ClearForms - Data Fields and Formulas

Formulas and data fields are powerful tools that can be used throughout your workflow to automate values and information. There are several steps to utilizing Data Fields and Formulas. Select the link below to jump to that section of the article.

• What are Data Fields and Formulas used for?
• Data Fields and Formulas in Instructions and Emails
• Add and Customize Instructions
• Add and Customize Email Notifications
• Data Fields and Formulas in the Completion Message

What are Data Fields and Formulas used for?

Formulas and data fields can be included throughout your workflow to assist with things like:

• Ensuring applicants understand how a fee was calculated from one or more formulas.
• Displaying information from a field or formula in admin instructions to help with reviews.
• And more!

Formulas and data fields can be used in the following: 

• Payment Steps

  Note: Learn more about setting up formulas in a Payment Step in this Support Center article.

• Applicant or Administrator Instructions
• Emails 
• The form Completion Message

Data Fields and Formulas in Instructions and Emails

When setting up a workflow you may use the "@" sign to call up a list of all fields and formulas available to include in an email, step, or section instructions for the workflow.

Add and Customize Instructions

For each step in your workflow, you can add a description of the step and separate instructions for both form administrators and applicants. Once the form has been published, the step description will appear on the Start Page of the form.

To add the description and instructions, navigate to the desired step and select Description and Instructions to expand that section. 

Begin adding your text and utilizing the @ sign to start including the data fields and formulas.

For example, to include the applicant name field in the Admin Instructions in a step type @ to bring up the available fields, and select the data field that will bring in the applicant’s name. Pro-Tip: Formula options will have an f(x) icon so that you can easily differentiate the formulas from the data fields. 

To include the field in your instructions, select it. You can confirm it's working if the field or formula name appears on a darker background. Once you have completed your instructions, select the Save Instructions button.

Add and Customize Email Notifications 

The same @ sign can be used to customize and enhance Email Notifications that applicants or form administrators will receive when the form workflow advances.

To add and customize email notifications for a step, select the Configuration button at the top of the step. 

Select the Add email notification link and fill out the following fields:

• Send To

  • From the first dropdown menu select who will receive this notification: the user who launched the submission, form admins, or currently assigned users.

    Note: you can add multiple email notifications, so you can set a unique email notification for all three user types.

  • From the second dropdown menu select when the user will receive this notification: when starting this step, or when this step is completed.
• Subject - Enter the subject line for the email notification.
• Message - Enter the message for the email notification.

In the Message field, you may type @ to bring up the available data fields and formulas. To include the field in your instructions, select it. You can confirm it's working if the field or formula name appears on a darker background. Once you have completed your instructions, select Save email notification.

Pro-Tip: Use the @ sign in your Section instructions as well!

1. Select the ellipsis (...) icon in the upper right corner of the section. 
2. Select the Configuration button.
3. Add your instructional message.
4. Select the Save Instructions button.

Data Fields and Formulas in the Completion Message

A completion message will display at the end of your workflow once an applicant submits their form. To customize this message, navigate to the Settings tab of your workflow. Scroll down to the Completion Message header and edit the text with the relevant fields and information. 

Type @ to bring up the available data fields and formulas. To include the field in your completion message, select it. You can confirm it's working if the field or formula name appears on a darker background. The completion message saves automatically.