Field configuration

 

 

What are fields?

Fields allow you to collect information from an entrant about an entry, user, attachment or contributor.

There are four different fields to choose from:

  1. Entry field - displays on the entry form
  2. User field - displays during registration and on a user’s profile
  3. Attachment field - field to go with every attachment on an attachments tab
  4. Contributor field - field to go with every contributor on contributor tab

add-field.png

Note: For some field types, once data has been entered to a particular field via the entry form or during registration, the field resource and field type can no longer be changed. These field types are checkbox, checkbox list, content, date, date time, file upload, and table. You’ll need to create the field again with the correct resource (Entry, User, Attachment or Contributor) and field type then delete the original field. 

Create an entry field

  1. Go to Settings > Entries >Fields
  2. Click Add field
  3. Choose Entry field and click Next
  4. Give the field a Label (seen by entrants)
  5. Choose the Tab, Categories and Field order
  6. Choose the Field type and configure any field specific options
  7. Click Save

Tip: It is recommended to keep the number of fields on the first tab to a minimum because an entry is only created (and the auto-save feature triggered) once the first tab is saved. If there are too many fields on the first tab, an entrant may forget to save their entry and lose their work. Once the entry is created, it auto-saves as the entrant completes or edits the fields.

Create an entry field using Configuration mode

  1. Navigate to Entries > Manage entries
  2. Click Start entry
  3. In the top-right corner of your screen, toggle on Configuration mode
  4. Hover your mouse in the position you want the new field to appear and click the + icon
  5. Continue configuring field as outlined above
  6. Save

For additional information on Configuration mode, see our guide: Configuration mode

Create a user field

  1. Go to Settings > Users > Fields
  2. Click Add field
  3. Choose User field and click Next
  4. Give the field a Label (seen by entrants)
  5. Enter a Field order to control the order of fields
  6. Choose the Field type and configure any field specific options
  7. Choose whether the field applies to all seasons or just the active one. Read more about User fields and seasons 
  8. Select the roles the field applies to
  9. Select the Required box if the field is mandatory
  10. Choose home page registration option
    • Step one - fields will show on registration form on home page
    • Step two - fields will show as a second page after registration
  11. Select Data protection options based on the nature of the data being collected. Read more about Data protection on fields
  12. Click Save

Tip: We recommend additional user fields are added to Step two of registration rather than Step one. The registration process should be kept simple to encourage as many users as possible to register and start an entry.

Create an attachment field

  1. Go to Settings > Entries > Fields
  2. Click Add field
  3. Choose Attachment field and click Next
  4. Give the field a Label (seen by entrants)
  5. Enter a Field order to control the order of fields
  6. Choose the Field type and configure any field specific options
  7. Click Save

Create a contributor field

  1. Go to Settings > Entries > Fields
  2. Click Add field
  3. Choose Contributor field and click Next
  4. Give the field a Label (seen by entrants)
  5. Select a contributor Tab (if more than one contributor tab is present). A contributor field must sit on a contributor tab.
  6. Enter a Field order to control the order of fields
  7. Choose the Field type and configure any field specific options
  8. Click Save

Field types

For a list of the different field types available, see Field types overview

Formatting fields

The Label and Hint text fields can be formatted using Markdown. The Label supports bold, italics and links. The Hint text field supports bold, italics, headings, lists, links and blockquotes. For more details about Markdown, see Using Markdown

Field order

The field order controls the order the fields will show on the entry tab. Fields will appear in order from the smallest field order value to the largest.

Tip: Create field order numbers in multiples of 5 or 10 to make it easier to change the order of fields later. It’s easier to add in an extra field between 10 and 20 as opposed to 1 and 2. The latter would require you to re-order all fields to keep the same order.

Note: In Configuration mode, fields can be reordered within the same tab or moved into an accompanying tab by clicking and dragging them into the desired position.

 tabsmove.gif

Field type options

Depending on the field type selected, there are different options that can be configured. For example, the Text (single line) field has options for maximum and minimum words or characters whereas a File upload (single) field has options for Maximum file size (MB) and Allowed file types.

field-options-text-single-line.png    field-options-file-upload-single.png

 

Hint and help text

You may like to add additional information to a field to help clarify or elaborate on a question. There are two options; Hint text and Help text. Hint text displays alongside the field and Help text shows in a tooltip.

hint-help-text.png

 

Field preview

On the right, there is a field preview pane which allows you to see what the field will look like before you save.

field-settings-preview.png

 

Updating field types

If you decide to change the field type of a field, you may find there is a lock on the field type or some field types are not available for selection. This lock happens when an option is selected or information added to that field in an entry. For example, a Checkbox field type can’t be changed once the checkbox has been selected in an entry.

checkbox-field-locked.png

If this situation occurs, you can copy the field, which will allow you to change the field type. To copy a field, select the checkbox next to the field and click Copy.

field-copy.png

 

Required fields

To make a field required, select the Required option on the Entrant access table.

entrant-access-required.png

Required fields are mandatory and are validated (checked for the correct value) when an entry is submitted.

What happens when a required field is left blank?

If an entrant leaves a required field blank when they submit their entry, an error message will display and the field will be highlighted in red.required-error-message.png

required-highlighted-field.png

 

Tip: For a good user experience, the field Short title is displayed in error messages rather than the Label. We recommend using a good naming convention for all Short titles so both Program managers and Entrants can identify the field.

Searchable fields

Searchable fields allow you to add some of your own fields to the Advanced search filter. Entry fields will show in the Manage entries search filter and User fields will show in the Users search filter. A maximum of three fields is allowed. For more details, see How to search and filter.

To add a field to the search filter, select the Searchable checkbox.

searchable-checkbox.png

 

Conditional fields

Entry fields can be configured to show/hide based on the response of another field. These are called conditional fields. 

Autocomplete fields

On Drop-down list fields, a search box can be added to the list to make it easier to find an option. This is especially helpful if there is a large number of options to choose from.

    Screen_Shot_2017-06-07_at_5.36.50_pm.png    Screen_Shot_2017-06-07_at_5.37.24_pm.png

To add the autocomplete search box, select the Autocomplete checkbox (the Field type must be Drop-down list to see this option).

autocomplete-checkbox.png

Video overviews

Create an entry field

 

Create a user field

Create an attachment or contributor field

Need more help? Get in touch!

We're here to help if you need it. Simply get in touch with our Client Success team through one of the methods available at the base of the page.