The most flexible Section of a Form Template is the Standard Section and the only one you can add a variety of different fields to. You can add this Section by clicking the Form button after clicking + Add Section in the Form Template Editor.
Add fields to the Form Template by dragging from the Tools Palette, which can be found on the right-hand side of the Form Template Editor, into the page space in the middle.
Grey dashed lines will show where you can drag the field to. When you drag the field to one of those positions, the dashes will turn blue. This will be where the field is placed when you let go of the mouse button.
In this guide we will look at each of these fields and explain what they are used for.
Field options
Once added to the Form Template, fields are edited by hovering over them and clicking anywhere within the blue border that appears.
Each field has a Label box which will become the title of the field.
Each field can be given a description which will appear underneath the field Label. Click Description to open the text editor.
Any field which requires data input can be marked as Mandatory within the field options. Marking as Mandatory means the field must be completed before the form can progress through the workflow.
You can also set which workflow Stage the field is visible in using the option below.
In certain fields, you may also see the Validation option. See the Add validation to a field guide for further information on how to use this feature.
Field types
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Read-only text
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This field can be used if there is a part of the Form Template that you do not want either the Line Manager or User to edit. For example, it could be used to give instructions on how to complete the Form. Click into the field to add the default text you wish to be displayed. |
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Text Input
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This field can be used to allow the User to input single or multiple lines of text. For example, the single line text input could be used to obtain a short answer to a question or used as a name field. The multiple lines option could be used as a comments box or to give space for a more detailed answer. Click into the field to select whether multiple lines should be used. You can also set whether the text should pull into the Form name, for example if your Form was called Observation Feedback, and the text in this field was 'Client Meeting', the Form would be named 'Observation Feedback Client Meeting'. |
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Date Input
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This field allows you to add a date option. It can be useful if a Line Manager is completing the Form after an employee’s review and can therefore allow them to add an accurate date of when the review took place. |
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Selection using radio buttons, a list or checkboxes
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These three fields are similar, and the one you use will depend on how many options you are presenting to the User, as well as how many you would like them to be able to select (i.e. only one option can be selected when using radio buttons, but multiple options could be selected if using a list or checkboxes).
If using the list option, each choice needs to be on a separate line within the Choices box. Users can select more than one choice when completing the Form by pressing the Ctrl/Cmd key whilst clicking on the choice. After adding your chosen field, you can change the type of selection option by clicking into it (useful if you change your mind, as you won't need to delete the Field and add a new one). |
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Tabular Data
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This field can be used if you need a table in the Form so that data can be input by the User, for example sales figures or other KPIs. You will need to enter the Row and Column headings. Each new row/column should be on a new line. |
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Field Layout
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This field can be used to present different fields side by side across the page, making better use of the space on the Form. After adding the field, further fields can be dragged into the body of the table, with the exception of Objectives, Tabular Data and CPD Status. Click on the fields inside the table to configure them as normal. You can define the number of columns and rows using the plus and minus icons when editing the Table Layout field. |
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User Data
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When clicked, this field type will open a popup containing multiple field types, all related to User Data.
CPD Status, Mandatory Training, Objectives, Profile Fields and Person Category Groups are covered further down in this table. Also shown here are the Personal Custom Fields within a User's profile. Super Administrators can create Custom Profile fields which can be grouped into tabs, for example Additional Information or Fitness and Propriety, as shown in the above example. The Create Personal Custom fields guide can walk you through how to do this. Click the plus next to one of the groups to display all of the fields within that group and drag it into the Form Template. These fields can either push or pull User data between the User's profile and the Form (with the exception of Profile Fields which are pull only). The behaviour depends on whether the Custom field mode option is set to Push or Pull. See this guide for further information on how to use this field. Certain field types can easily be converted to Personal Custom Fields. See this guide for further information on this feature. |
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Profile Fields
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Clicking on the plus next to Profile Fields, will show you a list of User profile fields. The fields are: First Name, Last Name, Full Name, Line Manager Name, Email Address, Job Title, Start Date, End Date and Employee ID. Note: These fields pull from the User's profile, but they cannot be set to push changes back. |
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Person Category Groups
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Clicking on the plus next to Person Category Groups, will show you a list of Category Groups. When pulled into the form it will automatically pull the Category that is assigned to the User from within that Group and the date it was assigned. Note: These fields must be assigned to the User and cannot be set to push changes back. |
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CPD Status
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This field allows you to automatically display a User's CPD Status as a visual gauge. Click into the field to select whether to display the current period, last completed period or last 12 months. Note: the data will not take into consideration any Activities with future due dates. |
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Mandatory Training
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This field will automatically display a User's progress through any Mandatory Training activities as a visual gauge. Click into the field to set which Mandatory Training category should be displayed when the Form is launched - only one category can be selected. You can also set the range, in months, of when the Mandatory Training was assigned. Note: the data will not take into consideration any Activities with future due dates. |
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Objectives
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This field can be used if you would like to monitor progress over a period of time. Users can pull through data entered in to this field type in to other Forms which use the same field. This makes it ideal for Objectives but can also be used for Actions, Development Needs, or anything that needs to be reviewed and progress tracked over time. For a detailed explanation of how to use the Objectives field, see the Add Objectives to Form Templates guide and the Use Objectives in multiple Forms guide. |
