Adding and Editing Fields
To add a field to a form, click on an Add Field button, then:
- Set the desired field properties as described below.
- If you do not want to put it at the end of the form's public area,
use the dropdown menu in the box's title line to position it somewhere else.
- Click on Add Row to create
a new row and put the new field in it. Click on Extend Row to put
the new field to the right of the field identified in the title line's dropdown menu.
To update or delete a field, click on the field itself.
The Field Name property
This is the label for the field's input area within the form.
It is also what will appear in the What to put in
dropdown menus on the Make/Output Report page. (In other words, you can
include registration and signup fields in reports).
Because a name can be used in multiple signup forms, this field is a dynamic
menu in Make Signup Form's Add Field box. In other words, this helps you
avoid misspelling a name or accidentally using the same name
to mean different things.
The Type-of-Field property
This determines the kind of field that will be placed in the form.
- Text fields can be 1 to 20 lines tall. A user can enter arbitrary text
into such a field.
- Date is a 1-line text input field. When used,
it will trigger an error message if the person enters a bad date.
Pretty much any standard format will be accepted. If year is omitted,
the current year is assumed. If it is just 2 digits, 20 is prepended.
If month and date are both numeric, the first
number is taken to be the month.
- Number and Integer are 1-line text input fields. The first
will trigger an error message if the person enters a non-numeric
value in the field. The 2nd will trigger an error message if
the value is not a whole number: 0, 1, 2, 3, and so on.
- Computed leads to a 1-line text input field and is treated
the same as Number — except in the signup form of a Contest
activity. In that case, it is an output-only field and signals that the contest
is a judged contest.
- Menu will lead to the creation of a dropdown menu. You enter the
values that should appear in the menu in the text area at the bottom of the Add/Edit Field box.
If you precede one with an asterisk (*), that designates it as the menu's
- URL is a 1-line text input field. If the field is given a value,
the field's name will be presented as a link in the form. Similarly the tables
displayed by Search and Output Report will present a URL field's value as a link.
Defaulting the Value of a Field
To give a non-Menu field a default value,
enter it in the text area at the bottom of the Add/Edit Field box. (As noted
above, use *item in this box to set the default of a Menu field).
A form displays its default values when you initiate creation
of a signup or registration, and for blank required fields on an Update.
Note that a default field value does not affect exiting database records, just the
display of the form. You still have to click OK to get the new information into the
However if you do need to supplant blanks in many database records at once, you can:
do an Export, set the desired defaults in row 1 of the exported file, and then Import it.
The Size properties
Width is used to set the width of the field as it appears in the form,
and is specified as a percentage of the width of Person to Signup (in signup forms)
and Email Address (in the registration form).
In other words, if you specify 100, the new
field will have the same width as Person to Signup/Email Address.
You may specify a width from 10 to 300.
If you do not fill in a width:
- Text, URL, and Row Header default to 100.
- Date and Menu default to 50.
- Number and Computed default to 25.
For Text fields you can also enter a height: from 1 to 20. If you do not
fill in a height, it defaults to 1 line.
- You can put as many fields in a form as you want, but you do need to
consider aesthetics. In particular, you do not want the OK button to
be past the bottom of the screen. In other words, judicious use of multi-field
rows is one way to prevent a form from getting too tall.
- Because horizontal gaps increase the width of a multi-field row,
fields in a multi-field row are made very slightly narrower than specified.
But if a row has more than 4 fields and you care about this row being
"too wide", you will need to shrink some of its fields by 1 unit yourself.
Field Fill-in Rules
Check the Required box if a field must be filled in when a Signup or Register
is done. (Optional fields can be filled in then or when the form is edited).
How to set Self-Signup Can:
- Select Enter It for a "normal" field —
namely a field a user can fill in and edit on the self-signup page.
- Select View It if the
field's value can be seen by a user, but only be edited by an Admin
- Select Enter Until
to allow a person to edit the field via PRESTO only until its schedule's
- You create admin-only fields (i.e. fields that are not shown in the self-signup form)
by adding or moving them below the Admin-only Divider row.
- The Self-Signup Can property is ignored while a field is admin-only.
- The Enter Until option is for signup forms only.
(Note: if your policy for when a field becomes view-only is too complicated for
you to use Enter Until, you can implement your policy manually
if desired. That is, you can manually change
its Self-Signup Can setting from Enter It to View It at the appropriate time).
- The label of a View It field is grayed in the non-admin form and when an
admin is creating a form definition.
Providing Explanatory Text for a Form
Help for the Form as a Whole
To append your own general help to the built-in help at the top of a form,
click on the ? icon of the top row or the Admin-Only Divider row.
The former appends always-visible general help and the latter appends
admin-only general help.
To create a row that consists only of explanatory text, click on an Add Explanatory
Row button. To edit an explanatory row, click on its ? icon.
Your explanatory text can be plain text, HTML, or blank. If it is plain text,
a half-line vertical
gap is inserted, then your text below it. If it is HTML, it is inserted
into the form without alteration. If it is blank, just the half-line gap is inserted.
Explanatory Text for Regular Rows
To edit the help or in-line explanatory text of a regular row,
click on the row's ? icon and fill out the box as desired.
A Row's Help Text
To create or edit help text for a row, select an item in
the Help Text for dropdown menu and enter the desired text:
- If you select a field name, your help text will be preceded by
a bullet and the field name.
- If you select Row as Whole in a labelled multi-field row,
your help text will be preceded by a bullet and the row's label.
- If you select Row as Whole any other time, your help text will be an unbulleted
unlabeled paragraph. Thus, you use this sort of help text
as a header for this row's help and to visually divide a form's help into sections.
In-line Explanatory Text
You can give a multi-field row a label.
(Recall that the label of a single-field row is the
You can place explanatory text below a row's field(s).
If this is a multi-field row, your text will replace the field names that are
normally placed below such a row.
To make some of your text admin-only, enter ADMIN[the admin-only text].
(So entering just ADMIN both suppresses the field names
and creates a vertical gap after a row).
(Note: the City & State & Zip row in the Registration Form
uses all these features).