Creating master records
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.
What is the purpose of a master database?
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.
Give me an example of where a master database can be used.
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 details here about how to create Item Master form and use its master database for Reimbursement form.
What type of master databases does this platform offer?
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.
How can I make any form a master database?
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.
It is important to note that a form can be made a master form only while creating a new form. Once the form is created and saved successfully, the master toggle will be disabled in edit mode.
How can I link a master database to a form?
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.
How can I map master database fields to the fields of another form?
Once the master data to be applied for the form is selected as explained above , the user will have to provide a mapping to let the system know which master data field should populate which current form field.
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.
Are there any restrictions in master database field mappings?
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:
| Form field for which master database is to be used | Master database form field |
|---|---|
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 |
While mapping the Email field 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 ( Email type field inherent validation) will result in a failed form submission.
I need to use master database records while filling a form; how can I do that?
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 Number | Value in the field "Item Name" | Value in "Unit Price" |
|---|---|---|
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
Let's learn to create a master form step by step using the link here.
Can I apply a different master database from the one chosen in Basic details of the form?
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 form or user list).
The mapping of the select field will be as per the datatype supported as discussed above.
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