Conditional field visibility improves the user experience by hiding irrelevant fields dynamically in the record form, depending on the options the user selects. Visibility dependence can be based on one or more conditions that combine to determine whether the field is visible. Each condition is based on a Choice or Multi-choice field having certain values. You can choose whether to show the field if all conditions are met or if any of the conditions is true.
You can set visibility dependence for a field:
Let’s consider an example in contract management. Suppose the Contract table contains a date field, Contract End Date, which should be visible if the Renewal Type field has the value Auto-Renewing, Notify Staff to Renew, or One time contract. Contract End Date should also be visible if the Status is Cancelled, regardless of the Renewal Type.To meet this requirement, add the two conditions on the Options tab of the Field wizard and choose "Any of the conditions are met." |
As with other field settings, System Admins or Table Admins can set visibility dependencies, provided their group has admin access to the tables containing the affected fields.
In order to see a visibility dependent field, users must have view permission for the dependent field itself. In addition:
Notes:
The graphic examples below show how different combinations of view permissions and true conditions affect users’ ability to see a dependent field.
In addition to setting visibility dependence based on the value in a field, you can also configure visibility dependence so a field is only visible when a saved search finds a given record. This allows you to create more powerful conditions for visibility dependence.
For example, maybe you want to make the Contract Notes field visible only when the Contract Amount field is between $10,000 and $50,000. To accomplish this, you can use a background table with a few fields, as well as a linked field, an Update Fields action, and a saved search in the Contracts table, which together set a trigger field. The trigger field allows you to determine the visibility of the Contract Notes field.
Let's see how you can configure the previous example by using the instructions below. If you have a different use case, you can substitute your own search condition, fields, and other items where relevant.
Begin by creating a background table to hold the record and the necessary fields. Two fields define the numeric range that the saved search will later use, and a third field acts as the trigger field for the visibility dependence.
Next, create a Link to Selected Fields from Other Table in the Contracts table that links to the ID and Show Contract Notes fields in the Numeric Range table.
Now that the linked set is created, configure the behavior for its default value. This is where you use an Update Fields action and a saved search to find the record in the Numeric Range table, which sets the Show Contract Notes trigger field.
$contract.contract_amount
.$contract.contract_amount
. Note that pointing to a Calculated Result field will not allow the default value to populate instantly, and it will instead populate only when you save the record. When you're finished, the saved search should look like this:Next, create and configure the Contract Notes field to use visibility dependence.
Lastly, test that the visibility dependence works as intended.
If a user does not have permission to view any of the fields in a record tab, the tab will automatically disappear from view. If the visibility conditions are satisfied for even one field in a tab, the tab will be visible in the record layout. If the visibility conditions for any field are changed so that the user can view it, the tab will automatically become visible for them.
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