A subform is a special field type that exists in the form builder. It actually allows you to house another form within your form (thus the name "subform"), allowing you to capture multiple iterations of a particular set of data.
In this article
When would I use a subform?
Let's imagine that you have a particular set of fields that need to repeat. Maybe you want your applicant to enter their previous work experience.
An Applicant may enter the following:
- Dates Worked
Maybe you want your applicant to enter at least one job, but give them the opportunity to add as many job experiences as they may have. You could enter Company, Position, Dates, Salary, and Responsibilities 10 different times on your form. This would take up a lot of space, however, and could be daunting to an applicant.
A subform is essentially a form within a form. A separate form would be built in your workspace with the 5 fields above. This form would be pulled into the subform field, and would be partnered with the ability to add multiple iterations or sets of these fields. Only one set would show to the applicant initially, but by pressing the 'Add' button, an applicant could make another set appear, until they have entered all of their work experiences.
What does it look like?
Below is an example of a subform capturing an applicant's personal activities and interests.
The applicant entered her first activity, swim team. She then pressed the green 'add' button in order to accommodate an additional activity. If she opts not to add an additional activity, she can press the red 'delete' button.
How do I set up a subform?
As stated above, a subform is actually its own form pulled into another form. Therefore, the form should be created separately before adding the subform field.
By going to your main data tab and going to the Forms section, you can add additional forms. Select Create New Form in the dropdown.
This creates a brand new form. It is suggested that you name it "SF: ____" in order to remember it's a subform. In our example, we can name it "SF: Activities."
In this new form, build out the fields needed; in this instance, it's just Activity, Description, and Involvement Dates. It's only necessary to add these fields once.
Save your form. Do not save the WizeApp settings. Simply close out of the settings, and then return to the form builder for your main form/the form into which this subform will be pulled.
When in the form builder for the main form, add the field type called Subform:
Once this is added, you can create a Label for your question, and then pull in the new form you built.
Notice two settings: Table View and Max Entries. It is strongly recommended not to utilize Table View. Unfortunately, it is not visually appealing.
Note about Max Entires
The Max Entries option, while available, can only be set by a WizeHive Employee. Please contact your representative or contact Support@wizehive.com.
In terms of Max Entries, if this is left blank, an applicant can continue to add subform iterations infinitely. If you want to allow only 10 job experiences or 5 personal activities, then they will only be able to add that many iterations, as long as you set that number in Max Entries.
What are the limitations?
Since subforms are independent forms, they do not come out very well when reporting. If an applicant were to add 4 personal activities, their overall application data would repeat 4 times in a report containing fields from that subform.
This particular applicant has several personal activities. In the WizeHive reports tab, everything looks fine.
But when you export this information, it's a different story.
If your data must go into a database or if there are other reasons that these repeated lines of data may be problematic, you may want to explore alternative ways to capture this data. You can work with the WizeHive support and implementation team to utilize Rules to capture this data as well.