Advanced Form Design Tools

Form fields and workflow will vary greatly between modules but there are fundamentals that are present in all forms. A field names within a form has to be unique.

Common Field Elements

Name

This is the field name or caption.

Help

This text will display as pop-up help text when a user hovers over the question mark in the field.

Hint

This will display in the field as a grey text when the field is empty and serves as an example of what input is expected.

Default Value

This is the value that is automatically set for the field when creating a new record. For example, the current date can be set in a date field when a new record is created.

Mandatory

A mandatory field must have a value entered into it before the record can progress to the next workflow step. Mandatory fields are marked with a red asterisk and are highlighted in red if left blank. If a mandatory field is hidden due to visibility conditions or workflow then will not be validated allowing the form to progress through workflow normally.

• Note on Hierarchy Types: The "Default Mandatory for New Forms" option in Administration > Hierarchies tab no longer overrides the mandatory setting of the hierarchy type within individual forms.

Field Visibility Condition

Visibility conditions allow for the configurator to determine when a field is displayed based on one or more conditions. These conditions can refer to values in specified fields, or the editing user's group or hierarchy. This is useful to only showing fields that are relevant to the specific user. This can also be applied to entire sections.

Adding a RECORDLINK Field

To add a Record Link field to a form:

1. Select Add Field.
2. Enter a Name and optionally, Help text and Hint text.
3. Select [RECORDLINK] Link(s) to record(s) from a defined Module in the Type drop down list.
4. Set if the field is Mandatory.
5. Toggle the Select button as required (allows linking to existing records).
6. Select the target module and form for the linked records.
7. Choose the Record Link Type (e.g., Link or Clone).
8. Add fields to the Table Column Editor to define what information from linked records is displayed.
9. Enter a Button Caption for creating new linked records (e.g., Log New).
10. Select Ok.

Advanced Validation

Advanced Validation Rules are available for some field types to restrict user input. For example, a DATEFIELD "Next Review Date" can be set to only accept a future date.

Applying Advanced Validation

1. Select the field.
2. Select Advanced Validation Rules button.
3. Select the validation rule.
4. Select OK.

Visibility Conditions

A field or section can be made visible based on one or more conditions related to field values, user groups, or hierarchy. This is useful for showing only relevant information.

Types of Visibility Conditions

• Field Condition: Visibility based on a selection in another form field.
  • TRAINING fields can be used, basing visibility on selected competencies.
  • For RECORDLINK/REVERSE_RECORDLINK fields, visibility of the next workflow step button can depend on the workflow step of linked records.
• Group Condition: Visibility based on the user's group.
• Hierarchy Condition: Visibility based on a hierarchy selection in the form.

Multiple conditions can be applied, matching any or all conditions.

Configuring Field Visibility

1. Select Edit on the field.
2. Select Field Visibility Conditions button.
3. To add a Field Condition:
   • Select Add Field Condition.
   • Choose the dependent field.
   • Specify if the condition should contain or not contain a value.
   • Select the value for the condition.
4. To add a Group Condition:
   • Select Add Group Condition.
   • Specify if the condition is or is not a group.
   • Select the Group.
5. To add a Hierarchy Condition:
   • Select Add Hierarchy Condition.
   • Select the Hierarchy level.
   • Select the value from the Hierarchy level.
6. If multiple conditions are applied, choose Match any condition or Match all conditions.
7. Select OK.

Configuring Section Visibility

(Follow similar steps as Configuring Field Visibility, but select Edit on the section and use the Section Visibility Conditions button.)

• Note on RISKRATING Field Conditions: When configuring RISKRATING field conditions for Section Visibility, only values from the risk matrix applicable to that field will be shown.

Section Templates

Saving a Section as a Template allows you to insert it into any other form that you create. Using templates saves time and once the section template has been added further changes can be made to the fields using all standard editing options available.

Save a Section as a Template

1. Navigate to the section that is to be saved as a template.
2. Select Save As Template on the section header.
3. Enter a Name for the template.
4. Select Save.

Add a Template to a form

1. From the Form Editor window select Add Template.
2. Select from the available saved templates the template to add to the form.
3. Drag and drop the newly added section on the form as required.