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Question

Question

How do you set up a form to have a section that is only visible and fillable internally?

asked on April 8, 2020

I know this is possible as we currently have this set up for a form, but I cannot for the life of me figure out how it is accomplished and the individual who set it up is no longer with our organization. The form we're creating is a very extensive and thorough application, and after it's submitted, we'd like those reviewing the application to be able to fill out a few fields on the application in a separate section that is only visible to them.

The way this is currently accomplished is with two separate forms, one only containing the applicant fields and one containing both the applicant and the internal fields, but I know there's more to it than that - I just don't know what that is.

Any help would be greatly appreciated. Thank you!

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Answer

SELECTED ANSWER
replied on April 8, 2020

There are a few different ways to do this. 

You can do it with two separate forms as you have described. Build the first extensive form for the external users to fill out. You can then copy the form to make your internal form and add the additional internal only fields. Set up a user task with the internal form and you should be good to go. If you don't want to copy the original form (or you add additional fields later on), you can also add those fields to the internal form individually. When you go to the layout designer, instead of dragging a field on to the form, go to the Variables tab and drag on an existing variable. If that variable is filled by the external user, that data will pass into the internal form. 

Or you can do this with a single form using field rules. The key here is that the external user will have a blank username when filling out the form. What you can do is add a single line field (User) to the bottom of your form, make it read-only, and set it to a default value of Current User -> Username. Then using field rules, you can 

Hide User Always

Hide Internal Section when User is blank

That way, when the external users are filling out the form, user is blank and the internal fields are hidden. When the internal user gets the same form, that hidden field is filled out and the internal fields section shows. 

6.8.0
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replied on April 9, 2020 Show version history

Thank you so much Jared! I think that second solution, using the hidden user field with field rules, is the way to go for us. That's far easier than over complicating things with different forms, especially with the complexity of this initial form. Have a great rest of your day and I appreciate you sharing your knowledge! Take care!

Edit: This did end up working, but with one caveat. The Username doesn't pull in as a blank field when not signed in, but rather pulls in as "Anonymous User". Changing the logic on the form field to match that instead fixed the issue. Thanks again!

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