By default, all the fields that you create as part of your flow form are visible to the end user. However, you can limit the visibility of certain fields based on your business requirements with the help of the Visibility settings.
Click a field and access the Visibility tab in the right panel or hover over a field and click the spectacle icon to configure a field's visibility conditions.
The default visibility state of a field is always set to Visible, however, you can choose to toggle it to Hidden if you wish to.
Adding visibility rules
A visibility rule lets you show or hide a field based on a certain condition or a set of conditions involving other data in the form.
- Click any field to access its Visibility settings in the right-hand panel or hover over the field and click the spectacle icon to modify its field visibility directly.
- Click Add a visibility rule in the Field properties window to display or hide the field based on certain conditions. You can also toggle the default visibility to Hidden or keep it Visible based on your business requirements before adding a visibility rule.
- Click Add a condition to keep adding as many filter conditions as you want. Select Match ALL if all the filter conditions are met. You can select Match ANY if you want at least one of the filter conditions to be met.
Visibility rules for sections
You can set visibility conditions for a section like how you do it for a field. Click the gear icon on the top of the section to access its settings.
Let's assume that you are creating a Travel request form. As you know, a few trips might mandate a cash advance while others don't. In this case, it is recommended that we limit the visibility of the Cash Advance field based on whether the trip requires an advance amount or not so let us learn how to arrive at the visibility settings as follows:
- Create a Yes/No field by the name Do you need advance in cash?
- Create a Currency field by the name Cash Advance
- Click the Cash Advance field to access its visibility settings in the right panel or hover over the spectacle icon to land on the visibility settings directly in the Field properties window.
- Toggle the default visibility of the Cash Advance field to Hidden
- Click Add a condition
- Display the field only when the value of the Do you need advance in cash? field is Yes.
What’s the difference between field visibility and permissions?
Field visibility shows and hides fields based on default settings or other data in the form. In the Permissions section of the process editor, you can make fields editable, read-only, or hidden. These settings are based on what step in the workflow the item is in, not on form data.
These two different settings can affect each other.
- If the field visibility is set to Visible, but the permissions setting is Hidden at a particular step, the field will be hidden at that step.
- If the field visibility is set to Hidden, but the permission setting is either Read-only or Editable, the field will be hidden at that step.