SubForm
What is the Subform Field?
The Subform field enables you to add multiple subfields and enter multiple sub-records. This field is suitable for the scenario where the format of the input fields is fixed, but the number of input records is uncertain.
Application Scenario
Subforms are mainly used in scenarios where you need to enter multiple records.
- In the case of financial management, a reimbursement workflow involves multiple reimbursement records. Therefore, you can design a subform to collect reimbursement details.
- In the case of quality management, you may select multiple samples in one sampling inspection. Therefore, you can design the sample details through subforms.
- In the case of purchase, sales, and inventory management, you may record multiple products. Therefore, you can design the order details through subforms.
Preview
When filling in the form, click Add to add multiple records.
Field Properties
For basic settings of Field Properties, see Fields.
When you set the field properties of a SubForm field, the settings will apply to the whole subform.
Adding/Copying/Deleting/Sorting SubFields
Subfields refer to the fields added in a SubForm field. The following fields can be added to the subform: Single Line, Multi Line, Number, Date&Time, Radio, Checkbox, Single Select, Multi Select, Image, Attachment, Query Data, Select Data, Signature, Button, Member, Department, Members, Departments. Other fields cannot be added to subforms.
a. View the added subfields in SubForm > Field Properties > SubFields. Click the buttons to sort, copy, delete, and add subfields.
b. Add and sort fields by dragging and dropping them. Copy and delete fields by clicking the corresponding buttons.
1. Set subfield properties.
Select a subfield in the subform to set the properties on the right panel. Settings for a subfield are the same as those for form fields.
2. Subfield validation.
Validation is divided into Required and Value Range.
- Required: When you fill out the form, the subfield must be filled in. Otherwise, you cannot submit the form.
- No duplicate values: validate for duplicate values in the entire subform data. This means that the subfield value must not be duplicated among all form data.
- No duplicate values in one record: validate for duplicate values within a single record of the subform. This means that the subfield value must not be duplicated among the data entered in the current subform.
You can customize Custom prompt when validating the duplicate value, this can be applied either in verifying No duplicate values or verifying No duplicate values in one record.
Note:
1. The subfields that currently support setting No duplicate values and No duplicate values in one record include Single Line, Single Select, Select Data, Member, Department.
2. No duplicate values in one record can be ticked alone while No duplicate values cannot be ticked alone. This means when No duplicate values is ticked, No duplicate values in one record will be ticked automatically.
Initial Value
In Initial Value, set Data Linkage or Custom for a subfield or the whole subform. Add multiple subform records when selecting Custom.
Subfield Display Rules
For details, see Subfield Display Rules.
Validation
Select the subform, and go to Field Properties > Validation. You can tick Required, then members should fill in at least one record in the subform when filling out the form. Otherwise, they cannot submit the form.
Note:
1. If you want to set all subfields to be Required, you can set Required for the subfields one by one.
2. When the subform is set as Required, and only the A subfield is set to be required among the A, B, and C subfields, the validation for the entire subform is that there must be at least one row of data. Requiring the A subfield to be filled means that if any of the B and C subfields have a value in a certain row, the A subfield in the same row must also have a value. If all fields in that row are empty, then the A subfield does not need to be validated as required.
Field Permissions
Field Permissions refer to the View and Edit permissions of the field when you fill in the form. The Edit permissions of the subform include Add New Records, Insert Records, Edit Existing Records, and Delete Existing Records.
Note:
The existing records in the field permissions refer to the data set in Initial Value, Data Linkage, or Formula.
1. After ticking the corresponding permissions, you can copy one record, insert row data, delete one record, and batch delete records when filling in the form.
2. When ticking Add New Records, you can quickly fill in one record, you can also add and copy records.
3. When ticking Add New Records and Edit Existing Records, you can click Add by Paste when filling in the form or previewing the form.
SubForm Style
You can set SubForm Style on mobile or PC.
1. On PC
Note:
On PC, the subform will automatically adjust the row height when you fill out, edit or preview the subform.
a. When there is no content or the content is less than one line in the Multi Line field, it will be displayed with a height of one line.
b. When the content in the Multi Line field is more than one line, the height will automatically adjust to the content, and a vertical scroll bar will appear when the field height reaches the maximum limit.
Freeze: tick Freeze XColumn and select the number of columns you want to fix.
If you add multiple subfields in the subform, the key information can always be displayed when you fill or view the data, making it convenient to view multiple columns of data by dragging and dropping.
Note:
1. Fields included in the Query Data and Select Data fields are counted as one column.
2. The form design page does not support freezing columns, you can view it by clicking Preview instead.
2. Mobile
SubForm Style on mobile can be set as Vertical or Horizontal.
a. Vertical
When you choose Vertical, you can set the brief when the subform data is collapsed, and the content of the brief is divided into the following two types:
- The first 3 fields: The default fields displayed are the first three fields of the subform.
- Custom: customize the display fields by selecting up to three fields.
Note:
The brief does not support fields including Image, Attachment, Query Data, Select Data, and Signature.
b. Horizontal
Tick Freeze XColumn and select the number of columns you want to fix.
Note(s)
1. A maximum of 200 rows of data can be added to one subform.
2. When you copy a subform, the configuration of all field properties in the subform will be copied.