Add and manage a workflow form's fields

Admins can add, edit, and reorder the fields on any workflow form. These fields are used to collect data from users, which can be reviewed using the Submissions Explorer. There are three main types of fields:

  • Contact details: includes Name, Email, and Phone Number. Each form must have at least one of these as a required field. If two or more are present on a form, the others can be made optional if desired.
  • Standard form fields: includes multiple choice, text entry, and file upload fields.
  • Multiple choice notifications: these are Radio Button, Checkbox, and Dropdown fields that trigger notifications to specific email addresses when specific options are selected.
    • For example, if someone selects a radio button option for "Reference", then you could have the Head of Reference receive a notification email when the form is submitted.
    • Each field option can notify one or more people if desired, but each person must have a LibStaffer user account in order to be selected to receive notifications.

Adding fields to a workflow form

  1. Go to Admin > Workflow Forms and click on a form's edit () icon in the Actions column.

A form's edit icon in the Actions column

  1. Under the Info & Fields tab, click on the Add Field button in the Form Fields box.

The Add Field button in the Form Fields box

  1. In the Add Field window, enter a label for your field in the Text field.
  2. From the Type dropdown, select a field type to add (some field types will have additional options to configure). See the Overview of Field Types section below for more details on each field and its options.
  3. If you want to prevent users from submitting the form without responding to this field, select the Answer is required checkbox.
    • Each form must have at least one required contact details field (Name, Email, and/or Phone Number).
  4. Click the Add Field button.

Options in the Add Field window

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Overview of Field Types

Click on a panel below to learn more about each type of field and its options.

Contact Details fields

The Name field actually contains a pair of single-line text fields used to collect both a First Name and Last Name from the user. When the Name is set as a required field, users must enter text in both the First Name and Last Name fields. Otherwise, they can enter one, both, or neither.

New forms will include this as a required field by default.

A Name field on a form's public page

The Email field is a single-line text field used to collect an email address from the user. These fields are validated to ensure that users have entered a properly formatted email address.

New forms will include this as a required field by default.

An email field on a form's public page

The Phone Number field is a single-line text field used to collect a phone number from the user. These fields are validated to ensure that users have entered a properly formatted phone number. Examples of valid formats include:

  • +1 555-123-4567
  • (555) 123-4567 x8910
  • 555.123.4567
  • 5551234567

A Phone Number field on a form's public page

Standard form fields

A Radio Buttons field is a multiple choice field that allows users to select only one option from a list of radio buttons.

A radio button field on a form's public page

When adding or editing a Radio Buttons field:

  1. Click the Add Selection button to add an option to the list of radio buttons.
  2. Use the text fields to edit the text of each option
  3. To remove an option, click on its trash can () button.
    • This will only remove the option for future submissions. Deleted options will not be removed from past submissions.

Radio button field options in the Add Field window

A Checkboxes field is a multiple choice field that allows users to select one or more available options in a list of checkboxes.

A checkboxes field on a form's public page

When adding or editing a Checkboxes field:

  1. Click the Add Selection button to add an option to the list of checkboxes.
  2. Use the text fields to edit the text of each option
  3. To remove an option, click on its trash can () button.
    • This will only remove the option for future submissions. Deleted options will not be removed from past submissions.

Checkbox field options in the Edit Field window

A Dropdown field is a multiple choice field that allows users to select only one option from a dropdown menu.

A dropdown field on a form's public page

When adding or editing a Dropdown field:

  1. Click the Add Selection button to add an option to the dropdown menu.
  2. Use the text fields to edit the text of each option
  3. To remove an option, click on its trash can () button.
    • This will only remove the option for future submissions. Deleted options will not be removed from past submissions.

Dropdown field options in the Add Field window

A Single-line Text field is a simple text entry field, ideal for collecting short responses.

A single-line text field on a form's public page

A Multi-line Text field is a large text entry box, ideal for collecting longer responses.

A multi-line text field on a form's public page

The Rich Text Box field allows you to add a block of formatted text to your forms. Although these fields do not accept user data, they can help you to organize your forms by section, provide instructions, or present any additional info that may be useful to users.

A rich text box field displaying on a form's public page

When adding or editing a Rich Text Box, you can use the built-in rich text editor to style your text. The options will be very similar to word processors and similar apps, but here are a few key options:

  1. Use the Format dropdown to insert headings.
  2. Use the Font and Size dropdowns to change the appearance of your text.
  3. Use the Bold, Italic, Underline, and Strikethrough buttons to apply those styles to highlighted text.
  4. Use the numbered and bulleted list buttons to insert simple lists into your forms.
  5. To insert a clickable link, highlight the text you want to link and click on the chain link button.
  6. Click the horizontal line button to insert a horizontal rule in your text block. This can be helpful for visually separating sections of your form.

Please note that, with Rich Text Box fields, the contents of the Text field will not display on the public page.

Rich Text Box options in the Edit Field window

The File Upload field allows users to upload a single file with their submission (maximum file size of 20 MB). Acceptable formats include:

  • Images: PNG, JPG, and GIF
  • Documents: TXT, CSV, PDF, DOC, DOCX, XLS, XLSX, PPT, and PPTX
  • Compressed: ZIP, 7z, TAR, and RAR

A file upload field on a form's public page

The Date field allows users to enter a date or select one using a built-in calendar date picker. Dates will display using the System Date Format in your LibStaffer system settings.

A date field on a form's public page

Multiple choice notifications fields

A Notify Radio Buttons field is a multiple choice field that allows users to select only one option from a list of radio buttons. Each option can be configured to send an email notification to one or more recipients when the form is submitted. For example, if someone selects a radio button option for "Reference", then you could have the Head of Reference receive a notification email when the form is submitted.

Each field option can be configured to notify one or multiple people, but each person must have a LibStaffer user account in order to be selected to receive notifications.

A Notify Radio Buttons field on a form's public page

When adding or editing a Notify Radio Buttons field:

  1. Click the Add Selection button to add an option to the list of radio buttons.
  2. Use the text fields to edit the text of each option
  3. Use the If selected, notify dropdowns to select one or more recipients for each option. A checkmark will display next to each selected user.
  4. To remove an option, click on its trash can () button.
    • This will only remove the option for future submissions. Deleted options will not be removed from past submissions.

Notify Radio Buttons field options in the Edit Field window

A Notify Checkboxes field is a multiple choice field that allows users to select one or more available options in a list of checkboxes. Each option can be configured to send an email notification to one or more recipients when the form is submitted. For example, if someone selects a checkbox option for "Reference", then you could have the Head of Reference receive a notification email when the form is submitted.

Each field option can be configured to notify one or multiple people, but each person must have a LibStaffer user account in order to be selected to receive notifications.

A notify checkboxes field on a form's public page

When adding or editing a Notify Checkboxes field:

  1. Click the Add Selection button to add an option to the list of checkboxes.
  2. Use the text fields to edit the text of each option
  3. Use the If selected, notify dropdowns to select one or more recipients for each option. A checkmark will display next to each selected user.
  4. To remove an option, click on its trash can () button.
    • This will only remove the option for future submissions. Deleted options will not be removed from past submissions.

Notify Checkboxes field options in the Edit Field window

A Notify Dropdown field is a multiple choice field that allows users to select only one option from a dropdown menu. Each option can be configured to send an email notification to one or more recipients when the form is submitted. For example, if someone selects a menu option for "Reference", then you could have the Head of Reference receive a notification email when the form is submitted.

Each field option can be configured to notify one or multiple people, but each person must have a LibStaffer user account in order to be selected to receive notifications.

A notify dropdown field on a form's public page

When adding or editing a Notify Dropdown field:

  1. Click the Add Selection button to add an option to the dropdown menu.
  2. Use the text fields to edit the text of each option
  3. Use the If selected, notify dropdowns to select one or more recipients for each option. A checkmark will display next to each selected user.
  4. To remove an option, click on its trash can () button.
    • This will only remove the option for future submissions. Deleted options will not be removed from past submissions.

Notify Dropdown field options in the Edit Field window

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Editing and deleting fields

  1. To edit a field and its options, click on its cog () icon.
  2. For a Radio Button, Checkbox, or Dropdown field, you can reorder its field options by clicking on its reorder () icon.
    • In the Re-order Selections window that appears, simply drag & drop each option into a new position and click the Update Order button.
  3. To delete a field, click on its trash can () icon.
    • CAUTION: this will delete the field and its data from your past form submissions, so be careful!

The cog, reorder, and delete icons for form fields

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Reordering fields

To reposition the fields in your form:

  1. Click on the Reorder Fields button at the bottom of the Form Fields box.

The Reorder Fields button in the Form Fields box

  1. To move a field, click and drag it to a new position in the Re-order Fields window, then drop it in place.
  2. When finished, click on the Update Order button.

The Re-order Fields window

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