Export History

The purpose of this article is to explain the Export History tab within the Formworks portal.

Introduction

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The Export History tab displays all the forms that have been saved, submitted and deleted. Though the amount of data available to view, is dependent on whether the form is still live on the system, or has been deleted or archived. The Export History tab is available from the Admin tab.

The Export History incorporates filtering and searching features. It also includes the facility to render viewed forms as they appear on the iPad, including embedded images, signatures and photographs. If location services have been enabled, maps are available, showing where the form was started. This screen includes all submitted forms, both published and in design, including those that belong to templates that do not have an export routine attached.

Note: Form data is not permanently stored on the Formworks Portal. By default:

● Form data is soft deleted (marked as deleted, still visible on the portal but removed from
the device) 30 days after successful submission or immediately after deletion.
● Form data is hard deleted (wiped & not retrievable) 60 days after successful submission
or deletion.

These defaults may be amended on request.

Templates

This list box lets you select either a specific template or all templates, for inclusion in your search.

From / To

Selecting either date link, displays a calendar control. From this screen, you can either choose a fixed range of dates, for example, Today, Yesterday, This Week… etc, a number of days before /after today’s date, or you can specify an exact range of dates. To specify an exact range of dates:
● Select either date link.
● Either, select the start date for the search, then select the end date for the search. A blue band will highlight the range selected.
● Or, select the start date, then drag the cursor to highlight the date range until the end date.

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User

This list box allows you to select a specific users’ forms. By default, all users are selected.

Archived

This option displays forms that have been time deleted (by default, 30 days after iPad submission), deleted by users, submitted against retired templates or templates in design that have had data elements altered.

Please note - actual form data for these forms is only visible prior to hard deletion, which by default, is 60 days after submission or deletion.

Prefilled

This option is selected by default, and will include all prefilled forms. Remove the tick to exclude prefilled forms from the Export History display. Forms displayed with a yellow ‘prefilled’ tag are prefilled forms.

In-progress

This option displays forms that have been started, but not yet submitted.

Submitted

You can use this option to toggle whether or not submitted forms are included in the Export History display.

Export Status

This option lets you filter forms by various export status indicators.

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● Waiting are forms that would display a clock symbol, submitted and waiting to be successfully exported.
● Success represents successfully exported forms that would display a tick in the exported field.
● Failed are forms that would display a red exclamation mark (!).
● Warning is where no recipients are found to export to, so the export doesn’t fail, but doesn’t send anything either.
● In Progress displays forms that haven’t been submitted yet.
● Waiting for media are forms where, say, an audio file hasn’t been uploaded yet.

Page Size

Select how many forms you want to appear on the screen for ease of viewing. The options are; 25, 50, 100 and 200.

Search for Form Reference

Searching is available and covers both the Reference column and the Formworks Form ID, as demonstrated in the capture. Wildcard searching is already enabled, so you can enter any text that appears within the Reference column, at any location within the string, without entering all the contents of the Reference. However, when searching for numbers, you will need to enter more information in the search, as if you only enter a number, the system will assume you are searching for the unique Formworks form ID.

For example, I would need to include the text “Site: 1234”, to make the search work correctly. Enter the search text, then click on the blue Search button.

Note: You can only search on text that is visible in the reference column.

Search Workflow

This option is currently only available for Web Forms which supports workflow steps. The workflow search field matches data in the workflow tags that display in the reference text column.

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Actions

The red Actions button will only appear, when you place a tick in the Actions checkbox for one or more form rows. The Actions button will display a dialogue box that can contain one or two options, depending on whether the selected form(s) has been submitted or is in progress / saved. If the form has been submitted, it will only provide the option of Re-Exporting the form. If it is in progress, you will have the option of deleting it.

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</> Form Content

Selecting this symbol loads the data from a form into a new browser page. You can search within the form data by using the standard Ctrl F characters. This can be useful in locating the contents of an element that may be hidden on the PDF.

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ID

The ID uniquely identifies each submitted form. When you raise support tickets, this is a very useful piece of information to pass to the Formworks Support Desk.

History - Clock Icon

This option provides data on the history of the form, for example, when it was saved and submitted. But this option is particularly useful when form forwarding is being used. In this example, the form was forwarded by Brian to Gary, who then forwarded the form to Ed. Hovering over the text bubble symbol at the end of the email address, displays any notes.

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Colour coding
● Yellow - Forwarded
● Pink - Rejected
● Grey - Saved
● Green - Submitted

Metadata Icon

Selecting the metadata icon opens the metadata control panel. Within the control panel, metadata associated with a prefilled form can be viewed and amended -changing the metadata on the users device. This is useful when needing to update information in a prefill form such as an appointment time or work order.

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Title

This is the title of the form template.

Reference

The Reference column includes whatever template elements were included in the Form Reference Text area of the Template Designer. This is the same information that displays against submitted forms on the iPad. Reference text for archived forms that have been hard deleted contain no data.

From Started on iPad

The date and time when the user first opened and made a change to the form. On pre-fill forms this will appear blank on the Export History until the device user opens and changes a form.

Last Updated on iPad

The date and time when the form was last updated. This could occur just by opening the form on the user’s device if script is running in the forms OnOpen event that could trigger a change.

Form Submitted on iPad

The date and time when the Assigned User (last) submitted the form. As a form can be submitted multiple times, you would need to check the Process History to view individual submissions.

Assigned User

With Prefilled forms, this would be the user assigned in the prefill upload file. Otherwise it would represent the currently assigned user, or the user who started the form from a blank template.

Exported

The Exported column indicates, using a green tick or red exclamation mark, whether or not a form has successfully exported. A blue clock icon shows if the export is in progress. It also provides the time the export was made or attempted. Further information is available by hovering the mouse pointer over the export date. This data is dependent on the method of export being employed by the form. For example, FTP transfer information would be included if this method is being employed to deliver your forms.

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View Icon

The green “Eye” icon is used to view the data currently available to Formworks for the selected form. Please note - this could be out of date, if for example the user has been completing the form off-line and hasn’t synced with the Formworks server yet. Data is not visible for archived forms that have been automatically hard deleted (by default 60 days after submission or manual deletion).

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Selecting the relevant form and tapping the “eye” icon displays the form as it would on the iPad. The separate pages of the form show as separate tabs across the top, and all images, signatures and photos are included.

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Info Tab

Selecting the details tab displays the template name, the Reference field information, Form ID, who the form was assigned to and various data transfer information. If location services are enabled, a map indicating where the form was started is displayed.

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Actions

Single Form Actions
The last ‘headed’ column of the Export History screen, Actions, contains a check box that you can select to delete not-started or in progress/ saved forms or Re-Export submitted forms.

Bulk Form Selection Actions
The last column header of the Export History form table, contains a checkbox that selects all the filtered forms in the view list for bulk deletion (non submitted forms only) or re-exporting (submitted forms only). Tapping the red “Actions” button pops the Actions menu.

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Status Tags

Form entries within the display table can include a number of information tags.

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These typically include:
● Prefilled (Yellow)
● Saved
● Submitted
● Deleted (Red)
● Open (Token) Links (blue)

The tags also display workflow steps associated with Webforms that utilise workflow.

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