Creating master records
Last updated
Was this helpful?
Last updated
Was this helpful?
Master records act as a database, the data entries from which can be used to populate certain fields in other forms, provided the master form is linked with those forms.
For example, let's say we have a form called Item Master with a textbox field Item name which captures the names of the items that can be used for reimbursement. We have another form, Reimbursement Form that also has a textbox field Name of the item which captures the names of the items for which the users are seeking reimbursement.
In this case, we can set Item Master as a Master database to the Reimbursement form and link the Name of the item field of Reimbursement form with the Item name field of Item Master.
The user can create a form and choose its submissions to be saved as a master database. This database can be used to create submissions of other forms.
Create a form Item Master and mark it as a master form.
Create another form Reimbursement form and mark the Item Master as a master form to it.
Check about how to create Item Master form and use its master database for Reimbursement form.
Using Form Submissions: The user creates a master form and can use its submissions as a master database like in the example given above.
Using Mange Users data: The user can create user lists using Manage Users feature. The user list data is stored as a master database which can be used further in the similar way as explained in the above example.
While creating forms, the user can mark a form as a master form under Basic details.
Once this toggle is on, the form submissions created will be categorized as a master database.
The user clicks on the Apply master data settings in the Basic details tab of the form builder.
Switch on the toggle Apply master data to this form.
Select the form whose submissions should be used as a master database for this form.
In the below image, Item form is being used as a master database.
The user can click on the settings icon next to the field created to see Master data settings tab.
3. Under Master data settings tab the user will see the selected master form fields in the drop down and the user can select the desired master form field whose value is to be populated into the form field under consideration.
Yes. The form fields can be mapped only when their datatype is same. When we say datatype, it means the field we are talking about is an email type field or a date type field or a textfield and like that.
The user can map similar datatype fields. to simplify that please refer the below table:
Textfield
Textbox Select Email Phone Radio
Number
Number Slider Rating
Phone
Phone
Email Textfield Select
Location
Location
Geolocation
Geolocation
Richtext
Richtext
Date
Date
Radio
Radio
Slider
Slider
Rating
Rating
Image
Image
Document
Document
Video
Video
Audio
Audio
Canvas
Canvas
QR code
QR code
Bar code
Bar code
To answer this, first we need to understand how master database is working to fill in some other form fields values. Let's get back to our example of Item master form. In the Item master form we add three submissions; with values in "Item Name" field as "Milk", "Coffee" and "Sugar"
Submission 1
Milk
100
Submission 2
Coffee
200
Submission3
Sugar
300
Now, user wants to search the master records by values present in "Item Name" while filling the reimbursement form.
E.g. User can search the master database for "Milk" and "Unit price" of "100" is auto-populated in the reimbursement form if mapped. Learn about master field mapping above
To do this, we map Item name with Name of the item field of Reimbursement form and switch on the toggle Allow users to search and populate master values from this field.
While creating the submissions of Reimbursement form, the user will see a text in the input box of the form field for which this toggle is on, which will indicate that this form field is being used to search through the master database.
When the user adds a new submission for the "reimbursement form" they will be able to search the "item master" records through the field "Name of the Item" as shown below. Choosing any one of them will populate all other mapped fields of the Reimbursement form accordingly.
If Milk is chosen then all the mapped fields e.g. "Unit Price" will be auto populated with the corresponding values from the Item master
Once the master data to be applied for the form is selected as explained , the user will have to provide a mapping to let the system know which master data field should populate which current form field.
While mapping the using textfield or select field, the user will have to ensure that the textfield/select field submissions in the Master form have @ in their values else textfield/select field value populated in email field via field mapping ( ) will result in a failed form submission.
Let's learn to create a master form step by step using the link.
Yes. A separate master can be chosen for the select field. In the select type field, the value can be populated via a different database (be it a ).
The mapping of the select field will be as per the datatype supported as discussed.