The Settings icon below each question allows you to access additional features.
When you click the Settings button, additional options for customising your questions will appear. Some of these will match the earlier options you were given. However, the menu also offers a couple of particularly useful features that are worth highlighting.
We’ll take a look at these in this article.
Visibility 📖
One useful feature from within settings is that you are able to stipulate whether you would like each question to be:
- Visible → The recipient can see the question and enter a response.
- Required → The recipient must enter a response. An asterisk will appear next to the question.
- Read-only → The recipient can read the question or information but cannot respond.
Default to Logged in User Email ＠
Another particularly handy feature is being able to default to a logged-in user's email.
❗ This option will only appear if you have already set the data type to email.
This feature is valuable because it maintains consistency between the logged-in user and any email they provide later on.
For instance, when filling out an absence request form, there's a chance of mistakenly entering a personal email instead of a work email. If this happens, it might lead to complications in other parts of the workflow, like integration with HR platforms.
The default option ensures that the email address referenced in the workflow remains consistent throughout.
Logic Tab 🧠
You can use the Logic Tab, accessible through Settings, to create a ‘Visible If’ rule for your question.
Let's consider an example. Imagine your first question asks the respondent whether they are a teaching or non-teaching member of staff. If their answer is "yes," you might want to make another question visible—perhaps you would ask for their DFE number.
On the other hand, if the answer to the initial question is "no," then there would be no need for the second question to appear.
How can I create a ‘Visible If’ rule?
Continuing with our example from above. You would need to begin by adding the relevant questions into the form, as pictured below.
Once these questions have been added, we are then able to use the ‘Visible If’ tool to create a rule. Rule: Only display Q3 if the answer to Q2 is yes.
Start by selecting Settings → Logic → Visible If, for whichever question the rule will be relevant to, in our example, this will be Q3.
Click the wand icon in the top right-hand corner. This will provide you with the template to create your rule.
Now, click the blue Select button to choose a question. This question's answer will be checked because the next question will depend on it.
You will also need to choose a logical operation.
In the example below, we have stipulated that if the answer to Q2 equals teaching staff, then we would like Q3 to be visible.
This rule has now been successfully created, we click ‘Apply’ to complete.
Logical Operations
In our example, we chose 'Equals' as the logical operation. However, when you click on 'Equals,' a drop-down menu will appear, giving you access to other operations.
Choose the option that best fits your question and the rule you're creating.
Adding Another Condition
If the rule needs more than one condition, click the Add Condition button.
You can use the AND or OR operator to combine the new and previous conditions.