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Configure and Manage Dynamic Field Visibility Controls

Updated

Dynamic Field Visibility Controls display or hide sets of custom fields based on the value selected in another custom field. Dynamic Field Visibility Controls use tree settings to add fields and branches. A control is built from three elements: a Primary Field, branches, and branch-dependent custom fields. Configure a control by creating it, defining the Primary Field, adding branches, and adding branch-dependent custom fields.

Who: Global administrators

When to Use Dynamic Field Visibility Control

Use Dynamic Field Visibility Control when:

  • Multiple levels of field branching logic are required.
  • Dependent fields are not displayed directly under the controlling field.

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Access Dynamic Field Visibility Controls

Dynamic Field Visibility Controls can be accessed for UTA/module Level 1, Level 2, Level 3, organization, and user records.

Access Controls for UTA/Module Level 1, Level 2, and Level 3

To access Dynamic Field Visibility Controls for Level 1, Level 2, and Level 3 records:

  1. Click the Menu icon in the upper navigation bar, and then select the relevant UTA/module from the Applications drop-down menu.
  2. Click the Configuration Settings gear.
  3. Click the applicable Level 1, Level 2, or Level 3 tab.
  4. Locate the General Settings section and click Dynamic Field Visibility Controls.

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Access Controls for Organizations

To access Dynamic Field Visibility Controls for organizations:

  1. Click the System Administration gear in the upper navigation bar, select Global Settings from the drop-down menu, and then click the Organizations tab.
  2. Locate the General Settings section and click Dynamic Field Visibility Controls.

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Access Controls for Users

To access Dynamic Field Visibility Controls for users:

  1. Click the System Administration gear in the upper navigation bar, select Global Settings from the drop-down menu, and then click the Users tab.
  2. Locate the General Settings section and click Dynamic Field Visibility Controls.

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Create Dynamic Field Visibility Controls

To create a Dynamic Field Visibility Control on a Level 1, Level 2, Level 3, organization, or user record:

  1. Navigate to Dynamic Field Visibility Controls for the applicable record type. See the Access Dynamic Field Visibility Controls section.
  2. Click the New Dynamic Field Visibility Control [+] button.
  3. Click the Name and Description fields and enter the applicable information, and then click Save.
    • When the page refreshes, the Primary Field icon is displayed. Use the icon to define the Primary Field. See the Define the Primary Field section.
NOTE  The Available Types field limits a Dynamic Field Visibility Control to a particular template type for Level 1, Level 2, and Level 3 records.

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Define the Primary Field

IMPORTANT  The Primary Field in a Dynamic Field Visibility Control, and all other controlling custom fields, must be a Select Many – Check Box or a Select One – Combo Box field. These are the only field types with a finite number of pre-defined options.

To define the Primary Field:

  1. Click the Primary Field icon to open the Edit Field option, which includes a drop-down menu of all Check Box and Combo Box custom fields available for the entity.
  2. Select the relevant custom field, and then click Apply.
    • The field name replaces the Primary Field text.
  3. Click Save.

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Add Branches to the Primary Field

After the Primary Field is defined, branches set the path through which other fields are displayed. Each branch is based on one of the options available for the Primary Field.

To add a branch to the Primary Field:

  1. Click the plus sign inside the green circle next to the Primary Field to open the Add New Branch screen.
  2. Click the drop-down menu on the Add New Branch screen, and then select one of the Primary Field options.
  3. Click Apply.
    • The Dynamic Field Visibility Control screen shows all branches created under the Primary Field.
  4. Click Save.

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Add Branch Dependent Custom Fields

Branch dependent custom fields are the fields displayed for a branch in a Dynamic Field Visibility Control. A branch can have multiple dependent fields, but each field must be added individually.

To add a branch dependent custom field:

  1. Click the plus sign inside the green circle next to the appropriate branch to open the Add New Field screen.
  2. Click the drop-down menu on the Add New Field screen, and then select a custom field.
    • All available custom field types are listed, not only the Combo Box and Check Box options.
  3. Click Apply.
    • The Dynamic Field Visibility Control screen shows the branches created under the Primary Field and the custom field under the relevant branch.
  4. Click Save.
NOTE  If the branch dependent custom field is a Select Many – Check Box or a Select One – Combo Box field, another level of field branching logic can be added. No further branching is permitted for other field types.

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Delete a Branch or Branch Dependent Custom Field

Delete a branch or branch dependent custom field from a Dynamic Field Visibility Control by using the minus sign displayed next to each element.

To delete a branch or branch dependent custom field:

  1. Click the minus sign inside the red circle next to the branch or branch dependent custom field to open a prompt to confirm the removal.
  2. Click Yes.
  3. Click Save.
IMPORTANT  Clicking Yes removes the selected option and all of its sub-branches.

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