Knowledge Base

Creating Form Rules | BEGINNER

FORMS – BACKGROUND

Forms are used to add, edit, and view records. End users interact most often with an app’s forms; it is important to build User-Friendly Forms to help ensure the success of an app. Dynamic Form Rules can be used to modify fields, sections, and tabs of forms given specific conditions. Use Dynamic Form Rules to customize how users interact with your app.

DYNAMIC FORM RULES

Dynamic Form Rules are tools that can be used to tailor the functionality of a form based on certain conditions and/or users. All rules have three basic parts: When, Action, Otherwise. The When of a rule determines when the rule is applicable; the Action of a rule determines what will happen given the When; Otherwise determines what happens if the When is not applicable.

Examples:

Let’s say a company has built a Quick Base app to manage their employee’s information. The app tracks name, title, department, schedule, salary, etc. in the Employee table. Based on the information collected about each employee, let’s walk through some useful dynamic form rules to add to the Employee form.

  1. Hiding sensitive information: employee salary information should not be visible to all users. To hide the information from all users but HR, create a dynamic form rule. When: the user is not in the HR role; Action: hide [Salary]

  2. Time Stamp: employees get promoted, but for it to be effective, it must be approved. To know when the approval happened is important and it can be automated with a dynamic form rule. When: [Promotion] is checked; Action: change [Approval Date] to today.

To create your own Dynamic Form Rules, follow the instructions in the Navigation section below.

Dynamic Form Rules is the third tab of the Forms Settings page (the first two are Elements and Properties, respectively). From your app’s homepage, to access the Forms Settings page, click on the table in the Table Bar(A),

click Settings (B),

click Forms (C), select the Form you would like to edit,

then, finally, click the Dynamic Form Rules tab (D). To create a Dynamic Form Rule, click ‘Add New Rule’.

Action

It is easiest to understand Dynamic Form Rules if we start with the Action. The eight possible actions are: Show, Hide, Require, Un-require, Make Read-Only, Make Editable, Change, and Display a Message. Multiple actions can be triggered by the When; to add an action, click the ‘Add Action’ button in the top right corner.

Show: this action will show a field, section, and/or tab if the given condition is applicable;

Hide: this action will hide a field, section, and/or tab if the given condition is applicable;

Require: this action will require a field if the given condition is applicable;

Un-require: this action will un-require a field if the given condition is applicable;

Make Read-Only: this action will make a field uneditable;

Make Editable: this action will make a field editable by the user;

Change: this action will set a field to a specific value – the value can be a static value or set to the value in another field;

Display a Message: this action will display a message to the user if the given condition is applicable

When

The When is the trigger that determines if the Action(s) described above will occur. The When is a condition based on a field, the record, the user, or multiple conditions.

Field: any of the eight actions described in the Action section can be triggered based on the value in a field being equal, not equal to, greater than, less than, greater than or equal to, or less than or equal to the value in another field or a specific value inputted by you;

✓ _ The Record:_ can Display a Message on being Opened, or can Change or Abort the Save (based on a field’s value) on being Saved;

The User: any of the eight actions described in the Action section can be triggered based on the user being in a specific role;

Multiple Conditions: can be set to either True or False, the conditions can be any combination of User and Field, and any of the eight actions described in the Action section can be triggered.

Otherwise

The Otherwise section outlays the result of the dynamic form rule based on the condition(s) not being met.

Dynamic form rules are a great place to start when building user-friendly forms; if you want to learn more, check out the article, User-Friendly Forms.


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