With Case IQ's Form Builder, you can:

• Add new custom and data forms (see Add a Custom Form and Set up a Data Form).
• Edit existing custom, data, and standard forms.
• Deactivate or activate existing custom and data forms.

This article covers everything you can do in the Form Builder for any form type. To load an existing custom, data, or standard form in the Form Builder, click a row in the Forms grid. The Form Builder will automatically save your changes to a form in the system, but it will not be public until you publish the form. This means that:

• If you are creating a new form, it will not be available in the application for General Users until you publish it. 
• If you are editing a form, your changes will not be public until you publish the form again, but the previous version of the form will be available in the main application. 
• If a user is editing a form record while you publish changes for that form, the user can migrate their in-progress changes to the newly published form to avoid losing data.

Edit a Form

Click the Edit button in the Form Builder to modify an existing form.

The form will now be in edit mode, so you can add, edit, move, and delete dynamic fields, sections, and tabs and edit the form’s properties. You can check the currently active version of the form while in “Pending Changes” status as well. Click the page menu and select “View Active”. Then you can return to edit mode by clicking the Edit button again.

Deactivate or Reactivate a Custom or Data Form

You cannot delete a custom or data form after it has been published but can deactivate it. You cannot deactivate standard forms.

To set a custom or data form to “Inactive” status, load the form in the Form Builder, click the Form Builder’s page menu, and select “Deactivate”. You can set an inactive custom or data form back to “Active” status by clicking the Publish button. Reactivating a custom form will restore all records of this type in the application. If you reactivate a data form, (1) the data form’s search field in its sections on standard or custom forms will be restored and (2) you can add data form entries for it again.

Add a Field

To add a field to a form:

1. Click the + Insert Fields button or the right arrow icon to open the Field Type sidebar.
2. The Field Type sidebar contains all available data types you can add to the form. See a glossary in the "Field Types" section below.
3. Use the “Search field type…” search bar to find a specific data type in the list. To add a field type to your form, click and hold the field type in the Field Type sidebar, drag it to the Form Builder, and let go of your cursor over the + Insert Fields section. 
4. The field will be added to the page and the Field Type pop-up will be displayed, where you can fill in the field's properties. See a description of all field property options in the Field Type Properties section of this article. 
5. When you have finished entering the field properties, click Save on the pop-up. The field will now appear on the Form Builder.

Field Types

The Field Type sidebar on the Form Builder will contain all available data types you can add for the form type. See the chart below for a description of all field types and the forms on which they will be available:

Field Type Properties

In the following table, see a description of field property options and the forms on which they will be available:

For certain data types, there will be additional options in the Field Type pop-up, where you can set more properties of the field. See the table below for details on the options you can set for each field type.

Edit a Field

To update a form field’s properties, click the field on the Form Builder when the form is in edit mode. The sidebar will load the properties of the field. Complete your adjustments as needed and click the Save button at the bottom of the sidebar.

Add a Picklist Option

After adding a picklist type field, you can set the options to display in the picklist dropdown menu using the following steps. Any picklists created in the Form Builder will be populated in the Picklists page in Settings (see Configure Picklist Options).

1. Click the picklist field on the Form Builder to open the field’s properties on the sidebar.  
2. Click the Value tab on the sidebar.
3. In the “Value” field, type a picklist option to show in the picklist dropdown menu, then hit Enter or Return on your keyboard. As shown later in this section, you can also paste a list of items in the Text field.
4. Using the “Sequence” field, you can indicate the position in the picklist menu in which the option should appear by entering a number. If you do not add a sequence number, the options will be sorted alphanumerically.
5. If you are editing a form and picklist field that are available on your application's portal, you will see an additional “External” checkbox in the field properties sidebar. You can check the “External” checkbox to show a picklist option on the application's portal so that portal users can see the value in the picklist dropdown.
6. Click the Add button to add the option to the picklist. 

Using the Form Builder, you can quickly add values to picklists in bulk. Copy a list, then paste the list in the Text field and click the Add button. Case IQ can add up to 100 values at once, so if you need to include more than 100 values in the picklist, you will need to copy and paste values in the Value field multiple times.

After adding options for a picklist, you can choose to display one of the picklist's options by default on the record type's form before a user selects an option. On the Form Builder, click the picklist field for which you want to set a default value. In the “Default Value” dropdown, select a value from the picklist you want Case IQ to display by default.

Editing Picklist Options

You cannot update the “Value” field of a picklist option for data integrity purposes. If you made an error typing in a picklist option's “Value” field, delete the picklist option, then add a new option with the correct “Value”.

To change the order in which the option is displayed, click the picklist option in the sidebar's Values tab, enter a number in the “Sequence” field, and click the Save button above the grid.

 

Set Up a Dependant Picklist

You can create a picklist whose values are dependent on options in an earlier picklist on the form, or a “child” picklist. See the steps below to create a child picklist and read more on parent and child picklists in Configure Picklist Options.

1. On the Properties tab, click the “Dependent” toggle. A dropdown menu will appear under the “Dependent” toggle, where you can select the parent picklist. The parent picklist must already be added to the Form Builder before you can set dependent values in this picklist. Click the sidebar’s Save button.
2. Click the Value tab. The parent picklist will be displayed above the “Text” and “Sequence” fields. Select a value from the parent picklist. Then, enter the values that should appear in the child picklist when that parent value is selected. 
   1. In the example below, when the user selects “Ontario” in the “Region” picklist, the following options will be displayed in the “Location” picklist: “Barrie”, “Windsor”, and “Ottawa”. 
3. Click the Add button to create the child picklist values. You can review the picklist values and their parent values in the tab’s grid.
4. Click the sidebar’s Save button to save all picklist values for the child picklist.

Move a Field

You can change the order of fields on the form. Click and hold a field, move your cursor to another location, then let go of your cursor to place the field.

If your form has more than one tab, you can move a field to another tab by dragging the field to the tab name and dropping the field on the Form Builder.

Delete a Field

You can delete a field on the Form Builder using either of the following methods:

• Hover your cursor over the field on the Form Builder and click the Delete icon.
• Click the field on the Form Builder, then click the Delete button on the left sidebar.

Restore Deleted Fields 

If you delete a field after the form was published, you can restore it by clicking the “Deleted Fields” tab on the Field Type sidebar. Deleted fields will not appear on records or in search results, but the field data will not be deleted in the Case IQ system.

 

Add a Tab

You can organize long and complex custom and case forms by adding tabs at the top of the page. Users can click through the tabs to see additional fields. 

To add tabs to a form:

1. Click the + Add Tab button. When adding a tab to a custom form, any fields and sections currently on the form will be added to the first tab. Any additional tabs will be empty when they are created.
2. In the New Tab pop-up, fill in the following fields, then click the Save button:
   1. Caption: type in the text to display on the tab header.
   2. Show on Intake: choose if the tab should be displayed on the form to add a new record. If "Show on Intake" is switched to "On", the tab will appear on the New Form page of the form type.
   3. Show on Portal: for the case form, choose if the tab should be displayed on your application’s external portal (the Report Online form). If you do not see the "Show on Portal" toggle, the external portal has been disabled for your application.
   4. Show on Hotline: for the case form, choose if the tab should be displayed on the Hotline Intake form for hotline agents submitting a case on behalf of a caller. If you do not see the "Show on Hotline" toggle, the external portal has been disabled for your application. 
3. The tab will be added. Click the + Add Tab button to create more tabs.

Move a Tab

You can reorder tabs just like fields. Click and hold the tab caption, then move your cursor to the left or right. Let go of your cursor when the tab is in the desired position.

Edit or Delete a Tab

You can update the tab properties by hovering over the tab caption and clicking the Edit icon. The tab’s properties will appear on the sidebar, where you can edit the tab’s caption, change the intake methods for which it will be displayed, create display rules (read more in Set up a Display Rule), or delete the tab. When you delete a tab, its fields and sections will be deleted too. Fields that have not been published will be permanently deleted. However, you cannot delete locked tabs. 

However, you cannot delete locked tabs. To check if a tab is locked, hover over a tab to confirm if there is a lock icon.

Add a Section

Organizing your standard or custom form into sections can make long records easier to read. You can also create complex, dynamic custom forms by adding rules for when to show sections (refer to the Set up a Display Rule section of this article for steps). 

To add a section:

1. Find the “Section” field type at the bottom of the Field Type sidebar. 
2. Drag the “Section” field type to the Form Builder. 
3. In the New Section pop-up, enter a name for the section in the “Caption” field. You may choose to hide the section on intake, similar to forms and tabs. 
4. Click Save to create the section. 

The section will contain its own + Insert Fields box, where you can move or add fields.

Move a Section

Similar to fields, you can rearrange the order of the section on the form by clicking, holding, and dragging the section to a new location. To move a section to another tab, click and hold the section and drag it to the tab header, continuing to hold the section. Then move the section to the location you would like to place it on the tab’s Form Builder and let go of your cursor.

Set up a Display Rule

You can use display rules to create context-sensitive forms that react to user input. Display rules control when a user can add a custom form type for a case or when a field, section, or tab is available on the form. Case IQ will show the field, section, tab, or the option to add a custom form type when the display rule's criteria are met. You can also create complex display rules to describe multiple, separate scenarios in which a field, section, tab, or custom form should be shown.

Display Rules for Fields, Sections, and Tabs

You can specify when a field, section, or tab should be displayed on the record based on other field values entered by the user. If you add display rules to a section, the rules will apply to all fields in the section. Additional visibility rules may be applied to the section’s fields, but the section’s rules will take priority. 

To create display rules for a field, section, or tab:

1. For a field or section, click the field or section on the Form Builder to load its properties on the sidebar. For tabs, click the Edit icon.
2. Click the “Rules” tab in the sidebar, then click the Add Display Rule button.
3. In the Display Rules pop-up, use the “Search fields…” dropdown menu to select another field on the form on which to base the display rule, or the “parent field”.
4. Choose an operator for the statement, or a logical phrase telling the system how to search for the keywords or values you will enter in the next box, e.g. “contains”, “is”, or “is not”. The operator options available depend on the data type of the field chosen in the “Search fields…” dropdown.
5. Type in or select the value of the parent field for when the dependent field, section, or tab should be displayed. In the example below, the “Region” field will only be displayed when the “In-person?” checkbox is checked. The keyword or value input method depends on the record field data type chosen in the “Search fields…” dropdown. 
6. If the display rule should be dependent on more than one field, you can add parent fields by clicking the + Criteria button. 
7. Using the “All/Or toggle”, you can set whether the record must meet all or one of the statements on your list. 
   1. By selecting “All”, the field, section, or tab will be displayed only if all criteria statements are met.
   2. Choosing “Or” means that the dependent field, section, or tab will be displayed even if only one of your criteria is met.

When you have completed setting up criteria, click the Save button on the Display Rule pop-up. If you added a display rule for a field, a connector icon will appear beside the field.

After saving one display rule for the field, section, or tab, you can add more display rules to show the field, section, or tab in multiple different specific situations. Click Add Display Rule again, set up another display rule in the Add Display Rule pop-up, and click Save. There will now be an "And/Or" toggle under the display rules. 

• If you select "And", the entity will not be displayed unless all of your display rules are met. 
• If you choose "Or", the entity will be displayed if it meets one of your display rules.

Display Rules for Custom Forms

You can define for what cases users will be able to add a custom form type based on the case’s fields. If you create display criteria for a custom form, users will only see the option to add the custom form type for cases that meet your criteria. For example, suppose your application contains an “Interview” custom form type to document the proceedings of case interviews. Using display rules, you can ensure users are only able to add “Interview” records for relevant cases, based on the “Case Type” field. You can set the “Interview” custom form’s display rules to only show the option to add “Interview” records when the case type is “Investigation”. The option will be hidden when the case is set to any other type.

To create display rules for a custom form:

1. Hover over the form’s name and click the Edit icon.
2. Click the “Rules” tab in the sidebar, then click the Add Display Rule button.
3. In the Display Rules pop-up, use the “Search fields…” dropdown menu to select the case form field on which to base the display rule.
4. Choose an operator for the statement, or a logical phrase telling the system how to search for the keywords or values you will enter in the next box, e.g. “contains”, “is”, or “is not”. The operator options available depend on the data type of the case field chosen in the “Search fields…” dropdown.
5. Type in or select the value of the case field for when the option to add records of this custom form type should be displayed. In the example below, the option to add an "Interview" custom form will only be displayed when the “Case Type” field is set to "Investigation". The keyword or value input method depends on the record field data type chosen in the “Search fields…” dropdown. 
6. If the display rule should be dependent on more than one field, you can add more case fields by clicking the + Criteria button. 
7. Using the “All/Or toggle”, you can set whether the record must meet all or one of the statements on your list. 
   1. By selecting “All”, the option to add a custom form type will be displayed only if a case meets all criteria statements.
   2. Choosing “Or” means that the option to add a custom form type will be displayed even if the case only meets one of your criteria.

8. When you have completed setting up criteria, click the Save button on the Display Rule pop-up.

If you change the case’s properties on which a custom form’s display rules depend, any existing custom forms will be retained and you will still be able to access them. However, as the case will no longer meet the display rule's criteria, you will not be able to add more custom form records of that type.

Similar to fields, sections, and tabs, you can add multiple display rule for a custom form to show the option to add a custom form in multiple different specific situations. Click Add Display Rule again, set up another display rule in the Add Display Rule pop-up, and click Save. There will now be an "And/Or" toggle under the display rules. 

• If you select "And", the custom form option will not be displayed unless all your display rules are met. 
• If you choose "Or", the custom form option will be displayed if it meets one of your display rules.

Edit a Form's Properties

You can edit a form’s properties, such as its name or whether to show it on intake. Hover over the form’s name and click the Edit icon. See the chart below for a description of all form properties and the forms on which they will be available. You cannot edit the properties of the case, profile, or user profile forms.

Link a Field on the Party and Profile Forms

As organizations often use parties and profiles to store similar information, System Administrators can choose to allow users to create party records from profile records and vice versa (see Options for details on enabling this for users and Create a Profile when Adding a Profile and Add a Party: Fill in the New Party Form with a Profile for instructions on populating forms with other records). Using the Form Builder, you can add a field that is connected to both the profile and party forms. This means that if you add a party and choose to create a linked profile, the field on the Profile form will be populated with the information entered in the Party form and vice versa. 

In the example below, the “Employee ID” field was added to both the Party and Profile forms via the Form Builder. “Brett Rogers” is added as a party with an Employee ID of “00978”. A linked profile is created when the party is saved, so the Brett Rogers profile’s salary field is populated as “00978”.

To create a connected party and profile field, make sure the field:

• Is the same type, e.g. text box, radio, date, etc., in both the Party and Profile forms.
• Has the same text in the “Name” field (not case sensitive).

However, you can set different “Captions”, “Sub Text”, “Help Text”, and properties for the mapped field in each form. Changing the translations of mapped fields does not change the field’s “Name” in the Form Builder or the text displayed on the Party and Profile forms, but it will change the text used in grids and reporting.

Set up an Aggregate Field on the Case Form

You can summarize information from a case's child records (e.g. parties, files, custom forms, etc.) on the case's page by adding an “aggregate” field type to the case form layout. When setting up an aggregate field, you can tell the system how to calculate the aggregate field's value by choosing the data field the system should pull from a case's child records and the method it should use to evaluate the data. You can create aggregate fields to summarize key data, including the following examples:

• Display the most selected “Country” for the case’s parties.
• Add up the total expenses of the case from the case’s “Expense” records.
• Summarize the number of hours spent investigating the case by averaging the “Timesheet” records entered by each case worker.

Like all other data fields in Case IQ, you can add aggregate fields to document templates (see Create and Upload a Document Template), Yellowfin reports, and grid layouts (see Grids), meaning that you can easily include summaries of child record data in generated documents, reports, and grids.

Add an aggregate field to the case form layout via the Form Builder using the following steps:

1. Click the + Insert Fields button or the right arrow icon to open the Field Type sidebar.
2. The Field Type sidebar contains all available data types in Case IQ. Use the “Search field type…” search bar to find the data type of the child record field you want to aggregate. In the example below, a money field on a custom form type, “Expense”, will be aggregated, so a money field was added to the case form layout to set up as an aggregate field.
   1. You can aggregate most data types excluding: “Case Selection”, “Coordinate”, “Email Multiple”, “Party Selection”, “Phone Number Multiple”, “Team Multiple”, “Text Box Multiple”, “User”, and “User Multiple”.
3. To add a field type to your form layout, click and hold the field type in the Field Type sidebar, drag it to the Form Builder page, and let go of your cursor over the “+ Insert Fields” section. 
4. The field will be added to the page and the Field Type pop-up will be displayed. Below the “Name” and “Caption” fields in the Field Type pop-up, you will see the following radio options: “Editable”, “Computed”, and “Aggregate”. Select “Aggregate” to set up an aggregate field.
5. After selecting “Aggregate”, the following dropdown fields will be displayed:
   1. Child Record Type: select the child record type that contains the data you want to summarize on the case’s page. You can choose any standard child record type (i.e. parties, files, notes, emails, appointments, and to-dos) or custom forms configured in your application.
   2. Aggregation Method: choose the method by which the system should calculate the aggregate field. The options available in this dropdown depend on the data type of the field you have added to the case form.
      1. You can aggregate any data type with the following methods: “First”, “ISEL Expression”, and “Most Recent”. By selecting “ISEL Expression”, you can define the calculation that the system should run to determine the value of the aggregate field. For example, you could aggregate an email field on the party form by concatenating them into a list. See the Case IQ Expression Language guide to learn how to write expressions.
      2. There will be additional aggregation methods available for some data types that are appropriate for the kind of data they store. For example, you can find the average or sum of numbers, most common picklist choice, or most recent date value. See the Additional Aggregate Field Data Types table below for a full list. 
   1. Target Field: tell the system what field on the child record form you want it to use in calculating the aggregate field value. This dropdown menu will display all fields in the selected child record type that match the aggregate field’s data type. 
      1. For example, if you choose to create a “Date” aggregate field and select “Party” in the “Child Record Type” field, the following static fields will be displayed in the “Target Field” dropdown: Created Date, Date of Birth, Date Purged, Date Submitted, Last Updated Date, and Pending Purge Date. Any dynamic date fields on your application's party form will also be displayed.
6. Click the Save button in the field pop-up to record your aggregate field configurations.
7. After saving an aggregate field, you can choose to filter the kinds of child records that will be included in the aggregate field value calculation. In the example below, the total expenses of a case, where the "Expense" record has been set to "Processed" will be calculated, rather than summing all "Expense" records added for the case. 
   1. Click the aggregate field in the Form Builder. 
   2. Under the "Target Field" dropdown, you will see the following message: "There are currently no filters applied. Click here to add filters." The Add Filters pop-up will be displayed when you click the Here link.
   3. The Add Filters pop-up contains the following fields with which you can set up a child record filter:
      1. The "Search fields..." dropdown will contain all fields on the child record type selected for the aggregate field. Choose the child record field that the system should check before it includes or excludes the record in the aggregate field value calculation.
      2. Choose an operator for the statement, or a logical phrase telling the system how to search for the keywords or values you will enter in the next box, e.g. “contains”, “is”, or “is not”. The operator options available depend on the data type of the field chosen in the “Search fields…” dropdown.
      3. Type in or select the value of the child record field for when the target field should be included in the aggregate field value calculation. The keyword or value input method depends on the record field data type chosen in the “Search fields…” dropdown. 
   1. Click the Save button on the Add Filters pop-up. You can add multiple filters for an aggregate field by clicking "+" beside "Filters Applied". If you add another filter, you can use the "And/Or" toggle to indicate if the child record must meet all or just one of the filters to be included in the aggregate field calculation.
8. Publish the case form layout to finish adding the aggregate field to the case form.

The aggregate field will now be available on the New Case form and a case’s page. The system will calculate the value to populate in the aggregate field when a case is saved on either page. In the example below, “Total Expenses” is an aggregate field that adds up the “Total” field values for the case's Expense records. However, only Expense records where “Processed” is set to “Yes” are included in the “Total of Expenses” calculation.

Additional Aggregate Field Data Types

Add a Data Form Section to a Standard or Custom Form

You can add a data form as a section in a standard or custom form, so users can look up information and populate the data form’s fields. 

To add a data form section to a standard or custom form, find “Data Form Section” at the bottom of the Field Type sidebar and drag it to the Form Builder page. In the New Data Form Section pop-up, fill in the following fields:

• Caption: enter the name for the data form section that you want Case IQ to display on the standard or custom form. 
• Data form: choose the data form template you want to add to the standard or custom form.
• Show on intake: toggle to display or hide the data form section when adding a new record. If you want to show any of the data form’s fields on intake, set the section to show on intake. Then, you can choose the specific fields you want to show on intake by editing properties of the fields in the data form section.
• Show on portal: toggle to display or hide the data form section’s fields on your application’s external portal. You can set this independently from the data form template. 
  • If you choose to hide a data form template for the portal but show its data form section on a standard form for the portal, portal reporters will see the section’s fields on the Report Online form but will not be able to auto-populate the section. The data form section will be editable on the Report Online form, even if you set it as “Read Only” on the standard form. This means that a portal reporter can manually enter data into the data form section’s fields but will not see the data form’s entries.
  • If you want to show any of the data form’s fields on the portal, set the section to show on the portal. Then, you can choose the specific fields you want to show on the portal by editing properties of the fields in the data form section.
• Show on hotline: toggle to display or hide the data form section’s fields on the Hotline Intake form. 
  • Like the “Show on portal” option, if you choose to hide a data form template on the Hotline Intake form but show the data form section on the hotline, hotline agents will see the data form section on the Hotline Intake form but will not be able to auto-populate the fields or see the data form entries.
  • If you want to show any of the data form’s fields on the Hotline Intake form, set the section to show on hotline. Then, you can choose the specific fields you want to show on the Hotline Intake form by editing properties of the fields in the data form section.
• Help text: enter any guidance text for the data form. Help text will be displayed when the user hovers their cursor over a question mark icon beside the section.

Click Save to create the data form section. The fields of the data form template you selected will be added to the standard or custom form and they will be available for General Users when you publish the standard or custom form.

If you click a data form section field, you can edit its properties like any other form field (see the Field Type Properties section of this article for a list of field properties). There will be 2 additional field properties for data form fields:

• Read Only: by default, data form section fields will not be editable, meaning that the field can only be auto-populated and users cannot change the field’s value. If “Read Only” is disabled, users can change the data form section field’s value.
• Mapped field: choose the data form field to auto-populate in the section’s field. Your “Mapped Field” selection tells Case IQ what data it should put in the field when a user auto-populates the data form section.

A field’s name or caption on the data form section does not need to match the data form template field to which it is mapped. The “Mapped Field” dropdown will list all fields on the data form template with the same data type as the field you are editing. In the example below, the “First Name” field in the data form section is a textbox, so the options in the “Mapped Field” dropdown are the textbox fields on the data form template. You can map the same data form field to multiple fields in the data form section.

You can move a field within the data form section or out of it by clicking and holding a field, moving your cursor to another location, then letting go of your cursor to place the field. If you move a data form section field out of the section, its “Mapped Field” value will be removed. You can also move other fields into a data form section. Case IQ will add the “Mapped Field” property for the field, but it will be blank by default.

Publish a Form

When you are ready to set your form to “Active”" click the Publish button on the Form Builder. A pop-up will be displayed to confirm that you would like to proceed with publishing the form. Click Confirm to proceed. 

The form will now be in “Active” status. If you created a custom form type or edited a standard or custom form, users can now create records using the new or updated form. If you added a data form template, you can now add entries for the data form (see Set up a Data Form: Add a Data Form Entry). 

When you initially publish a new custom form type, Case IQ will add user role permissions to create, edit, remove, and view records of the new custom form. Similarly, Case IQ will add user role permissions to view entries of a newly created data form when you first publish a data form template. No user roles will have access to the new custom form or data form entries yet, as you must manually grant permissions on a User Role’s page (see User Roles for details on adjusting user role permissions).