Overview
Form Fields let staff customize what kind of information they want to collect from applicants.
Table of Contents
Form Field Actions
Save Form
To save the form, click the đź’ľ Save button.
When multiple users are viewing the same form, it is important to coordinate such that only one person makes changes to the form and saves. If two users save the page, the last person to save the page will have their change persist.
Add New Field
To add a new form field, click the 
Add button, and select a form field type to add to the form.
There are two ways to put a new form field onto the form:
Drag the form field type onto the form to the desired location.
Clicking on the form field type will create a new form field at the bottom of the field
Edit
To edit a form field, click the ✏️ Edit button. Clicking the button again will switch the view to adding a new field.
Move
To move a form field in the form, click and hold the Move button and drag the form field around.
Duplicate
To duplicate an form field, click the Clone Element button. Duplicated elements,
Delete
To delete a form field, click the 
Remove button.
Deleted form fields are recoverable in the Trash Bin Tray until the browser page is refreshed.
Common Form Field Settings
Type
Represents the Form Field Type. After a Form Field is created, staff can change the form Field Type
When changing the Form Field Type from one from another, please check the form field’s settings to ensure expected behaviour.
Display Name
The Display Name is the title of the field which applicants will see.
Placeholder
When the form field is empty or has no chosen value for drop-downs, the placeholder will be present.
By default, the placeholder is the Display Name.
Field Name
The internal name which is reference during Form Scripting.
Default Value
The Default Value will populate the field when the application is first created.
For drop-downs which have a Predef selected, you can select a option from the Predef as the default value.
Rights
Rights dictate who can view and edit the form field.
Right | Description | Who can View | Who can Edit |
|---|---|---|---|
Application Fields | Default field right where the form field can be viewed and edited by anyone. | Staff, Parent | Staff, Parent |
Office Fields | Fields which are dedicated to administration related fields (i.e. Entry Codes, Address and Phone Effective Dates). | Staff | Staff |
Parent Only Fields | Form field that is only for the applicant to input, but the staff can see what was inputted. | Staff, Parent | Parent |
Submit Only Fields | When edit after submission is on, submit only fields cannot be edited submission. | Staff, Parent | Staff, Parent |
Staff Only Fields | Form field that is only for the staff to input, but the applicant can also see. | Staff, Parent | Staff |
Prevent field from being modified on copies of this form
If this setting is enabled for a form field and the form is duplicated, the settings for the form field on the duplicated form will be uneditable by staff.
Data Mapping
Data Mapping is dedicated to pre-populating the field with information, as well as sending information to other 3rd party programs. For more information, please see Field Mappings.
Field Visibility
Show If
Display a field or group of fields based on criteria. For more information, please see Show If.
Clear Field when Hidden
If the field is hidden due to a Show If, any existing values will be removed.
Alerts
Generate an alert for staff to review based on given criteria. For more information, please see Alerts.
Form Field Types
Text Entry
Overview
General purpose text entry. Regular expressions
Form Field Settings
Signature
Toggle to make text appear as signature (Cursive).
Use Text Auto-Completion
After enabling this setting, words or phrases, etc. in the text area (one option per line). The text entry will attempt to match to available option(s).
Regular Expression
Regular expressions are a powerful tool to specify what is valid text. Use the drop-down to select from preset Regular Expression options.
If you’re regular expression savvy, you can select “Other” to create your own Regular Expression.
The Regular Expression Error Message is used to specify the warning to the applicant if they don’t type something valid.
Input Mask
Input Masks will force the applicant to follow a specific format when typing. If the letter or number is outside of the given format, it will not be typed. Use the drop-down to select from preset Input Mask options or select “Other” to use a custom mask.
The table below provides an overview of special characters used to create a new input mask.
Character | Notes |
|---|---|
0 | (zero) User has to enter a digit |
9 | User may enter optional digit |
# | User can enter a digit, space, + or – signs |
L | User must enter a letter |
? | User may enter an optional letter |
A | User has to enter a letter or digit |
a | User can enter a letter or digit |
& | User has to enter either a character or a space |
C | User can enter optional characters or spaces |
> | Upper case |
< | Lower case |
" " | Characters within double quotes will be displayed literally |
\ | Causes the following character of the back slash to be displayed literally |
! | Causes the input mask to read left to right |
Minimum Length
If the entered text is less than the minimum length specified, it will display a warning to the applicant that the entered text is invalid. You can specify what the warning message is by changing the “Min Length Error Message”.
Maximum Length
If the entered text is exceeds than the maximum length specified, it will display a warning to the applicant that the entered text is invalid. You can specify what the warning message is by changing the “Max Length Error Message”.
Common Uses
Names
Addresses
Phones
Date Entry
Overview
General purpose Date entry.
Common Uses
Birth dates
Effective Dates
Yes/No Checkbox
Overview
Check-boxes used for True/False or Yes/No values.
TIP: Required Check-boxes are good for when you need the applicant to agree to something before moving on to the next step (i.e. Terms and Service).
For situations where you need the applicant to answer - whether it be yes or no - a required yes/no drop-down would be more appropriate.
Common Uses
Agreements
Toggle for Show-ifs
“Click here to show more information”
Show entire sections based on if they agree to a check-box
Multi-Select Checkbox
Overview
A series of checkboxes allowing users to select multiple options from a Predef. The number of selections can be restricted by setting minimum and maximum values in the Validation section. Selections mapped to this feature will return a comma-separated list to the map source.
Additionally, it can leverage materials synced from PowerSchool. Users can select one Course Dropdown per checkbox in the Course Materials Input, enabling them to choose materials related to the selected course.
Common Uses
Choosing the required school supplies.
Determining which French eligibility criteria the family meets.
Radio Button
Overview
A group of clickable buttons where only one option can be selected in a group. The available options are based on the selected Predef.
A good place to use Radio buttons are when you want the applicants to select only one option and want all options to be visible at the same time
Common Uses
Choosing between Updating, Removing, and retaining Contact information.
Relationships
Ethnicity
Drop-down List
Overview
Drop-down lists can contain options that are specified in a Predef. Applicants can type into the field and it will attempt to match to the nearest option.
Required Drop-downs are a great way to control the flow of the form, diverting the applicant to different sections of the form.
Common Uses
Document Types
Relationships
Primary Language
Yes/No Drop-down
Overview
Drop-down lists which only contain Yes and No as options.
You can setup a regular drop-down list as a yes/no drop-down by selecting a Predef that only has yes and no as options.
Common Uses
Toggle for Show-ifs
“Do you need … ?” If the applicant answers a certain way, then display/hide a section of the form.
Required consent where the applicant can decline or approve consent.
Province Drop-down
Overview
Province drop-downs contain all Canadian provinces, territories and American States.
Common Uses
Addresses
School History
School Drop-down
Overview
School drop-downs display the Schools available at a district. To adjust what schools are available in a form, setup the form’s Schools & Grades.
The School selected via the School Drop-down is used for filtering on the Review Page.
The School selected in the School Drop-down will also determine which staff will be able to see an application, based on their School Rights.
After selecting a School, the Grade Drop-down will be automatically updated to match the available grades at a school.
Common Uses
Enrolling student in School
Displaying School specific sections on Form
Displaying Student’s current school from PowerSchool.
Displaying Student’s next year school from PowerSchool.
Grade Drop-down
Overview
Grade Drop-downs display the available grades at a school. To adjust what grades are available in a school, setup the form’s Schools & Grades.
IMPORTANT There must be a School Drop-down before a Grade Drop-down in the form.
Common Uses
Enrolling student in a specific grade
Displaying Grade specific sections on Form
Displaying Student’s current grade from PowerSchool.
Displaying Student’s next year grade from PowerSchool.
Course Drop-down
Overview
Course Drop-downs allow applicants to enrol in courses within the district. You can specify which courses are to be displayed in the Course Drop-down by clicking “+ Add Courses”.
Courses are restricted to courses at School that you have the School Rights to and course descriptions can be adjusted here. They are also restricted using the Form Year, and must be set and saved prior to adding courses. These can be further restricted by leveraging https://intellimedia.atlassian.net/wiki/spaces/SSE/pages/19202729/Schools+Grades+Tab#Course-Links
When selecting courses, you can re-arrange how they appear by dragging the 
Move icon, or remove courses by clicking the 
Remove icon.
Information regarding a Course is synced from PowerSchool.
Common Uses
Enrolling student in course(s)
Displaying Course specific sections on the form
File
Overview
File fields allows applicants to upload a file that is relevant to the application.
File Categories
File categories can be chosen to let applicants specify what kind of document they are uploading.
Description
A description of the file to be uploaded by the applicant.
Common Uses
Proof of Residence
Proof of Citizenship
Header
Overview
Headers are used along with Copy Headers and Page Breaks to organize the form.
Sections: Show-ifs applied to a header are also applied to all non-header fields below the header until the next header or page break is present.
Duplicating Section
Sections of the form under a header can be duplicated by clicking the 
Copy Section button.
Copy Header
Overview
Copy Header fields are used to organize form fields as well as reduce the amount of input that a parent has to do when filling out multiple applications of the same form.
The Copy Header form field will only copy information from the same form across applications.
If a form is assigned multiple times to the children of the same parent, it is a good practice to put in Copy Headers for sections which will have the same information across students or children.
Once a Copy Header is applied to the form, applicants may click on the Copy Header to bring up a list of applications that they’ve filled out of the same form. Selecting one of the other previous applications will import and populate the form field values for the form fields within the Copy Header’s section.
Copy Headers and Show Ifs
Like regular Header fields, fields under the Copy Header will be affected by the Show Ifs applied to the Copy Header until the next Header, Copy Header, or Page Break.
Common Uses
Student Address
Contacts or Guardian Information
Static Text
Overview
Static text display written in the text area.
Common Uses
Descriptions
Instructions
Warnings
Page Break
Overview
Page Breaks are used along with Headers and Copy Headers to organize the form.
Page Breaks divide the forms into pages which are visible when applicants are filling out the form.
WARNING Adding or Removing page breaks while the form has Scripting implemented may break the scripting resulting in unexpected loss of functionality on the form.
Form Field Settings
Page Title
Set name of the page which is visible when the applicant hovers over the page button.
Map
Overview
The Map field is used to auto-complete and visualize addresses, as well as push users to certain schools, depending on the boundaries that their address falls within.
Form Field Settings
Use Canada Post Data
If the division has a Canada Post AddressComplete account, the Address Complete functionality can be used within SchoolEngage as an auto complete for mailing addresses. To do so, please send the SchoolEngage team a copy of the API credentials for the account. Once that has been set up, checking this checkbox will turn on the address complete functionality for this map field.
Show Map
This setting toggles whether or not a map displaying a pin of selected address on an integrated map is shown. This map will also show any catchment areas / map boundaries that the student falls into and meets the criteria. See “Map Group” for more information on boundary criteria.
Show All Schools if No Matching Boundary
The default behavior of this element is that the School Dropdown linked as the output in the “Map Group” setting will only show schools that match the student falls into and meets the criteria for. This means that if the student does not match any boundaries, the School Dropdown will be empty. When this setting is checked, all valid schools will be shown if no boundary is matched.
Address Autocomplete Mapping (House Field, Address Field, City Field, Province Field, Postal Field)
This links the address autocomplete output to split the individual segments of an address into their respective fields on the form, as well as telling the form to group these fields together. Which of these five fields is used will depend on the data-set provided to Intellimedia for integration, so please confirm the configuration with Intellimedia and/or your transportation department before setup.
Map Group
This button will open a supplemental window that will be used to setup the rules for matching addresses to boundaries. Prior to using this function, you will need to import GIS Geography files. Please see Map Areas for more information.
Within the window, the following settings are available:
Map Group
This allows you to choose what set of boundary files should be set as options for this address field.
Inputs
Adds an additional column to the below table, which is used to add conditions for when boundaries are valid for a given student. Some examples for these inputs would be the grade and program selected for the student.
Outputs
The School Dropdowns which the filtered output of matching rows in the below table will be feed into.
Hide if Override
If a parent chooses to skip autocomplete and manually enter their address, these output fields will be hidden.
Data Table
Below these settings is a table with input and output columns. The column “Area” specifies the name of a boundary as specified in the data provided to SchoolEngage by your division’s transportation or planning department. This can be used to configure rules for when certain boundaries are valid, such as narrowing special program boundaries down to only that program.
Payments
Overview
The payment field lets applicants start a payment transaction with a payment provider. This field connects to an existing payment item setup in the Payments section of SchoolEngage. The prime functionality of this field is that it allows for custom amounts to override for a specific payment item, which allows a greater degree of flexibility on forms. Whatever value is entered into this field, will be the amount charged to the user.
For more information on how to setup payments, please visit our page on Payments
Subtotal
Overview
The subtotal field lets applicants have a sum of values that is visible to the user. This field connects to existing Text Entry fields. The prime functionality of this field is that it allows for summing of fields to display without any custom scripting.