Who is this article for?

Administrators who want guidance on editing Fields on a Form in Assurance.

Administration Access is required.

Fields in Assurance allow users on a Form to submit data into a Register Template. If you have Administration or Super User access, you will be able to edit the Fields via the Register and Forms Templates.

1. What options are available within the fields tab?

The Fields tab provides you with range of options including the option to:

• create a new field,
• add a new field from the Assurance field library,
• create a table,
• make fields dependent on answers in other fields,
• create formulas based on values entered in numeric fields,
• set the visibility of fields in a stage,
• create a default view for users,
• add the risk matrix to your register template,
• preview the form layout.

2. How to use the toolbar within the fields tab?

You will find the following buttons and options on the toolbar within the Fields tab.

3. How to edit fields on a form?

1. Select the Administration cog icon from the navigation bar.

2. Under the Registers & Forms section, select the Registers & Forms Templates button.

3. Select the name of the template you would like to edit the fields for. In the example below we have selected Monika & Pavneet's Test.

4. Select the Fields tab

5. Select on the name of field you would like to edit. In the example below, we have selected Title.

6. Select the Edit button

7. From here you can make your desired edits, including Name and Instructions.

Default Fields
You cannot change the Field Type for a Default Field, nor can a Default Field be deleted. These Fields come with Assurance by default and are required for the system to function properly. Some examples of Default Fields include:

• Key: The system-generated identifier for a record.
• Title: A Short Text Field for the name of a record.
• Person Responsible: The User who has ownership of a record.

8. Select the Update button to save these changes.

Field Library
Once a Field has been created, it is saved in a Field Library. It contains all of the Fields that are currently being used or can be used in a Register Template. Take care when editing Fields that are used across multiple Register Templates, as changes will be applied everywhere that Field appears. Assurance will warn you if a Field you are editing is used across multiple Register Templates, and the names of the Register Templates where the Field appears.

4. How to change a field type?

4.1. Before a Form Has Been Submitted With That Field

Before a Form has been submitted with that field, you can change the Field Name and Type. These changes can be made either directly in the Register Template or from the Field Library.

4.2. After a Form Has Been Submitted With That Field

After you have used a field in a register template and a form has been submitted with that field, you can still edit the Field Name and the Instructions in Single or Multi-select fields. However, you cannot change the Field Type.

Please note
Once a Form has been submitted with that field, you cannot change a Field Type or remove a field completely. You will need to archive the old field (make inactive) and create new Field with a different name.

Please note
Additionally, even if the template has not yet been used, if the Field has been used in another Register Template, it cannot be removed, and the Field Type cannot be changed. You will need to archive the old field (make inactive) and create new Field with a different name.

Please note
You will still be able to report on deactivated fields. However, the information will be in the History tab of the Form. To learn more, refer to our help article on How to Remove or Deactivate Fields on a Form in Assurance.