Setting field properties

Note: This topic applies to the Groove 2.5 version of the Groove Forms tool.

You can place a variety of fields on a form in a Forms tool. Each type of field has a corresponding set of editable properties that allow you to provide guidance or set rules for people who use the forms. For example, you can place an initial value in a text field, set a numeric field to automatically apply currency formatting, set limits for the number of characters in a field, or make certain fields "required."

This topic describes each field type and its properties:

Text

A Text field allows users to enter plain, one-line text entries, such as names or addresses. Set properties for this field as follows:

Label. Enter a label and a position setting relative to the field. In the example below, the "Last Name" label is positioned to the left of the field.
Width. Enter a number, which defines the width either in characters or pixels.
Maximum Length. Enter the maximum number of characters, including spaces, that users can enter in the field. If left blank, the maximum is limited only by system standards.
Initial Value. Enter editable text to be displayed in the field by default.
Hidden. Check to hide this field on the form. Note that you can display any value stored in a hidden field in the data view, if you reference it in a data view column. Hidden fields are generally useful when referenced by a form script. For example, you might include a script that shows a hidden field on the form only when specific conditions are met.
Validation. Check this option to require the user to fill in this field. On the form, Groove places an asterisk (*) next to all required fields.

Text - Multiline

A Multiline Text field allows users to enter multiple lines of text. Set properties for this field as follows:

Label. Enter a label and a position setting relative to the field.
Width. Enter a number, which defines the width either in characters or pixels.
Height. Enter a number, which defines the height in the number of lines of text (or in pixels) to be displayed before the scroll bar is activated. If left blank, the default is 2 lines.
Maximum Characters. Enter the maximum number of characters, including spaces, that users can enter in the field. If left blank, the maximum is limited only by system standards.
Initial Value. Enter editable text to be displayed in the field by default.
Hidden. Check to hide this field on the form. Note that you can display any value stored in a hidden field in the data view, if you reference it in a data view column. Hidden fields are generally useful when referenced by a form script. For example, you might include a script that shows a hidden field on the form only when specific conditions are met.
Validation. Check this option to require the user to fill in this field. On the form, Groove places an asterisk (*) next to all required fields.

The sample text area field below has the following settings: The Label is "Comments" and is positioned at the "Top" of the field, the Width and Height are set to "40," and "3," respectively, and Initial Value is left blank.

Rich Text

A Rich Text field allows users to enter text with formatting, such as different type sizes, styles (e.g., bold, italic, underline), fonts, and colors. Alternatively, check the "Read-only" property to use a Rich Text field to show formatted display text. Set properties for this field as follows:

Label. Enter a label and a position setting relative to the field.
Width. Enter a number, which defines the width either in characters or pixels. If left blank, the width is approximately 20 characters or approximately 200 pixels.
Height. Enter a number, which defines the height in number of lines or pixels. If left blank, the height is either 2 lines or approximately 36 pixels.
Initial Value. Enter text to be displayed in the field by default. Right-click in the text box to see a menu of rich-text formatting options. You can also paste in any formatted text from another program. Unless "Read-only" is checked, users can edit the initial text in this field.
Read-only. Check to set the Rich Text field as read-only. This is useful for including formatted display text on the form, including links to other tools and Web URLs.
Hidden. Check to hide this field on the form. Note that you can display any value stored in a hidden field in the data view, if you reference it in a data view column. Hidden fields are generally useful when referenced by a form script. For example, you might include a script that shows a hidden field on the form only when specific conditions are met.

In the example below, the rich text field is set with a width of 30 characters, and a height of 6 lines:

Number

A Number field allows users to enter a validated number value that displays in a specified number format. Set properties for this field as follows:

Label. Enter a label and a position setting relative to the field. In the example below, the "Kilometers" label is positioned to the left of the field.
Width. Enter a number, which defines the width either in characters or pixels.
Maximum Length. Enter the maximum number of characters, including numeric punctuation, that users can enter in the field. If left blank, the maximum is limited only by system standards.
Initial Value. Enter editable text to be displayed in the field by default.
Hidden. Check to hide this field on the form. Note that you can display any value stored in a hidden field in the data view, if you reference it in a data view column. Hidden fields are generally useful when referenced by a form script. For example, you might include a script that shows a hidden field on the form only when specific conditions are met.
Precision. Enter the number of digits to display after the decimal symbol on the form. If you don't enter a value, the number of digits is 0. Other punctuation, such as grouping commas, are automatically added to the number once it's entered.

In the following example, Precision is set to 1:

Note: The number of digits displayed after the decimal symbol for this field in the data view is determined by its column properties, and not the value you specify here for the form display. The default precision value for a Number field in the data view is 2.

No Formatting. Check to remove numeric punctuation such as commas from numbers. For example:

Note that this setting overrides the Precision setting, and displays all numbers after the decimal point.
Validation. There are two validation options:
Check "This field is required" to require the user to enter a value in this field. On the form, Groove places an asterisk (*) next to all required fields.
Enter limits for a minimum and/or maximum number or leave either field blank to set no limit.

If users try to enter a number outside the allowed range, a validation prompt displays. For example:

Currency

A Currency field allow users to enter a validated number value that displays in a specified currency format. Set properties for this field as follows:

Label. Enter a label and a position setting relative to the field. In the example below, the "Price" label is positioned to the left of the field.
Width. Enter a number, which defines the width either in characters or pixels.
Maximum Length. Enter the maximum number of characters, including currency symbols and numeric punctuation, that users can enter in the field. If left blank, the maximum is limited only by system standards.
Initial Value. Enter text to be displayed in the field by default. Members can change this text or accept it.
Hidden. Check to hide this field on the form. Note that you can display any value stored in a hidden field in the data view, if you reference it in a data view column. Hidden fields are generally useful when referenced by a form script. For example, you might include a script that shows a hidden field on the form only when specific conditions are met.
Symbol. Enter or paste in the currency symbol to be displayed with the currency value on the form. The default currency symbol in the US Dollar symbol.

Tip You may be able to find the currency symbol you want from the Windows Character Map. To open the Character Map, click Start - Accessories - System Tools - Character Map.

Precision. Enter the number of digits to display after the decimal symbol on the form. If you don't enter a value, the number of digits is 0. The displayed currency symbol is determined by your "Regional Options" settings as set in the Windows Control Panel. Other punctuation, such as grouping commas, are automatically added to the currency value once it's entered.

In the following example, Precision is set to 2:

Note The number of digits displayed after the decimal symbol for this field in the data view is determined by its column properties, and not the value you specify here for the form display. The default precision value for a Currency field in the data view is 2.

Validation. There are two validation options:
Check "This field is required" to require the user to enter a value in this field. On the form, Groove places an asterisk (*) next to all required fields.
Enter limits for a minimum and/or maximum number or leave either field blank to set no limit.

If users try to enter a number outside the allowed range, a validation prompt displays. For example:

Date

A Date field allows users to enter or select a date that displays in the specified date format. Set properties for this field as follows:

Label. Enter a label and a position setting relative to the field. In the example below, the "Date" label is positioned to the left of the field.
Hidden. Check to hide this field on the form. Note that you can display any value stored in a hidden field in the data view, if you reference it in a data view column. Hidden fields are generally useful when referenced by a form script. For example, you might include a script that shows a hidden field on the form only when specific conditions are met.
Formatting. Select either a short or long date format.
Validation. There are two validation options:
Check "This field is required" to require the user to enter a date value in this field. On the form, Groove places an asterisk (*) next to all required fields.
Enter an earliest and/or latest allowed date value or leave either field blank to set no limit.

If users try to enter a number outside the allowed range, a validation prompt displays. For example:

Option Buttons

An Option Buttons field allows users to select one item from a short list of alternatives. Set properties for this field as follows:

Label. Enter a label and a position setting relative to the field. In the example below, the "Employee Type" label is positioned to the left of the field.
Buttons. Enter values for each button as follows:
Display Value: (Required) Enter text to display next to the button on the form.
Stored Value: (Optional) Enter text to display in views when the option is selected. If left blank, the view uses the Display Value.

In the example below, the display values "On Salary" and "Hourly" on the form become the stored values "Exempt" and "Non-exempt" in the data view.

Click the check mark button to enter each option.

Hidden. Check to hide this field on the form. Note that you can display any value stored in a hidden field in the data view, if you reference it in a data view column. Hidden fields are generally useful when referenced by a form script. For example, you might include a script that shows a hidden field on the form only when specific conditions are met.

Selecting a default option

To select a default option, you must first complete entering it in the option list. Then select the option in the list and click Select by default. An asterisk displays next to the option to denote that it's the default option.

To select a different option as the default, select it and click Select by default. To deselect a default option without selecting another default option, select it and click Deselect default.

Modifying an option

To modify an option, select it in the options list, and click Modify. The currently selected values display in the Display Value and Stored Value fields. Make the changes you want and click the check mark to complete the update.

Deleting an option

To delete an option, select it in the options list, and click Delete. The option is deleted from the list.

Check Box

Check boxes allow users to check or uncheck an option, and display a corresponding value (for the "checked" state) in the data view. Set properties for this field as follows:

Label. Enter a label and a position setting relative to the field.
Stored Value. (Optional) Enter text to display in views when the check box is checked. If left blank, the view uses the Display Value.

In the check box field below, the Label is "Check to receive our newsletter" and the Stored Value is "Yes".

The corresponding data view for this example looks like this:
Initial State. Check to make the initial state "checked."
Hidden. Check to hide this field on the form. Note that you can display any value stored in a hidden field in the data view, if you reference it in a data view column. Hidden fields are generally useful when referenced by a form script. For example, you might include a script that shows a hidden field on the form only when specific conditions are met.

List Box/Drop-down list

A List Box field allows users to select one or more items from a list of alternatives. A Drop-down List field allows users to select one item from a list of alternatives, or define and select new items. Set properties for these fields as follows:

Label. Enter a label and a position setting relative to the field.
Height. (List Box field only) Enter the height of the list box, in lines. The number of visible items equals the height number you assign. In the example below, Height is set to 3:
Options. Enter values for each list item as follows:
Display Value: (Required) Enter text to display in the list on the form.
Stored Value: (Optional) Enter text to display in views when the list item is selected. If left blank, the view uses the Display Value.
Optionally, select one item as the default selected list item.
Click the check mark button to enter each list item.
User-Defined Values. (Drop-down List field only) Check to allow users to add custom values to the list. The drop-down list includes the Custom... option.

If users select Custom..., the Windows Explorer User Prompt dialog box opens in which they can add the custom option. For example:

Note Custom options are added only on a one-time basis, they are not permanently appended to the field as a new option. A user who creates a new record and wants to use the custom value again will have to add it again as a custom value. Note also that Search in the forms tool will not return records that reference custom values as search criteria.
Select Multiple Values. (List Box field only) Check to allow users to select multiple items in the list.
Include Member Names. Check to include shared space member names (as listed in the member panel) in the list.
Hidden. Check to hide this field on the form. Note that you can display any value stored in a hidden field in the data view, if you reference it in a data view column. Hidden fields are generally useful when referenced by a form script. For example, you might include a script that shows a hidden field on the form only when specific conditions are met.

Selecting a default option

To select a default option, you must first complete entering it in the option list. Then select the option in the list and click Select by default. An asterisk displays next to the option to denote that it's the default option.

To select a different option as the default, select it and click Select by default.

Modifying an option

To modify an option, select it in the options list, and click Modify. The currently selected values display in the Display Value and Stored Value fields. Make the changes you want and click the check mark to complete the update.

Deleting an option

To delete an option, select it in the options list, and click Delete. The option is deleted from the list.

Password

A password field allows the user to enter and save hidden text. All characters the user types in the password field display as asterisks. The properties for the Password field are the same as for a standard Text Box.

Note If you select a Password field as a view column, the underlying text displays in the data view.

Form Heading

Form Heading lets you display a heading at the top of the form. A Form Heading field always displays at the top of the form, regardless of its placement within the field list in the Forms Manager. Set properties as follows:

Heading Text. Enter text for heading.
Center. Check to center the heading on the form, or leave unchecked to align left.

Section Heading

Section headings are useful for separating the sections of the form. Set properties as follows:

Heading Text. Enter text for heading.
Center. Check to center the heading on the form, or leave unchecked to align left.

Static Text

Use static text to provide information and instructions to users about using the form. For example, you might use a static text field to advise users on how to enter data or make selections for a specific field. Enter the text you want in the Text property.

Horizontal Line

A horizontal line is useful for separating sections of the form. Set properties as follows:

Thickness. Select a line thickness, in pixels.
Shading. Check for a shaded line.

New Line

The New Line element inserts a line break in the form. This is useful for creating white space between form elements.

Attachments

An Attachments field allows you to attach files to a record. Note that a form can include only one Attachments field. Enter a label and a position setting relative to the field.

Script Button

Note This field is available only if you have the Groove Professional License.

A Script button field allows you to add a button to the form and define its action using Javascript. Set properties as follows:

Name. Enter the name to display on the button.
OnClick. Enter the Javascript code to be run when a user clicks the button.

Image

Use an Image field to insert an image on the form. Keep in mind that images are placed on the form in their original pixel size. If you want to insert large images (for example, a digital photograph), you may want to first scale the picture in a graphics editing program.

Note Image fields are available only in Forms tools that support at least Groove 2.1 features. If you do not see this field type in the list, this means that this Forms tool was added to a shared space that supports features in an earlier version of Groove.

Set properties as follows:

Source. Click Browse to open the Add Image To Form dialog box, select the image file you want and click Open.
Border. If you want to place a border around the image, enter a width value, in pixels. If left blank, the image will not have a border.
Pop-up Text Window. Enter text to appear in a pop-up window when a user points at the image with the mouse. For example:
Center. Check to center the image on the form, or leave unchecked to align left.

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