Overview

One of the benefits of using Online Forms in SchoolAdmin is that you can use custom logic (through field dependencies) and filters to ensure that each applying or enrolling family only sees the content that is relevant for them to complete.

This article will detail how to set up these field dependencies and filters on your online forms. For an explanation on how to edit forms, click here. For more general information on the different types of fields and options you can use on online forms, click here.

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How-To: Set Up Field Dependencies

Field dependencies are used to set up custom logic that determines which sections display to a parent/student, based on prior selections made in the form. For example, you could show certain questions on your application only to international students or transfer students, while hiding those sections for other applicants.

When editing a form, you can check the 'Show / hide this field based on other fields?' checkbox on any section to start setting up a field dependency. You can show/hide any type of section (e.g. fields, comments, headers, calendars, etc.).

Form editor with Show/Hide options revealed.

After checking the show/hide checkbox, some additional options will appear.

  • Depends on Field: Internal (canonical) name of the field that will control the visibility of this section. You can find the canonical name for any field from the 'Fields' page under the 'Settings' -> 'Fields & Data' menu.
  • Mapped To: Map-to value of the depends on field that will control the visibility of this section. This value must match the mapping of the field on the form. For example, if the apply grade field is mapped to CHILD on the form, and the next section is dependent on the apply grade selected, the value for Mapped To must also be CHILD.
  • Show For These Values: Field options that will determine the visibility of this section. For example, if a section’s visibility is dependent on apply grade, and the value “7th” is chosen here, the section will only appear for families that select an apply grade of 7th grade on the form. If multiple values are entered here, such as 7th and 8th grade, the section will appear for anyone that chooses either 7th grade or 8th grade.

Each section may be dependent on up to three fields. To add an additional field dependency, click on the Add a field dependency button below the show-for values on the section.

Please note: When using multiple field dependencies, a field will only be visible if prior selections match all of the criteria. For example, if a field is dependent on apply grade being ‘7th’ and on the international student field being ‘Yes’, the field will only show for students who have selected they are applying for 7th grade and are an international student.

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How-To: Set Up Filter Options

Filter options determine which values are displayed in a field, based on prior selections made in the form. For example, if a school offers different programs for lower school students vs. upper school students, the list of available programs on the application form could be filtered by grade

When editing a form, you can check the 'Filter option list based on another field?' checkbox on any valid field to start setting up filter options. Filter Options are only available on fields that allow you to select from multiple options, such as Single Select (drop-down) and Booleanlist (multi-select checkboxes) Fields.

Form editor with Filter options revealed.

After checking the show/hide checkbox, some additional options will appear.

  • Filter Options Based On: Internal (canonical) name of the field that will control the filtering. You can find the canonical name for any field from the 'Fields' page under the 'Settings' -> 'Fields & Data' menu.
  • Filter Map To: Map-to value of the filter options based on field that will control the filtering. This value must match the mapping of the field on the form. For example, if the apply grade field is mapped to CHILD on the form, and the next section is filtered on the apply grade selected, the value for Filter Map To must also be CHILD.
  • Field Options: This is where you will specify which field options will display for each selection on the filter options based on field you set above. Each selection will be listed as a separate line, and you can click into the associated boxes to select which options will display for that selection. You can also click the blue Select All Options button to the right to select all of the options for that selection.

The following screenshot shows an example where the available athletic programs are filtered based on the apply grade the student selected above. In this example, students applying for K-5th grades have a smaller subset of athletic programs to choose from, while students applying for 6th-8th grades can choose from all of the athletic program options.

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