Understanding form controls and the associated variables / fields

A quick overview about controls, fields and variables, and understand how to associate the user interface and the data types when you build your own custom forms.

Definitions

Form controls are user interfaces to collect data or display data from users. Yeeflow form designer supports more than 40 types of controls. The different controls are displayed on the left, and can be dragged and dropped onto the Form editor. Each control type has its own set of properties that can be configured to suit your requirement.

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Fields and variables are used to store certain "type" of data. Fields are parts of data lists (we also call fields as columns of a data list). And variables are parts of approval forms.

Controls are associated with fields or variables. For example, in an approval form, a Date Picker control will allow users to pick date from a form, and the data value will be stored in the associated variable.

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Or, in a data list, a user control allows users to pick up users from the list form, and the data value will be stored in the associated field.

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Learn the fundamentals of working with all types of controls, from configuration to extending its options.

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A collection of field/variable associated controls

Yeeflow offers many types of controls/fields and which is designed for a specific purpose. You are proposed to use the most specific field type possible when defining your controls or fields.

Basic Bound controls with fields & variables
Type Descriptions Approval forms or Data lists

Text Box & Text Area

Text input and it allows to enter any kind of character.

Use text box for a single line input and text area for multiple lines.

Both
Rich Text

Associated field includes an editor for content formatting.

Use it when you want users to be able to format content, and even work with HTML if needed.

Both
Signature

A special image control that refers to data in electronic form, which is logically associated in your customized form and which is used by the signatory to sign.

Approval forms only
Number

A numeric value input only and it can be specified with format and decimals.

Both
Currency

An accounting numeric control that can be set to display with defined currency and currency symbol. 

It appears on forms as a number with currency symbol. e.g. USD2,000.00 or $89.8675

Both
Dropdown & Radio Button

A option control to allow users to select only one option from a list of choices.

A drop down appears on forms as a drop down list; 

A radio button appears on forms as a displayed list to be ticked. 

Both
Checkbox

A option control to allow users to select multiple options from a list of choices. 

It appears on forms as a displayed list to be checked or not.

Both
Metadata

A hierarchy data control to choose only one item from your business maintain of organization.

It appears on forms as a drop down list or cascade list (if it has and its hierarchy is on).

Both
Multiple metadata

A hierarchy data control to choose multiple items from your business maintain of organization.

It appears on forms as a drop down list or cascade list (if it has and its hierarchy is on).

Both
Switch

A Boolean type data to represent the true or false.

Users can turn on (checked) or turn it off (leave it blank).  

Both

Date Picker

A date type that contains a date only or an extended date with the time in hours and minutes. 

It features a calendar picker to choose the date, then the time if needed. 

Users can also enter the formatted date/datetime manually. e.g. 2020/06/18 or 2020/06/18 09:00:00.

Both
Date Range

An extended date type that contains two dates or datetimes. 

It appears two calendar picker to choose the date, then the time if needed. 

The end date/datetime can only choose these dates/datetimes after the start one. 

Approval forms Only
Time Picker

It can choose time of day in hours, minutes and seconds. 

It features a clock picker to choose or enter the formatted time manually. e.g. 18:11:21

Both
User

An user type that can be choose from existing and active Yeeflow users. 

It features an organization picker to choose one or multiple user(s) or enter the keywords to get results.

Learn more to manage users.

Both
Organization

A hierarchy control that can be choose from existing organizations in your Yeeflow. 

It features an organization picker to choose one or multiple organizations or enter the keywords to get results.

Learn more to manage your organization.

Both
Location

A location type that can be choose from existing locations in your Yeeflow. It helps you to set a task by multiple locations.

It appears on forms as a drop down list if managed. 

Learn more to manage your locations

Both
Cost Center

A special accounting type that can be choose from existing items in your Yeeflow. 

It features an organization picker to choose one or multiple items or enter the keywords to get results.

Learn more to manage your cost center

Both
Image

A visual type that can display on forms, User can not edit it. Such as a photograph or other two-dimensional picture.

Users can not upload an image oversized its configured size. 

Both
Attachment

A file uploading type that can attach one or multiple files to be viewed or downloaded. 

Users can also attach an image as a file.

Maximum size of each file is 50MB.

Both
Hyperlink

A hyperlink contains a URL address that point to a location on the internet, or a local intranet/drive. 

It should be started with "http://" or "https://" for external resource.

It displays as a link address or specific name when it's read-only.

Both
Rating

A rating scale displays with star or heart  that can be set to assign a value from 0.5 to your predefined scales on forms.

Approval forms only
Tags

A system-specific type can be used to mark items in Yeeflow. 

Users can enter a new tag to be marked and saved in Yeeflow. Users can also choose from existing tags in your Yeeflow. 

Learn more to manage tags.  

Both
Id

A identify ID of each item(also saying "record")  in data list of application.

Each item that you add will generate an item ID. which can serve as a backend reference to accomplish data sync when you using lookup and lookup list. 

You should export it to be recognized for each item if you want to bulk import to update. 

Learn more of bulk import to update

Data lists Only
Created By & Modified By

An user type which is read-only. 

Created By will be auto-generated when you create an item/record.

Modified By will be auto-generated or updated when you create an item/record or modify existing one.

Data lists Only
Created Time & Modified Time

A datetime type which is read-only. 

Created Time will be auto-generated when you create an item/record.

Modified Time will be auto-generated or updated when you create an item/record or modify existing one.

Data lists Only

 

Data-associated Bound controls & fields
Type Descriptions Approval forms or Data lists

List

A complex type contains a list of field-columns in this control. You can hide some of the field-columns in the list.

You can custom each field-column that applies for most of bound controls.

It appears on forms as a table. Users can enter the values of columns by row or upload with a defined excel file. 

Approval forms only

Lookup

A relationship type is able to lookup data from source data and return additional information of values or records into your target form. 

Learn how to use lookup in target form.

Both

Lookup List

A relationship type is able to lookup data from source data form and return a list of values or records into your target form.

Learn how to use lookup list in target form.

Approval forms Only

Calculation

It's used to display read-only values based on a calculation which include values, or from other fields on the form. It can use built-in functions/expressions to conduct operations which display values from an data list in Yeeflow.

Learn how to create a Calculation.

 Both

 

A collection of non-field/variable associated controls

 

Basic layout controls
Type Descriptions Approval forms or Data lists

Label

Use label control that contains fixed text; or bounds with any variable on this form. 

By default, all controls have its label properties to display its field title. You can use this label to create stand-alone labels for some field or grid, and for instructions on your form.

Both

Grid

A grid is a container used to visually group a set of related fields on your form.

Once you create a grid, you can add any number of fields or any layout  controls to it. 

Both

Line

Use a line control to add lines to a form, which enhance its appearance. 

You can customize the color of the line. 

Both

Line Break

Use a line break between two fields or controls on this form. 

Both

Tabs

Tabs are used to split your form into multiple views. 

Each view can contain a number of fields/controls to display information. 

When a user tap on a tab, the page displays the fields/controls contained on that tab. 

Both

 

Advanced controls
Type Descriptions Approval forms or Data lists
Button

Use button controls to execute an action or open a specified hyperlink address.

It may appear as a button or a link. 

Approval forms only
Content List

Use a content list to contains a list of values. 

In this list, you can define these values to display only when filter conditions are met.

Both
Library

A library control is similar to a content list, which is used to display a list of items/values from Document Library only.

Both
Custom Code

Use custom code to extend your form building and easily enable communication between data. 

It can be used to enhance form appearance; connect two systems together within Yeeflow or outside of Yeeflow.

Both
Print

A print control features a button, which need to bind with a Print Page of this form.

You must design a print page firstly. 

Users will see this button only when the form is submitted. 

Approval forms only
Comments

Use comments control to a form and it enables anyone to quickly make comments for this form. 

It has a special features in HTML.

Data lists only
QR Code

Use QR code control to scan and open the current item page or a specific address in Applications.

It can also be used to open a submission form or any specified task form as defined in print page of Forms.

Both
Application Info

A set of workflow control contains applicant's information(user profile in Yeeflow). 

You can customize the default fields to display.  

Approval forms only
Report

User report control to contains a list of values/items from any related workflow report. 

In this list, you can set these fields and items to display only when filter conditions are met.

Approval forms only

 

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