Form Builder
Conditional visibility
Show a field only when it's relevant. Select the field, open the Rules tab, and turn on "Conditionally visible." Then build the rule under "Show this field when…" A hidden field isn't shown to the submitter and isn't required while hidden.
Building a condition
A condition is a field, an operator, and (for most operators) a value to compare against — for example, "Show this field when Trip type is Overnight." Add more conditions with "Add condition" and combine them with AND / OR.
Operators by field type
The operators offered depend on the type of field you're comparing against:
| Field type | Operators |
|---|---|
| Short text | is, is not, contains, has an answer, is blank |
| Long text | has an answer, is blank, contains |
| Number | is, is not, is more than, is less than, is at least, is at most, has an answer, is blank |
| Calculated number | is, is not, is more than, is less than, is at least, is at most |
| Dropdown / multiple choice | is, is not, has an answer, is blank |
| Checkbox (single) | is checked, is not checked |
| Checkboxes (with options) | includes, has any checked, has none checked |
| Date | is, is not, is after, is before, has an answer, is blank |
| Submitter (role, classification, site) | is, is not |
"has an answer" and "is blank" check only whether the field was answered, so they need no comparison value.
Whole sections
A section can carry a condition of its own: open the section's menu on the canvas, choose Edit name & color, and turn on "Show only if." The rule is built the same way as a field's — for example, "Show this section when Request type is Field trip."
A hidden section hides every field in it at once: none is required, none is saved with the request, and each counts as zero in any calculation that reads it. A section can't depend on its own fields, and a field inside a hidden section stays hidden even if its own rule would show it.
Hidden fields and totals
A field hidden by a rule counts as zero in every calculation, so an expense that is switched off drops out of the total even if a number was typed into it earlier. Totals are recalculated when the request is saved, so the stored total always matches the stored inputs.
Picking an option fills in other fields
A dropdown or multiple-choice option can fill in other fields when it is picked: a pre-approved trip fills in its destination and name, a program fills in its cost. Select the choice field and open its Auto-fill tab. Switch on "Picking an option fills in other fields", add each field, and say how it fills in: it copies the option's name (nothing to type), always takes the same value, or takes a different value for each option, typed in the options table (Edit all options on the Options tab). Leave a cell blank and the person fills that field in themselves.
While a picked option fills a field, that field shows the value and stays locked; change or clear the option and it opens again. The values are written again when the request is saved, so a filled field always holds what was set up. A calculated field, a checklist, or a field whose options depend on another answer cannot be filled in, and only a text field can copy the option's name.
Visibility vs. workflow routing
Conditional visibility changes what the submitter sees. To change where the request routes after submission, use decision outcomes in the workflow; to skip a step for some answers, give the step a run condition.