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How can I use a field in a form rule without displaying it on the form?

Have you ever tried to build a form rule that needed some internal value that your users don’t need to see? If you set up another form rule which lists which fields should always be hidden, you can then build other rules with those fields without having to display them on the form itself:

  1. Open the table, then edit a record in the table to look at your form.
  2. Click Customize this form.
  3. Add the fields you want to hide at the bottom of the list, if you haven’t done so already.
  4. Open the Dynamic Form Rules tab.
  5. Click Add New Rule.
  6. Under the WHEN section, choose “Multiple conditions”.
  7. Change the next line to read “When any of the following conditions are true”.
  8. Change the line below to read “The user is in the role Administrator”.
  9. Change the last line in the WHEN section to read “The user is not in the role Administrator”.
  10.  In the ACTION section, change the line to read “Hide name of field to hide”. If you want to hide multiple fields, click Add Action for each additional field.

For more on form rules, please see our Create Dynamic Form Rules help topic.


Another Route

This is the simple method for one field, but you may want to add additional fields as well and maybe make it a little easier than having to add a field to the Rules, simply create a new section, I always call mine admin, apply the rule to that section, now when you add something to your database you can just add it to that section to hide it.

RE: Another Route

Hi Nate,

I have done it that way before, but the reason I no longer use sections for this is because new fields are added to the bottom of the form. That means that the new fields are hidden by default, which can get confusing. 

As mentioned above, you can click ADD ACTION to use the one form rule to hide several individual fields.




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