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      In what ways can we update to the new version of "Hidden until" in our current case management workflows?

      Since the "Hidden until" feature can now account for specific selections in lists, you no longer need to create multiple fields with separate options to determine the user’s choice.

      Background

      The previous version of Hidden until could not handle keeping a field hidden until a specific value was selected from a list. Therefore, we previously recommended splitting these values into separate lists to achieve the expected functionality. See the example in the video.

      With the latest update of Hidden until, it is now possible to display selected items when a specific value is chosen from a list.

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      In this article, we describe what you should consider if you wish to use Hidden until for specific selections in lists within existing workflows, where you have previously followed our recommendation to split these values into separate lists.

      We will use the examples with the checklists Yes and No to clarify the process.

      Note:

      The Addons - Send Message feature unfortunately does not support sending different messages based on the selected option in a list. If you have created lists with only one option and are using this feature to send messages, we recommend refraining from changing your case flow according to the instructions presented below.

      💡 Example 1. If your form has a relatively small number of cases


      If the form does not contain a large number of cases, it may be advantageous to redesign it and link items to specific selections in lists. This option is recommended since all information is then retained within the same form, facilitating processes such as historical data retrieval.

      1. Inform the organization in an appropriate way that no changes should be made to existing cases and that registering new cases in the form should be temporarily avoided. This is to ensure that administration can proceed without interruption.
      2. In the current form, create a list to replace the lists you previously had (for example, the “Yes” and “No” fields in the video can now be included in the same checklist).
      3. Search for all cases set to “Yes”. Then open each case and select the “Yes” option in the list created in step 2.
        1. Search for the next value (“No”) and set it in the new list. 

          Repeat this step for each option that previously existed as a separate choice so that all can now be managed within the new list.

      4. Once all cases are updated with selections in the new list, go into the form settings and configure Hidden until to work from the new list.
      5. Verify that existing cases are correct and that registering new cases functions as intended. Afterward, hide or remove the old individual lists (“Yes” and “No”) from the form.

      6. If you have created individual queries or queries through process maps that use the old individual fields, update these to use the newly created list.
        Don’t forget to adjust         Standard fields in the Query Builder as well.

      7. Inform the organization that the process is complete.

      💡 Example 2. If your form has a large number of cases

      If the form contains a large number of cases, and the updated version of Hidden until would simplify future registrations, it may be most advantageous to Duplicate the form without the existing cases. In this way, you can retain your original form with current cases and then begin a new form for new cases.

      1. Duplicate the form without existing cases.
      2. Disable the ability to register new cases in the original form. (Do not Archive or Deactivate the form to allow the completion of ongoing cases.)
      3. Modify the form with the new Hidden until features.
      4. Note that access settings for the form do not carry over upon duplication, so these settings need to be reviewed.
      5. Keep in mind that you may need to change or add new queries in, for example, process maps or if you have saved queries.
      6. When the duplicated form is ready, you will have two forms: one with the old design and one with the new.
      7. Wait to archive the original form until all registered cases are resolved.
      8. As soon as all cases in the original form have been handled, you may choose to Archive it. This allows you to continue searching among existing cases, such as for gathering statistics.
      9. Remember to inform the rest of the organization about the new form.

      Related Content:

      • The Hidden until field property

      Last updated: 12 November, 2024