Who is this article for?

Administrators who want guidance on adjusting the visibility of fields on a form in Assurance.

Administration Access is required.

Visibility is a feature on an Assurance Form that enables you to make fields on that Register Template; Mandatory, Optional, Hidden or Read Only. You can apply these visibility settings to the field in each stage of the workflow.

In this article, you will learn:

1. How to adjust the visibility of fields on a form?
2. What visibility settings are available for a field?
3. How to bulk update the visibility settings for multiple fields?
4. How to adjust the visibility of system default fields?

1. How to adjust the visibility of fields on a form?

To make changes to the visibility settings on a register template, select the Administration Gearwheel then select Registers and Forms Templates and select your desired Register Template. In the template, select on the Fields tab and then select on the Visibility button on the top bar.

On the visibility settings, you will see a list of all of the fields on this Register Template (left side), and on the right side you will see the stages that have been set up in workflow (highlighted green). The visibility for each field in the workflow is displayed under each stage (highlighted blue).

2. What visibility settings are available for a field?

Each field can have one of the following visibility settings in each stage:

• Optional: The field does not need to have a value in the stage.
• Mandatory: If the field is Mandatory in the first stage, it must have a value when a Form is created. In subsequent stages, if a field is Mandatory, it must have a value when it is submitted for approval or moves from that stage.
• Hidden: The field is hidden in this stage.
• Read Only: The field is visible in this stage, but cannot be edited.

To adjust the visibility settings for a field, select on the setting that has been selected and choose from the dropdown menu.

3. How to bulk update the visibility settings for multiple fields?

To update the visibility settings for multiple fields at once, tick the boxes on the left side of the fields that you want to update, then select Update Visibilities and choose the visibility that you want to apply.

If you only want to apply this visibility setting to the fields in certain stages, then after selecting the fields that you want, untick the stages that you do not want to apply the update to.

To navigate back to the main Fields section, select the Back button.

4. How to adjust the visibility of system default fields?

Fields marked with an asterisk * are designated as system default fields. It is crucial to handle these fields with care. Any unintended changes to their visibility settings could potentially disrupt system functionality. We suggest not to adjust the visibility of system default fields unless absolutely necessary.

Please note
Key, Title and Person Responsible are fields that cannot be deleted. These fields do not appear on the Public Link of a Form, as the value is automatically generated when submitted. If you create a Form within Assurance, the Title and Person Responsible will need to be populated while the Key will be automatically generated.

Please note
Person Responsible and Title fields cannot be made Optional in any stage.

Please note
Visibility cannot be changed for the Key field. A value is automatically generated upon creation.