Field Visibility Rules on Forms

Rosterfy forms can be customised to display specific fields or content based on defined criteria, creating a more personalised and engaging user experience.

Visibility Rules on Forms

Visibility rules on forms allows you to optimise data collection by presenting only the most pertinent questions in response to user inputs.

This capability is particularly beneficial in various scenarios, such as:

• If a volunteer indicates they have dietary requirements, a follow-up question can be triggered to ask for specific details, provided they select Yes.
• If a volunteer confirms they possess a type of license, you can prompt them to provide their license number and/or upload a corresponding image.

By implementing this functionality, you enhance the efficiency of the form while ensuring that users are only faced with questions relevant to their circumstances. This approach minimises unnecessary complexity and significantly improves the overall user experience.

Setting Field Visibility Criteria

You can control the visibility of a field on a form within Rosterfy with these simple instructions:

1. Navigate to Forms > List.
2. Locate the form you would like to make the changes to and select the More Actions ellipses, then select Update from the options.
3. The Form Builder will be displayed, locate the field you would like to hide until specific conditions are met. Select the ellipses against the field, then select Configure from the options.
4. The Configure Field pop up screen will be displayed, you can make changes to the field on this menu, click the Visibility tab.

5. A visibility rule is composed of two essential elements: the Conditional Field and the Condition. Both elements are required to establish a valid rule.

   1. The Conditional Field is the specific field you wish to evaluate. The field you are configuring will only become visible if this conditional field satisfies the defined condition.

   2. The Condition indicates the value that will trigger the visibility. You need to choose or input a value that corresponds to the user's response to enable the display of the field on the form.

6. Enter the Conditional Field and the Condition, relevant for your fields, then select Update to return to the Form Builder.
7. Select Save when you have finished making changes to the form to save the visibility conditions.

An example of this in practice, as shown above, is to display a custom field labeled Please provide more details, when a user selects Yes in response to the question, Do you have any dietary requirements?, you would set up the visibility rule as per below:

1. Locate the field Please provide more details, click the ellipses and select Configure.
2. Navigate to the Visibility tab
   The Conditional Field will be Do you have any dietary requirements?
   The Condition will be Equals Yes.
3. Select Update > Save.

Form Fields vs User Data

The visibility of a field can be set via a large number of data points, however you have two options for setting the conditions:

• Information the User is providing on the current form, these will appear at the top of the options in the visibility tab.
  
  
  
  
• Information that has been provided previously and is saved against the Users Profile, this will be displayed in the visibility tab with User Data preceding it.
  
  

An example of utilising User Data for field visibility is by considering the user's age. For instance, you can restrict questions related to licenses to users who are over 18 years old. Since the user's date of birth is collected during the registration process, there is no need to ask this question again on subsequent forms.

Page Content Visibility

Visibility rules can also be applied to Page Content on Forms, This can be useful for providing additional information to certain Users either based on information they provide on the form or based on User Data they have previously provided.

To set up visibility rules against page content, you follow the same steps as Setting Field Visibility Criteria.

For more information on Forms within Rosterfy, check out the Form Type - Overview article.