Field property
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      Field Types and Their Properties

      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:

      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.

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      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.

      • Display in Graphs

        When Display in Graphs is activated, the field becomes a selectable parameter when exporting search results as graphs.

      • 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.

      • Options
        Under the Options menu, you can:

        • 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 created multiple lists or person lists in your form that should contain the same information, you can link these lists together.

        This connection ensures that you only need to manage the primary list, and all linked lists will be automatically updated.

        Other linked lists will have grayed-out icons in the Option Settings for the specific list, indicating that they are connected.

      Tip: Frequently used values that need to be shared across multiple forms can be created as a Global List for easier management.

      • Default Value

      With the Default Value setting, you can, for example, preselect an option in a list that you want to be pre-filled when a user registers a case. However, the user can still choose a different option from the list if needed.

      It is important to be cautious when using the default value function, as it may lead to users saving unintended data if they do not actively fill in the field themselves.

      For example, if a user edits a section with multiple fields and only enters text in a text field before saving, a date field further down the section may have a default value automatically applied —something the user might not have noticed or intended to save.


      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. 

        It is important to note that the default value is always saved, regardless of whether the field is hidden or visible using the Hidden Until function.

      • No value has already been saved in the field (applies to all field types).

      Advanced

      • 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

      • Access
        In the form, you can restrict authorized users’ access to specific fields, sections, groups, or repeating fields within the form.

        • Select the field you want to restrict access to.

        • Then click on Access, choose Specific Profile, and configure the access settings for each profile authorized to use the form.

        • If you select the None option, the field will be hidden from all users.

      • Done when

      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.

      • 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: 29 January, 2025