Creating and Managing Data Destinations

Contents

Create a Data Destination

  1. Hover over Manage Forms, confirm that you are in the desired FormSpace, and select Data Destinations.

    Mouse over the Manage Forms tab and select Data Destinations.

  1. Select CREATE DATA DESTINATION.

  2. Choose a Data Destination type.

Settings: Destination Basics

These settings are the most common to Data Destinations. Other Data Destinations will have specific configurations; these will be covered in their respective Data DestinationClosed A Data Destination specifies where to send data from a submitted form. You can use Data Destinations to automate data sharing and storage, routing data to a specific service (such as email or cloud storage) in several different formats. articles.

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Settings: Filtering

Form Submission Filtering allows Data Destinations to execute only if the filtering rules are met.

Submitted data can be routed to different destinations based on the filtering rules applied. Alternatively, each Data Destination can route the data in a different format to the same destination depending on the data submitted.

Info:When you configure a Data Destination as Repeatable, you can create custom Row Filter Rules for individual rows of a Repeatable Section. This enables you to control which summary table responses the Destination executes. The topic Create Filter Rules for Individual Rows in a Repeatable Destination explains Row Filters in more detail.

Click here for more information on Data Destination Filtering.

Settings: File Configuration/Attachments

Note: This setting is not on every destination and is called “Attachments” on Email destinations.

Forms often include file attachments such as photos, sketches, or audio files. To ensure the security of customer data, while photos are displayed inline in PDF documents, other files, including audio files, are provided as links within the associated document sent with the Data Destination. People often need to store the full-sized images to review or for auditing purposes.

If you want the people receiving the form submissions to be able to view the attached files, be sure to select the files you want to send separately in the Data Destination associated with the form.

If you wish to create a custom naming scheme for these attachments, please read: Attachment File Naming

Settings: Destination Outputs

Destination outputs allow advanced users to coordinate data between two or more destinations. The output from one destination, such as the headers or HTTP status, from one destination can be fed into the input of a subsequent destination using key:value pairs, using Data Reference Expression Language.

This setting is currently limited to certain destinations. For more information on Destination Outputs, please read: Use Response Data Handling to Store Data Received from a Third-Party System.

Viewing the Data Destination pages

Once you have created your Data Destination, you can view:

  • A summary of the configuration options.

  • Execution statistics (limited to the past 30 days to optimize performance).

  • The forms that use the destination.

The Data Destination configuration page provides a summary of the configuration options, shows execution statistics for the past 30 days, and lists which forms use the destination.

Update or Delete a Data Destination

You can edit the configuration for your Data Destinations at any time.

  1. Hover over Manage Forms, confirm that you are in the desired FormSpace, and select Data Destinations.

    Mouse over the Manage Forms tab and select Data Destinations.

  1. Select the name of the Data Destination that you wish to update.

  2. From the DestinationName drop-down menu, select Update or Delete.

    2019-06-03-DestinationUpdateDelete.png

  3. After applying the desired changes, select Update.

Disabling Destinations

If you wish to disable a Data Destination even after forms have been submitted to it, select the Disable this destination option.

Note:Data Destinations that are not enabled still appear in the Form Builder Destinations tab but do not receive any form submissions.

Copy a Data Destination

You can copy a Data Destination directly to a new FormSpace or create a copy within the same FormSpace to edit.

Admin can: Users with Can Create permissions can:
  1. Hover over Manage Forms, confirm that you are in the desired FormSpace, and select Data Destinations.

    Mouse over the Manage Forms tab and select Data Destinations.

  1. Select the name of the Data Destination you wish to copy.

  2. From the DestinationName drop-down menu, select Copy.

    2019-06-03-DestinationCopy02.png

  3. Select which FormSpace you wish to copy this Data Destination to and name the copied destination.

Copy a Data Destination Configuration

Copying a Data Destination's configuration to a target Data Destination will overwrite and update the target's settings. These settings include Data Record Filtering and any ConnectionsClosed A Connection is an integration point that's used to link a ProntoForms Data Source or Data Destination to an external service to import or export data. Data Destinations and Data Sources that share the same external service can also share the same Connection..

Admin can: Users with Can Create permissions can:
  • copy any configuration to any available FormSpace.
  • make any connection used by the original Data Destination usable by the target FormSpace
  • only copy Data Destination configurations to/from any FormSpace in which:
  1. Hover over Manage Forms, confirm that you are in the desired FormSpace, and select Data Destinations.

    Mouse over the Manage Forms tab and select Data Destinations.

  1. Select the name of the Data Destination you wish to copy.

  2. From the DestinationName drop-down menu, select Copy Configuration.

    2019-06-03-DestinationCopy03.png

  3. From the dropdown menu, select the name of the Data Destination whose settings you are overwriting. You can select multiple Data Destinations to update/overwrite.

View Data Destination executions

The Data Destination Executions page provides a list of executions for a specific Data Destination. The information in the table includes:

  • Success or failure of an execution.

  • When the data was sent:

    • First Run indicates the first time that the destination executed for a particular submission.

    • Latest Run indicates the most recent time that the destination executed for a particular submission. The order of executions in the list defaults to Latest Run.

  • Note:First Run and Latest Run will often show the same timestamp. When a destination re-executes it updates the Latest Run timestamp.

  • The data that was sent (Form Submission reference number).

  • The origin of the data (Form name).

  • Details about failed or skipped executions (Details).

You can view a list of executions in one of two ways:

List all Data Destination executions

  1. Go to the Data Destinations page, and then select a destination:

    Manage Forms > Data Destinations > DestinationName

    Result: The system displays the selected destination details.

  2. Open the DestinationName dropdown menu and select List Executions.

    The "List Executions" option under the "DestinationName" menu. Select this option to navigate to display all executions for this destination.

    Result: The Data Destination Executions page opens with a list of all executions for the selected Data Destination.

    Tip:By default, the results include the past 30 days. You can change the default list settings to list executions for a different date range. You can also filter by form name and execution state.

  3. To search by date range, form name, or execution state, expand the Search Options section. Select any or all of the following options, and then select Filter:

    • Form: List All form submissions executed for this Data Destination or select a specific form.

    • Execution State: Select All types of execution states or select a specific state.

    • Date Range: Specify the date range.

      • Filter Field: Filter results by either the earliest execution (First Run) or most recent execution (Latest Run).

      • Min/Max: Enter the start and end dates.

    The Data Destination Executions page Search Options. Filter by Form name, Execution State, or Date Range (which defaults to the past 30 days). Filter results by either the earliest execution (First Run) or most recent execution (Latest Run).

  4. To sort the Data Destination Executions table by the date of execution:

    • Select First Run to list the earliest execution first.

    • Select Latest Run to list the most recent execution first.

      Sort the Data Destination Executions table by First Run (the earliest execution) or Latest Run (the most recent execution).

List all Data Destination executions for a specific execution state

  1. Go to the Data Destinations page, and then select a destination:

    Manage Forms > Data Destinations > DestinationName

    Result: The system displays the selected destination details.

  2. On the destination details page, from the Execution Statistics table, select a state to filter the results.

    The Data Destination Execution Statistics table lists executions categorized by state for that destination for the past 30 days. Select a State to view a list of executions by this Data Destination with that state.

    Note:The statistics in this table are limited to the past 30 days to optimize performance.

    Result: The Data Destination Executions page opens with a list of all executions that match the selected state.

    Tip:By default, the results include the past 30 days. You can change the default list settings to list executions for a different date range. You can also filter by form name and other execution states.

  3. To search by date range, form name, or execution state, expand the Search Options section. Select any or all of the following options, and then select Filter:

    • Form: List All form submissions executed for this Data Destination or select a specific form.

    • Execution State: Select All types of execution states or select a specific state.

    • Date Range: Specify the date range.

      • Filter Field: Filter results by either the earliest execution (First Run) or most recent execution (Latest Run).

      • Min/Max: Enter the start and end dates.

    The Data Destination Executions page Search Options. Filter by Form name, Execution State, or Date Range (which defaults to the past 30 days). Filter results by either the earliest execution (First Run) or most recent execution (Latest Run).

  4. To sort the Data Destination Executions table by the date of execution:

    • Select First Run to list the earliest execution first.

    • Select Latest Run to list the most recent execution first.

      Sort the Data Destination Executions table by First Run (the earliest execution) or Latest Run (the most recent execution).

Re-Execute a Failed Execution

If a Data Destination execution has failed, the List Executions page will contain details regarding why. Once the source of the error has been corrected, failed executions can be re-executed. Open the Data Destination Configuration page and select Re-Execute Failed Executions.

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Add a Destination to a Form

Info:This method creates a new form version. If you want to send data from past form submissions to an added Data Destination, follow the steps to Link Data Destinations to Previous Form Versions.

To add a Data Destination to your form in the Form Builder:

  1. Select the destinations tab from the top navigation pane.

    The destinations tab in the Form Builder

  2. Select the Add a Data Destination button from the side navigation bar.

    "Add a data destination" on the Form Builder Destinations tab

  3. Select the appropriate Destination from the dropdown.

  4. Configure the options based on the information in the topic Connecting Destinations and Documents to Forms

Link a New Destination to Previous Form Versions

After you’ve deployed a form, you might want to return to a previous form version and

  • send existing submissions to a new destination, or

  • attach a different document to an existing destination.

You can attach Data Destinations and documents to a previous form version. This saves you time because the form submissions automatically reprocess after you add the new Data Destination or document.

Info:The topic Link Data Destinations to Previous Form Versions describes how to link a Data Destination or document to previous form versions.

Note:Be careful if you add an email destination to a previous form version—the recipient could receive thousands of emails.

Testing and Troubleshooting Data Destinations

Data Destinations should be configured and tested carefully before using them in production. This is key to ensuring that ProntoForms data is received correctly. Please consult the recommendations for testing and troubleshooting Data Destinations.