Question

Form Fields across multiple forms

Forms

Updated December 16, 2016

asked on December 14, 2016

I do not believe this is possible, but i was looking for a way to have 1 fields that works for all forms, and new forms. Like the metadata in the admin console.

Example: We have 34 forms, with 27 of the forms all using a location drop-down. They are the same list, but when we activate a new locations, or deactivate a location, we have to edit all 27 forms and add/remove the location in the drop down.

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SELECTED ANSWER

replied on December 15, 2016 • Show version history

While your original idea of sharing the location field itself between forms is not possible, using lookup can get you effectively the same behavior:

Right now, it sounds like you're saying that the location dropdown values are populated by hardcoded choices listed in the form like this:

I'm suggesting that instead of listing the values in the choices section, you add a lookup rule to your form similar to the example below from the help files:

The lookup rule would automatically populate the dropdown from values in the database and the resulting form would look exactly the same as in the screenshot you showed.

And since you are now using lookup instead of hardcoded list values, you would be able to update the list only once and the changes would apply to all forms.

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Replies

replied on December 14, 2016 • Show version history

Can you use a lookup to grab the list values from a database? Then you'd only have to change it once in the database and the change would be reflected on all the forms.

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replied on December 14, 2016 • Show version history

Users don't necessarily have to input something for the lookup to run, it can just automatically provide the list of suggested values for the field. See the examples from this page of the help files.

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replied on December 15, 2016

Yeah that isn't an option, as we can have 1 person filling out a payroll form for many locations. and locations have to be spelled exactly right, without punctuation, so it will match our folders in Laserfiche.

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replied on December 15, 2016 • Show version history

I'm not sure I understand what you mean. Using lookup to populate the drop-down options would, for the person filling out the form, behave in pretty much the same way as the location drop-downs you are already using.

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replied on December 15, 2016

OK so for example this is one of our forms. We have locations in 48 states, and employees move around the country regularly. When they go to a new location, they get new cards. The manager would use this form to order the cards, and select which location they are ordering for.

We use this location drop down across many forms, for many reason. There is nothing in the form to populate this drop down, so when we add a location, i have to add the option in the drop down.

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View 6 previous replies

SELECTED ANSWER

replied on December 15, 2016 • Show version history

While your original idea of sharing the location field itself between forms is not possible, using lookup can get you effectively the same behavior:

Right now, it sounds like you're saying that the location dropdown values are populated by hardcoded choices listed in the form like this:

I'm suggesting that instead of listing the values in the choices section, you add a lookup rule to your form similar to the example below from the help files:

The lookup rule would automatically populate the dropdown from values in the database and the resulting form would look exactly the same as in the screenshot you showed.

And since you are now using lookup instead of hardcoded list values, you would be able to update the list only once and the changes would apply to all forms.

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replied on December 15, 2016

Would this lookup prevent them from using an item that is not spelled correctly, or formatted?

For example 101 Lees Summit MO could not be entered as 101 Lee's Summit, MO

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replied on December 15, 2016 • Show version history

Yes, it would. The dropdown would only allow choosing an option from the list of locations in your database, exactly the way they are spelled/formatted in your database.

EDIT: Be sure to use a dropdown field, not a single line field.

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replied on December 15, 2016

It actually allowed me to mistype the location and still submit. It did prompt the list as i typed, but i could still type anything.

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replied on December 15, 2016

OH YES!!! That is exactly what I needed. This is better than the way the admin console works.

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replied on December 15, 2016

Glad to hear it :)

FYI you can also configure database lookups in the admin console to populate dropdowns for metadata fields in a similar way. They could even use the same database that Forms is using. You'd want to use dynamic fields.

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replied on December 16, 2016

Tessa, Looks like Laura used an Excel sheet as her data source, is that correct? If so, how do you set the data source as Excel? My Data Sources option shows SQL as my only DBMS option.

I will be using SQL as my primary DBMS moving forward, but would really like the option of being able to set Excel as an option when I'm creating and testing forms.

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replied on December 16, 2016

I use a spreadsheet and create a SQL database from the excel sheet.

I have a couple of SQL databases that are constantly changing, and in those cases the changes come from a Laserfiche form and i have workflow that adds/modifes the sql.

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replied on December 16, 2016

Laura, that makes much better sense, thanks! Looking at the Excel to SQL import info now. Thanks for clarifying.

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Form Fields across multiple forms

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