How can I setup hidden fields that are only shown to internal staff?

  • Profile Image
    RiverbendChurch
    Asked on January 17, 2018 at 06:51 PM

    At the end of an Event Request form we have an "Internal Use Only" section with various insurance lines and check boxes for the admins setting up the event. How can I hide that for the user, but have it be visible and usable for the internal staff to fill out?


    Thank you! New to jot forms.

  • Profile Image
    Jim_R
    Answered on January 17, 2018 at 08:11 PM

    How does your internal staff fill out the forms?

    🔘 Do they have access to your account (meaning you shared your login credentials with them) and they're EDITING SUBMISSIONS through the SUBMISSIONS PAGE?

    🔘 Do they edit the form as is, through the EDIT SUBMISSION LINK without logging in to your account?

    I'm asking because you can hide fields on your form so they are not visible to your users.

    If they are filling out the form using the 1st option above, then all you need to do is HIDE the fields you wanted to be hidden and anyone who is logged in to the account (RiverbendChurch) would be able to see these hidden fields on the SUBMISSIONS PAGE when editing a submission.

    On the other hand, if they are filling out the form using the 2nd option, then a little bit of setup is needed. You would need to add the GET FORM PAGE URL WIDGET to your form, then conditionally use its value to determine whether the hidden fields should be displayed or not.

    Related guide: How-to-Add-a-Widget-to-your-Form 

    When editing submissions, the URL will always contain the word "edit" in it so you'll use that in your condition:

    IF the Get Form Page URL widget CONTAINS the word "edit" THEN SHOW the hidden fields

    Below are some related guides on how to show multiple fields at once, and how to utilize the GET FORM PAGE URL to display fields conditionally.

    Related guides:

    Hide-or-Show-Multiple-Fields-at-Once

    A-General-Approach-on-Building-an-Approval-Process-Workflow 

    Give these a spin and if you see an issue along the way, we can help you better if you could share the URL of the form you're working on.