A form field is an individual element on an Apricot form where users can enter data. This could be a text box, dropdown menu, date picker, or any other available field type in the Form Designer. As an administrator, you have the ability to customize the fields in your forms to ensure you're collecting the exact data you need.
To add a field to a form, drag and drop the name of the field from the Field Choices palette to the main body of the form section. You can then click the gear icon at the top-right of the field to view its properties. Each field type has an assortment of properties that customizes its behavior or appearance; these settings control what kind of data is collected, how the data is organized, and how it's pulled into reports.
Continue reading below to learn more about the available field properties and how each setting impacts the way users interact with the field.
Step 1: Open the Field Properties window
Click the gear icon at the top-right corner of the field box to open the field's properties. These settings govern the individual field.
Step 2: View the field type
The title of the window displays the field type being used next to the field name. Each field type may have different field properties and display styles available in this window below the standard properties.
Step 3: Edit the field name
You can edit the displayed field name. Every field must have a unique name in order to publish the form.
Step 4: Configure the field properties
The Standard Properties determine how users interact with the field:
Required
The field must be filled out before a record can be saved. Required fields are identified by an asterisk (*) after the field name.
Duplicate Check
Apricot will automatically check the information recorded in the field against other existing records to ensure users do not create duplicate records. Duplicate Check fields are identified by a double-square icon next to the field name, and are automatically made required as well.
Notes:
The following field types cannot be set as "Duplicate Check": Check Box, Multi Drop Down, Address Global Lookup, Address Lookup, Append Only, Multi-Line, All Calculation Fields, Scheduler, Attach Doc, Image, Link, Label, Record Lock, Signature, and Email Trigger.
Setting a Duplicate Check field on a Tier 2 form will only check for duplicate data within the Tier 1 record's Document Folder as opposed to checking across all Tier 1 records in Apricot. Tier 2 Duplicate Check fields are also ignored when using Batch Record Creation, Copy Record, or the Registration Grid.
Quick View
The data stored in this field will be displayed in a column when searching for records to preview their content.
Searchable
Users will be able to search for records based on the data collected in this field by selecting the field in the "Add Search Field" dropdown.
Locked
Users can view information in this field but will not be able to add or edit data.
Hidden
This field will not be visible to users when filling out a record and cannot be populated with new data. This can be useful for calculation fields or other fields users don't need to see during data entry. Hidden fields are identified by a gray gear icon (instead of green).
Restricted
The field will be essentially locked and most properties (not including "Quick View" and "Searchable") cannot be edited by anyone except the Support team. To have this property removed from a field, please contact Support.
Step 5: Save your changes
Click "Apply" at the bottom of the Field Properties window to save your settings.
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