Dynamic behavior in intake forms allows customers to show different fields and collect different data based on Data Subject’s input in the form. The same intake form can be used to accommodate multiple use cases using dynamic behavior in intake forms. This behavior is enabled by two rules: Display Rules and Option Rules.
Display Rules can be set on Checkboxes and Select (drop-down) fields. Display rules can be used to show different form fields based on the selection made in Select and Checkbox fields.
For example: If Employee is selected in the I Am field, the ‘Employee ID’ is collected. If Customer is selected, then ‘Product Purchased’ is collected.
You can pre-create the fields for ‘Employee ID’ and ‘Product Purchased’ and select these fields under Existing Unmapped Fields. If the fields are not yet created, you can create them by clicking New Fields and rename them accordingly.
You can also select “AND” conditions. The default option is “THEN.” When you select “AND,” you have an additional “IF” condition. You can select another form field to see if it meets a second criterion to display the next field. The value for the new “IF” condition can be multi-select, which uses “OR” logic if you select multiple values.
You may only add the “AND” selection twice. When you reach this limit, the system dynamically hides the “AND” option, retaining only “THEN.” You cannot select fields that you previously added. In addition, the “AND” condition is only applicable to dropdown form fields. If the display rule of the intake form in the Form Builder tab has multiple “IF” conditions, the system adds the first and second “IF” condition for fields selected under the main “IF.”
You can add up to 8 layers of Display Rule to a given field which allows for one parent field and more sub-fields underneath. For each Select field, you can also add options to be displayed in the form.
If a Data Subject’s issue is resolved through a series of questions and information shown, then it is possible to not allow them to submit a Request using the End of Submission form field.
You can simulate the dynamic behavior of your Intake Form by clicking the Preview button.
Option Rules can be used on Select (drop down) form fields to show different form fields based on the input selected in previous Select fields and Checkboxes.
For example, if one of the countries under the European Union is selected in the ‘Resident Of’ field, then the subsequent Request Type field can show eleven request types and if ‘California’ is selected, the Request Type field can show seven request types.
You can simulate the dynamic behavior of your Intake Form by clicking the Preview button.
Important: When Dynamic Rules are enabled on the intake form and the data subject’s request is resolved before submitting the request, all subsequent fields on the intake form will not be displayed. This feature further improves the data subject’s user experience, making it clear that a request submission from the data subject is not required.