Under the Fields tab in the form editor, you can find all the different types of fields available to populate your form. You can easily drag and drop a field into your form to create your unique template.
The system offers a wide range of field types grouped into five categories:
- Text & Image
- Numbers & Figures
- Lists
- Fields & Sections
- Attachments & Metadata
These fields serve as foundational components for creating a form tailored to your specific needs and requirements. Once a field has been added and selected, a blue frame will appear around it. You can then configure detailed settings for the selected field using the menu displayed in the right-hand column under the Field heading.
Below is an overview of the various properties available. Note that the settings you can adjust for a specific field depend on the type of field chosen.
Properties of Field Types
- Unique ID
Each field type has a specific ID that can be used for export functions, such as webhooks or triggers. - Column Widths
Fields in your form can have a width of 1, 2, or 3 columns, allowing for flexible layout customization. -
Mandatory Fields
Enabling the Mandatory Field option prevents users from saving or modifying an entry unless all required fields are filled out.
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Display in Graphs
When Display in Graphs is activated, the field becomes a selectable parameter when exporting search results as graphs.
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Custom Sorting
Activate Custom Sorting for fields like lists. You can manually drag and drop list items into your preferred order instead of using alphabetical order. This sorting is configured under Options.
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Options
Under the Options menu, you can:
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- Create new items for a list.
- Rename items.
- Delete items.
- Disable items.
- Merge multiple items into one.
- Link Options To
Allows you to link multiple lists so that a user’s choice in the first list determines the available options in subsequent lists.- After selecting Link Options To, a link icon appears above the field.
- Select a value in the first list, click the link icon, and associate the relevant values in the subsequent list. Repeat for all values in the first list.
Tip: Combine linked lists with the Hidden Until feature to ensure users complete fields in the correct order.
- Use Options From
If you have multiple lists or person lists that share the same information, you can link them to one another. Managing a single source list will automatically update all linked lists.
Tip: Frequently used values that need to be shared across multiple forms can be created as a Global List for easier management.
- Default Value
Use the Default Value setting to pre-fill a field with a specific value, such as a preselected list item.
Be cautious when using default values, as users might save unintended data without realizing the field is auto-filled.
Note: A default value is saved if:
- The field is in the section being edited.
- The editor has visibility or editing permissions for the field.
- No value has already been saved in the field (applies to all field types).
Advanced
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Hidden Until
The Hidden Until feature ensures users follow a structured flow by hiding specific fields or sections until one or more prerequisite fields are completed.
This feature improves data quality and ensures essential information is provided before proceeding to the next step.
Benefits:
Minimizes the risk of missing or incorrect information.
Guides users through a logical workflow, improving usability and efficiency.
Learn more: The Hidden until field property
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Access
In the form, you can restrict authorized users’ access to specific fields, sections, groups, or repeating fields within the form.
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Select the field you want to restrict access to.
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Then click on Access, choose Specific Profile, and configure the access settings for each profile authorized to use the form.
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If you select the None option, the field will be hidden from all users.
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Done when
When using the Repeating Fields field type, you have the option to define which fields fulfill the criteria for marking an action as complete. Once the criteria are met, the system displays a green checkmark on the repeating field that has been addressed.
This is a useful feature when a case includes multiple repeating fields managed over time.
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Help Text
For every field created in the form, you can add a help text. Help texts are indicated by a small question mark in the top-right corner of the field. The text is displayed when the user hovers over the question mark with the mouse pointer.
Last updated: 10 December, 2024