Fields - Forms

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Fields are the questions you are asking or the data you are collecting. You can have multiple Fields in a Category.

TABLE OF CONTENTS

You will no longer be able to create fields with names that include - debit, credit, routing, bank, cvv, security, ssn, card, route, ach(exact match), social, code, account, ccno, ccnumber, cc_month, cc_year, expires, expiration, exp_month, exp_year, expdate, expiry, or any any field that fits the XXX-XX-XXXX format.  Please contact App Support if you need to create a field using this information.

  • These rules apply to Field Name, Display Name, Search Name, Export Header Column Name, and Custom Profile Label.
    • These rules will only apply to existing fields if one of the above fields is being modified.
  • These rules will not apply to the rich text field type

 

Adding Fields

Fields can be added to a form in three (3) ways.

 Quick Add Field:
1. Make sure you are in the Category you want to add a field to.

2. Click Quick Add Field. Each time you click Quick Add Field, an empty field will be placed on the form so you can fill in the necessary information.

3. Enter the Field Name and the type of Data Field you want to use. Check the Required box to force users to fill in the information in the field.

4. Click   by the Category Header to save the Quick Fields.

 Add New Field:
1. Make sure you are in the Category you want to add a field to.

2. Click Manage Category and then choose Add New Field.

3. Field Name: This is the name visible to Admins when searching the database. It can be thought of as the more “technical” or shorthand name. It will default to being the Display Name as well if a different Display Name is not entered.

4. Display Name: The Display Name should be a more attractive/user friendly version of the Field Name. It can be thought of as the full question you want to ask or the piece of data you want to collect.

5. Check the Make this field required box to force users to fill in the information in the field.

6.   Show Advanced Options:

  • Search Name box: The name entered here will be available to members via the Search area.
  • Export Column Header Name:  The column name for the field that you will see in reports.
  • Custom Profile Label: Useful for putting in text that is more attractive to members when viewing the profile. This is often used for the Mentoring and Webcard area of the Profile.
  • Token Name:  The field can be set to be a Token, which is useful for personalizing communications.
  • Allow cloning of this field:  The field can also be set to be “cloneable” in the future.
  • Form Field CSS Class - This option allows administrators with knowledge of CSS to add classes to the form field wrapper (i.e. the wrapper around the element and its label) to style the look of the field. 

NOTES:

  • The Form Field CSS Class field is only displayed if flexible forms is turned on for your site. 
  • This does not handle multiple instances of instance fields.  This means that the if you change the CSS class on an instance field the change will be applied anywhere the field is used.
  • You must have Architect admin rights to see the System Alias and DB Column Name advanced options.
  • Set the Active Date Range for the form.

7. Audience:  Select the Audience for the field.

  • Everyone –
  • Ask unregistered users to create a Non-Member account before continuing.  Users will be required to create a non-member account to access this content.
  • Allow unregistered users direct access to the form.  Audience does not need to be logged in to view this content.
  • Logged In - Members must be logged in to view this content.
  • Role - Only members who fit the criteria for a certain role (i.e., Class of 1992, Current Students, or Female alumni) will be able to see this content. Choose from the previously created list of roles in the dual list box and use the arrows to select.
  • Deny Access to the following  You may also exclude certain groups from the Audience by using this checkbox.  Then, choose from the previously created list of roles and use the arrows to select a group to exclude.
NOTE:  To customize content on steps for different types of members, fields and categories can be role-based.  For example, a form/campaign/event can be designed so only accountants would see information on an accounting seminar, only information technology people would see a software class, etc.  However, to create a good user experience, you need to make sure everyone sees something on every step (so some roles are not taken to a blank page).

8. Data Field Type:  Select the type of data field you want to use, such as dropdown list, checkbox, etc. Depending on the type of data field you pick, you may have additional information to enter.

9. Data Storage Mode options (the options shown depend on the data field type):

  • Normal – Standard field creation that allows new data to overwrite old data (default setting)
  • Instanced – An instance field will save each change a member makes to a field as an "instance" and will not overwrite the previous data.
  • Reusable Instanced  - Allows this data field to be re-used within the same form type

9. Associate a role with this field - based on the value they choose, users will be placed in a role.  More information on Creating Roles

10. Click Next.

 

Add Existing Field

Using existing fields avoids duplication of fields that already have member data; fields will be pre-populated with data for people who log in.  Existing fields are only available from other standard forms/profiles (not from commerce forms/events/campaigns).

1. Make sure you are in the Category you want to add a field to.

2.  Click Manage Category and choose Add Existing Field.

3. Select Fields: There are 2 ways to select existing fields.

  • Quick Fields List – Choose from an alphabetical list of fields to add to your form.
  • Select from a form - Select from a list of existing fields in previously created forms to find the desired field.  Click on the plus signs (+) to drill down in the hierarchy to select a field.
  • There are two options available for using an existing field if it is “cloneable”. (Profile fields are not set up to be cloned, so you will go directly onto the event registration form once the field is selected.)
  • Copy (Reuse) - Copy will re-use the existing fields, and any changes made on the form will be saved on the original also.  This is the most commonly used option.  These fields are pre-populated for people who are logged in.
  • Clone (Save As) - This option will allow you to do a "save as" and give the field a new name for this form without affecting the original field. The field will look like the original field, but will be considered its own “new” field.  Profile fields cannot be cloned.
  • Make your selection and click Add Selected Fields.

 

Editing Fields

When you hover over a field, a floating toolbar will appear on the right hand side of the field. Each of the icons allows you to edit the field in some way.

1. Use   to move a field. Click and hold the field in order to drag and drop (move) the field.
2. Click  to edit a list of display values.
3. Click , to edit a field.
4. Click , to delete a field.

  • A window will display showing you the delete options:
    • Remove from the form, but leave it in the system.
    • Remove it from the system completely.
  • Make your selection and click Delete.
  • Click OK on the verification window.
NOTE:   Delete fields from the system if you no longer have use for them, don’t need any data attached to them and don't need them appearing on other forms. If you mistakenly added a field to a form or created it incorrectly and want to get rid of it, failing to delete it from the system will keep it on your existing fields list. To remove it from the system, you can add it back onto a form and remove it from the system completely.


Field Sorter

From  Manage Category  dropdown, select  Sort Fields.
 

Sort Fields

To sort the fields on your form/event/campaign, hover over a field until you get the four arrows  icon. Then drag and drop the fields to the desired location.
Click Update to save your changes.


Remove Fields

To remove a field from the form, check the box in the Remove column beside the field.  Click Update to save your changes.  (This will remove the field from the form, but not from the system.)

 

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