Process Forms: Custom Fields

Applicable Roles

• HR Admin
• HR Team
• Business Office

Prerequisites

Forms: Definitions and Management Overview, Form Management: Process Form Set-up & Creation, Form Management: Claim Form Set-up & Creation, Creating and Editing Form Categories

Contents

Add a Custom Field

Field Display Options

Custom Field Types

Add a Custom Field

1. Navigate to Process Forms/Form Management

*Please reference prerequisite section above for instructions on creating process form(s) if you are starting a new form with custom fields. 

2. Select the form that you wish to create the custom field for by clicking the magnifying glass
3. When the Form displays in the lower half of the screen, click the "Custom Fields" tab
4. Select New Field:

For instructions on Shared Fields, please see: Shared Custom Fields

5. The following pop-up window, "Mail Merge Custom Field Management" will display:

All field types will appear as fields to be selected in Template Builder when creating the form and are populated by the user when the form is selected. 

6. Enter the necessary information for your custom field
7. Field Name (Required): Enter a searchable name for the grid
   1. Note: Custom Fields cannot have duplicate names
8. Select Custom Field Type (drop-down)
9. Display Order: Order it will appear in when the form is selected
10. Custom Field Display Name (Required): This is the custom field name that will display when the user selects this form
11. Custom Field Description: This will provide the user with a ? to view this
12. Default Value of the custom field
13. Custom List Items: Available when the custom field type is either Checkbox List, Custom List/Drop-down, Radio Buttons

Field Display Options

Submit (Drop-down): Editable, Editable Required, Hidden, Read-Only

All Approvals: Editable, Editable Required, Hidden, Read-Only

Display Controller Field: Allows for certain custom fields to only be visible based on prior fields answer

• Initial question must be a Custom List / Dropdown
• Display Controller Field is the name of the question that this question will be dependent on

Field Value: the answer (Option in the dropdown) from the initial question that will make the current question appear when selected.

Example: If we wanted all people who own a red truck to tell us the manufacturer, the initial question would be "What color is your truck" where we would provide a dropdown of "Blue, Red, Green". When setting up the manufacturer field, we would set the "What color is your truck" question as the Display Controller Field and set "Red" to the Field Value. ONLY when an end user selects that their truck is red, would they be asked what the manufacturer is.

14. Click Save to complete or Save and Add Another to add more custom fields and repeat steps 4-14 for all custom fields needed in the form (Clicking Cancel will back out of the window and not save your information). 

Custom Field Types

• Text - Long
• Text - Short (max 100 Characters)
  • Used for Input Masks when there is a need for a specific format of numbers or sequences that need to be entered in a specific way. Examples: Phone Numbers, Zip Codes, Birthdates or Social Security numbers:

• Calculated Field
  • Allows for custom calculations to take place based on constants or Integer custom field results
  • Allows for a Precision rounding capability of up to 4 decimal places
  • Clicking the Pencil Icon allows you to Edit the Calculation (see graphic below) clicking the green + icon will allow for additional constants in the field equation. 

• Checkbox List
  • Pre-populate selections for user, multiples allowed
  • Examples - Building selections, etc. 

• Checkbox Yes/No
  • Shows one checkbox for Yes answer, if unchecked - response will be No

• Custom List/Drop-down
  • Pre-populate selections in a drop-down for the user to select (multiples not allowed)
  • Examples - Yes/No, Building Selections, etc.

• Date - Long Display (ex. Thursday, August 15 2018)
  • Date Entry Field
• Date - Short Display (ex. 8/15/2018)
  • Date Entry Field

• Decimal (ex. 12345.6756)
  • Numeric field entry, negative and decimals allowed

• Integer (ex. 1234)
  • Numeric field entry, negatives allowed, no decimals

• Field Entry Separator
  • Not an "entry field", rather a separator that defines the fields listed beneath it

• Formatted Text
  • Allows for text to be entered through a rich text editor word processor

• File - Public
  • Allows for the user to attach a file to the form without access to SchoolFront
• File - Requires Login
  • Allows for valid SchoolFront user to attach a file to the form

• Radio Buttons
  • Pre-populate selections for user (multiples not allowed)
  • Examples - Building Selections, etc. 
  • Radio button settings include Repeat Direction and Repeat Columns.  Repeat Direction specifies how the fields are displayed on the form.  If the Repeat Direction is horizontal, the values will display from left to right.   When vertical, the fields render top to bottom.  Repeat Columns will determine how many rows there are.   Total values divided by Repeat Columns will determine how many rows are displayed.  Examples follow:
  • 
    • The above is a radio button with values Val1 - Val6, Vertical direction, and Repeat Columns 4
    • The above is the same radio button with a Horizontal direction, and Repeat Columns 4
    • The above is the same radio button with Vertical direction, and Repeat Columns 2