. See the documentation for setting up Searchable Fields. Also see the documentation for viewing your data in submission repository.

Printable

If you check a form's printable checkbox a print  icon will be displayed at the top of your form. If you don’t want users to print your form, uncheck the checkbox so users will not see the print icon. You can control which form fields are visible in the pdf print view via the printable property on each field in your form. Refer to Printing Forms for more information about Print View/submission pdfs, including how to support international characters.

Save PDF

This property can only be checked if you have the save property checked. When checked a PDF image of the file is also saved in frevvo' submission repository or to Google drive. See the documentation for the submissions repository for details on viewing the PDFs saved there. Notice all controls, including those disabled or in a signed section, are no longer grayed out in the pdf.

PDF Name

When you check Save PDF on the form Property panel, an optional PDF name field displays. It is only visible when the "Save PDF" property is checked and is disabled when the "Save" property is unchecked. If this new property is set, then it is used to name the generated PDF. You can use templates to name the pdfs .For example, let's say you have an Employee Onboarding form for new hires and you wanted the pdf in the submissions to be named using their last name. Simply add the name of the control in your form that collects the last name as a template ex:{LastName} in the PDF Name property. The pdf for each Employee Onboarding submission will then be named {LastName}.pdf.

If the PDF Name property is empty, then the form name is used as the pdf name. It is recommended that PDF Names use characters that are suitable for filenames. Following the POSIX filename standard (A–Z a–z 0–9 . _ - ) will ensure it works. 

PDF names can contain special characters with the exception of curly braces {}.

In the submissions, the pdf for the Onboarding of new hire Eric Armani is named as shown.


The  designer can specify the content of the headers, footers and the size of margins for the pdf for a form/flow on the Styles tab. Refer to this documentation for the details.

Captcha

This feature helps to protect your forms against spamming by automatic submitters. It is only supported for Forms. Check the Captcha checkbox to select it.

 uses Google provided Invisible reCAPTCHA. When using and submitting a form configured with Captcha, the reCAPTCHA logo is displayed in the lower right corner. In most cases, no further action is required by the user

Some less trusted users may see one or more challenge screens when attempting to submit a reCAPTCHA protected form. The challenge screens are grids of images and users are asked to choose the images matching a certain criteria. These are standard reCAPTCHA challenge screens and frevvo has no control over what is presented and when.

  • does not control the reCAPTCHA logo nor its placement.
  • In some share link embedding scenarios, the logo may not show even though reCAPTCHA is active.

The frevvo Cloud uses a custom reCAPTCHA key that is configured for Domain Name Validation providing maximum security. To implement the maximum possible protection from form spamming in your in-house environment, follow the steps listed in Administration of reCAPTCHA Keys.

Allow Sign Pad

Check this checkbox if the step in a flow will be using an external signature pad. Leave the property unchecked (default) on the steps that will not be using a signature pad.  See Topaz Electronic Signature Pads topic for the models supported and configuration information.

Decorated

Decorated is checked by default when you create a new form. If  you uncheck Decorated at the form level, newly added controls will have their control level decorator property unset -- meaning no decorator. It will NOT remove the decorator from all controls already in the form.

Force Auth

This property is used only by On Premise customers using the LDAP Security Manager with SSO. If this is checked, then the  authentication mechanism will be in effect even when a user is already authenticated via SSO.

For example, if you leave force auth unchecked and your form is public in tenant, and you are already authenticated via SSO you will not have to login directly to  to use the form. If instead you check force auth,  will force you to login directly even though you are already authenticated via SSO.

See Working with LDAP and Single Sign On for more details.

This property is currently ineffective for tenants with any other security manager.

Show in History

If this checkbox is unchecked, tasks for the form will not appear in Tasks history searches. If you want them to appear, make sure this box is checked. Checking or Un-checking it affects all tasks including ones that were created prior to the action.

Accessible

frevvo can be used to build accessible forms/flows that meet Section 508 and WCAG 2.0 accessibility standards. Check the Accessible property to turn on this feature. Refer to this documentation for the details.

This property is checked by default and causes the “powered by ” logo to appear on your form. Uncheck the checkbox to remove the logo from your form.

Access Control

Use the Access Control tab to assign form permissions to users/roles in your tenant.

You can access the Access Control tab in three ways:

  • Click the  Edit Form Properties icon on the Forms Designer toolbar. This will launch the Forms Properties wizard. Click the Access Control tab.
  • Click anywhere in the Access Control section in the Properties Navigator. This takes you directly to the Access Control tab.
  • Click the inside the Messages section in the Properties Navigator. This takes you directly to the Access Control tab.
  • Enter the users and roles for the permissions provided.
  • Clicking on the down arrow(s) show a list of users, roles and templatized fields from your form. Select the users/roles from the dropdown
    • Type the opening curly brace - {- followed by the control name to enter a field from your form as a template. Selecting an option enters the control name into the field with the closing curly brace.
  • Click the Submit button to save the changes or navigate to another tab.

Remember, if you navigate to another tab without clicking the Submit button, changes will NOT be saved.

The Access Control feature offers the designer increased flexibility when assigning access to forms/flows and form/flow submissions. Runtime access can be assigned to specific users/roles as long as they exist in your tenant. Also, the Access Control feature enables the designer to use templates to define user and role lists to dynamically control access.

Designer users can give permission to edit forms/flows and monitor submissions to other user(s) by adding them to the Who can edit the form/flow dropdown. Users with this permission have the ability to run the Refresh Searchable Fields process for the forms/flows they are editing. This process updates existing submissions if changes are made to Searchable Fields .

Tenant admins will continue to have full access to all capabilities and will not be subject to Access Control List (ACL) checks.

 Click here to learn more...

Access Control List User Interface

  • users assigned the frevvo.publisher role have the ability to assign/change visibility/ACL permissions. Refer to Access Control List for Publisher Users for a discussion of the UI the Publisher user will see when the Lock icon is clicked.
  • Although designer users also can click theLock icon on the Forms/Flows Home page, we encourage you to use the Form/Flow Properties wizards, explained below, to assign permissions.

Open the Access Control wizard by

  • Editing the form/flow.
  • Clicking the Access Controls section or the cog icon on the Form/Flow designer Properties Navigator when editing a form/flow.
  • Click the Access Control tab.


Form designers as well as users with the publisher role are authorized to configure access control. The Access Control wizard makes the following permissions available for forms/flows:

  • Who can use the form/flow?
  • Who can edit the form/flow?
  • Who can view form/flow submissions?
  • Who can edit form/flow submissions?
  • Who can access the audit trail - available only for flows
  • Who can administer the flow - available only for flows

ACL Permissions for Forms

ACL Permissions for Flows

ACL settings,set by the designer, are retained when you download/upload a form/flow/app to another designer user in the same or different tenant and when you copy a form/flow.

Dynamic ACLs

Templates provide the ability to dynamically determine and restrict access to submissions/ task audit trails when assigning Access Control permissions. Templates are like variables in your form that can be filled in by the user, populated by a business rule or from a back end system.  Any item on the Access Control screens contained in curly braces is a form template and will be replaced with the value of the associated control. For example, the list below contains a fixed role (reviewer) and one dynamic template based role - {AcctMgrRole} :

In the example discussed below, templates are used to navigate the flow to the correct employee in the Accounting department and to define user lists to dynamically control access. 

Important Note on Dynamic Access Controls:

  • Whenever a template is used to determine access control the derived set of users and roles are tied to the submission. They will only change if the submission is edited. Once a user/role is granted permission to a submission dynamically, that cannot be changed by editing the access control configuration in the designer.
  • Dynamic ACLs work per submission when that form/flow is being submitted. If you change ACL permissions they will not take effect for the old submissions automatically as the related ACL record was not created when that particular submission was made. Old submissions must be edited and re-submitted for the changes to take effect.
  • Templates are not allowed for the Who can edit the form/flow permission.

Who can start the form/flow

Setting this permission determines who is allowed to create form/flow submissions. The choices for Form/Flow visibility are: 

  • Anyone(login not required) - anyone can use it even if they are not logged in.
  • Authenticated Users(login required) - the form is usable to anyone who has an account (username/password) and is logged in to your tenant.
  • Designers/Owner Only - the designer user who created the form/flow (owner) can edit, test or use the form. They must be logged into .
  • Custom - The owning designer always has access to the form/flow. Additionally, the designer may configure selected users and/or roles (i.e. users with these roles) to have runtime access to the form/flow.

 Click here for a detailed discussion of the Visibility permission

The  designer can specify the Visibility of a form//flow in two ways:

  1. Clicking the  Lock icon on the Forms Home Page or the Flows Home Page.
  2. Clicking the Access Controls section or the cog icon on the Form/Flow designer Properties Navigator when editing a form/flow.
  3. Click the Access Control tab.

Clicking on the icons or in the Access Control section of the Properties Navigator display the same wizard which can be used to set the Visibility of your form/flow.

When Who can start the form or Who can start the flow is displayed in the Permission field, the designer can select one of the dropdown choices to specify form/flow visibility. The default value for forms is Anyone (login not required) while flows default to Authenticated Users (login required). The choices for form/flow visibility are:

  • Anyone (login not required) - anyone can use it even if they are not logged in.
  • Authenticated Users (login required) - the form is usable to anyone who has an account (username/password) and is logged in to your tenant.
  • Designers/Owner Only - the designer user who created the form/flow (owner) can edit, test or use the form. They must be logged into .
  • Custom - The owning designer always has access to the form/flow. Additionally, the designer may configure selected users and/or roles (i.e. users with these roles) to have runtime access to the form. Use this option to auto-start workflows programmatically.

The Visibility property has been removed from the form/flow properties pane in the designer. You can no longer change form/flow permissions in this manner. When  is embedded in another product such as  Atlassian's Confluence wiki, you do not have access to the icons described above.

The designer can grant form/flow access to explicit users/roles by selecting the Custom choice from the Visibility dropdown. Roles and users can be selected via an editable combo-box control. As the user types,  will try to find any roles and users in the tenant that contain the typed string. Up to 5 matches are displayed below the combo box. Selecting a role/user from the dropdown inserts the selection into the list.

Click Submit or continue with the next option in the Access Control wizard. 

The Expense Report in the above images can be used by anyone in the tenant with the role of Employee, Manager or Accounting, the user id of the Reviewer and the user Sue. Notice the Reviewer role is encased between curly braces. This is an example of a control template. Templates are like variables in your form that will be evaluated at runtime and replaced with the actual values entered. For templates to work, there must be a control in your form with the name given inside the curly braces.

The user, Jack, who has the role of frevvo.Publisher, is not a Reviewer for anyone in the company and of course, is not Sue, will be denied access to the form. He will see this error:

 

You can publish any form/flow regardless of whether it can be started by Anyone (No login required) or just the Designer/Owner. If Designer/Owner Only is selected, the person who created it or any user given the Who can edit the form/flow permission can edit it or test it. It is possible for more than one designer to collaborate on Forms/Flows in development if the form/flow owner (the designer that created the form/flow) gives this permission to other designers. However, if one designer is working on the form, other designers will be denied access. Form/flow owners can also designate the Who can view submissions or Who can edit submissions permissions to other users so two or more people may test the form/flow and view/edit submissions at the same time.

Similarly, if a form visibility is set to Authenticated Users(login required), only users with accounts in the tenant will be able to access the form.

Until you set your form/flow visibility to Anyone (login not required) all other users will see this error message when they try to access the form: " Error Access Denied. Authentication required. Are you trying to access a private form or flow?

A form/flow made public this way is accessible to anyone with the form/flow's URL. There are other methods of sharing forms that have increasingly higher levels of security. See form security for details.

If you set the form/flow visibility to Anyone (login not required) and users have begun submitting it, you'll need to use caution when modifying your form. If users access it while you are editing it, they will see error messages indicating that the page is being refreshed or that the form is invalid.  

You can mark your form/flow Designers/Owner Only until you are done developing it, which will prevent new users from accessing the form, but if users happen to be completing the form when you switch it from Anyone (login not required) to Designers/Owner Only, they will see error messages. A better approach if feasible is to edit the form in a copy of your application running on a staging server. You can then replace the current form with the new form by removing the original application/form/flow from the staging server and uploading the new application/form/flow.

ACL settings,set by the designer, are retained when you download/upload a form/flow/app to another designer user in the same or different tenant and when you copy a form/flow.

The designer can set other permissions, such as who can view/edit submissions for forms and flows via the Access Control wizard. Roles and users that can view the audit trail or be designated as flow administrators are specified through the same wizard.

Public forms that include the save/load feature or digital signatures will prompt the user with the login screen when they click to save or sign. These features require a login.

Who can edit the form/flow

  • Edit permissions should not be given to forms or flows currently in production use. Please see the Admin Best Practices Guide
  • Users with this permission have the ability to run the Refresh Searchable Fields process for the forms/flows they are editing. This process updates existing submissions if changes are made to Searchable Fields.

Form and flow owners (designer users that created the form/flow) can give other users (designers/non-designers) the capability to edit form/flows. This is particularly helpful if a designer user takes a leave of absence or leaves the company. The "backup designer" has the ability to make changes to the form/flow without having to download the form/flow(s) from the owner's account to the backup designer's account. The "backup designer" also can view related submissions by clicking on the Submission or Legacy Submission icons. The ability to edit submissions is granted by a different permission.

Users with or without the role of frevvo.Designer can be assigned the permission to edit forms/flows.

Users given this permission access the shared form/flow from the Shared Items tab even if they have the frevvo.designer role assigned to them. They can only edit the form/flow that was shared with them. They will not have the ability to create new forms/flows from the Shared Items tab. The ability to make changes to a form/flow is not available from Shared Items on the Important Items menu in a  space.

To assign users the ability to edit forms/flows, follow these steps:

  1.  Open the Access Control wizard.
  2. Click the right arrow to expand the Who can edit the form/flow section.
  3. Enter the roles that you want to grant editing capability to in the Roles section. Begin typing the role name then select the role from the dropdown. 
  4. Enter the users that you want to grant editing capability to in the Users section. Begin typing the user id then select the user from the dropdown.

     

    It is not good practice to use Templates for this permission and is not recommended.

  5. Click Submit or go to the next permission section in the Access Control List.

Users that have been granted the editing permission, access forms and flows that have been shared with them via the Shared Items tab on their Home Page. It will not work from the Shared Items selection in a Space or any other embedded scenario.

The Who can edit the form/flow permission does not apply if you are running  with Confluence. Confluence users share form/flow editing by specifying the Forms Editor group on the add-on configuration screen. Users who will be sharing the editing function must be assigned to the specified group.

A browser notification message displays if the user who has been granted permission to edit forms/flows tries to modify their own ACL.  will not allow the "backup designer" to remove themselves from the ACL list.

Who can view submissions

The designer can assign permission to view form/flow submissions to specific roles/users.  Any user with view access can view submissions in read-only mode. Submission deletion is not allowed. Templates can be used to dynamically determine at runtime which users and roles are allowed to view submissions.

To assign permission to view submissions, follow these steps:

  1. Open the Access Control wizard.
  2. Click the right arrow to expand the Who can view submissions section.
  3. Enter the roles you want to grant view access to in the Roles section. Begin typing the role name then select the role from the dropdown. You can enter control names from your form/flow encased in curly braces to act as templates for dynamic access.
  4. Enter the users you want to grant view access to in the Users section. Begin typing the user id then select the user id role from the dropdown. You can enter control names from your form/flow encased in curly braces to act as templates for dynamic access.
  5. Click Submit or go to the next permission section in the Access Control List.

Who can edit submissions

The designer can assign permission to edit form/flow submissions to specific roles/users. Any user with edit access can view, edit and delete submissions in the SUBMITTED, ABORTED or ERROR states. Submissions in the PENDING, SAVED or WAITING states can only be deleted by the tenant admin, flow admin or designer user that created the flow. Refer to the Deleting Submissions for more information.

Templates can be used to dynamically determine at runtime which users and roles are allowed to edit submissions.

To assign permission to edit submissions, follow these steps:

  1. Open the Access Control wizard.
  2. Click the right arrow to expand the Who can edit submissions section.
  3. Enter the roles you want to grant edit access to in the Roles section. Begin typing the role name then select the role from the dropdown. You can enter control names from your form/flow encased in curly braces to act as templates for dynamic access.
  4. Enter the users you want to grant edit access to in the Users section. Begin typing the user id then select the user id role from the dropdown. You can enter control names from your form/flow encased in curly braces to act as templates for dynamic access.
  5. Click Submit or go to the next permission section in the Access Control List. 

Who can access the audit trail - Flows Only

 The audit trail is accessed on a  user's Task List by clicking the View Task History icon. Roles/Users granted this permission will see theView Task History icon on tasks in their task list.

To assign permission to view the audit trail, follow these steps:

  1. Open the Access Control wizard.
  2. Click the right arrow to expand the Who can access the audit trail section.
  3. Enter the roles you want to grant edit access to in the Roles section. Begin typing the role name then select the role from the dropdown. You can enter control names from your form/flow encased in curly braces to act as templates for dynamic access.
  4. Enter the users you want to grant edit access to in the Users section. Begin typing the user id then select the user id role from the dropdown. You can enter control names from your form/flow encased in curly braces to act as templates for dynamic access.
  5. Click Submit or go to the next permission section in the Access Control List.