Creating Roles

Print Friendly and PDF Follow

Creating Roles

Roles customize what people see in a form, and let you target a specific group in your system based on a value they have for a particular field.  You can create roles based on responses to questions (fields) to determine what a member sees as they fill out a form, register for an event, etc.  When a role is applied to a future step of the form, it creates a conditional logic. Roles also allow you to target people for queries and segments for email marketing audiences.

Roles can be used in multiple places:

  • Audience of a page
  • Audience of a piece of content
  • Audience (segments) for an email
  • Audience for content within an email (Legacy Email only)
  • Audience for fields and categories in a form, event, donation or membership campaign

For example, if users are looking for seminars, you might want to only show them the dates and times of the particular seminars in which they express interest.

NOTE:  The options you see will vary depending on the field type you choose.

1. Decide which questions will determine what the member will see later in the form (since events are form-based, the following information also applies to event registration forms).

    Example: You have three seminars that members can attend: Investing for Dummies, Local Day Trips, and Volunteer Opportunities.

  • You want the next tab (step) to ONLY show the dates and times for the seminars the member selects as being of interest to him/her on the first tab (step).
  • To create a role, you design a question that asks the member  to select which seminar he/she is interested in and assign a role to it.  The answer to this question will determine what he/she will see later.
NOTE:  The field that drives the roles must be on a step PRIOR to the categories or fields that change depending on the member’s role. In the example above, the question asking the members which seminars they would like to attend should be on the first step (tab) and the fields asking them to choose the date/time of the selected seminar should be on the second step (tab).  Applying a role to a future step of the driving field will create conditional logic for your form.


2. When you create a field that will drive a role, you must check the box  Associate a role with this field.

Not every field will have the option to associate a role with a field.
Only fields set to Normal data storage mode provide the option to associate a role with a field.

3. Choose Role:  After you confirm your field values, you will be prompted to add the role. From the Choose Role dropdown, choose --Add New Role--.

4. Role Name:  Enter a name for the role. For this example, the role names might be “Seminar – Investing”, “Seminar – Day Trips”, and “Seminar – Volunteer”. You will create the roles one at a time.

5. There may be a Role requires all values checkbox. This option won't display all the time due to the field type. There are only certain instances when this should be utilized. The following information is helpful in understanding why you would use it.

Example: You can create a role on multiple fields by using the "Role requires all values" checkbox. For example, if you wanted to create a role for the class of 2000 in the state of Kansas, the role would be generated from the class year field = 2000 AND the state field = Kansas by enabling the "Role requires all values" setting on the role.

NOTE: It is important to understand that if you use this setting on a role then ALL of the values you select for that role would be required for a user to fall into that role.  You would never want to create a role using this setting that required two different values in the same single value field.  You could not select state = Kansas AND state = Missouri for a role using this setting since a record would never have two values in the same state field.

6. Role Field Operator:  Set the field role operator.  Options are:  Contains, Equals, Greater Than, Greater Than or Equal to, Less Than, Less Than or Equal to, Not Equal.

7. Role Value:  Set the value that members need to select in order to meet the role. For this example, the value for “Seminar – Investing” would be Investing for Dummies.


8. Click Add Role.  If you have multiple roles to create, you will go through steps 3-7 again.

9. Once all of the roles are created, a grid with the roles for this field will be shown.


10. When you are finished creating the roles for the field, click Close.

11. Now that the roles are created, you may proceed to the step (tab) where you want to display the role-based categories or fields.

12. Set the Audience for the category or field (depending on how you decide to set it up) to one of the roles created earlier.

For example, you would set the role for one of the categories or fields to “Seminar – Investing”, another to “Seminar – Day Trips”, and another to “Seminar – Volunteer”.

NOTE:  When using role-based categories or fields, make sure there is something to see on the page for everyone who will land on that step. You don’t want people moving to a step and seeing a blank page since they do not meet the criteria for the role for any of the items you created on that step.

Video Tutorials
Have more questions? Submit a request