Add Response Form Type

You can create a response form using the Form Builder. To create a response form type for your application:

1. Click the Add Form button on the Forms page. 
2. The New Form pop-up will be displayed, where you can fill in the following fields:
   1. Caption: enter a unique name for the response form.
   2. Caption Plural: enter the plural version of the response form’s name. 
   3. Form Type: choose “Response” in the picklist. If you plan to create a form that does not require external collaboration to complete, you can create a custom form type instead following the instructions in Add and Edit a Custom Form Type.
   4. Show on Intake: toggle to allow internal users to add records using your response form type when they submit a case. Users will not be able to send these records to external collaborators. You can have a total of 5 forms on intake, including the party form.
   5. Automatic translation: toggle to display the “Automatic Translation” field property for text fields in the Form Builder. If you turn on “Automatic Translation” for a text field, the Translation Copilot will automatically generate translations for text in a different language than your application's default language when the response is initially submitted. This option will only be available if the Translation Copilot has been activated for your application. See Set Up Automatic Translation for details.
3. Click the Save button to proceed to the Form Builder, where you can add fields and sections to the response form. Refer to the next tabs in this article for details on adding elements to your response form. The following elements will be on your response form by default:
   1. The “Case” field, as each response must be associated with a case. External recipients will not see the case number field.
   2. An "Internal Only" section, which only internal users of your application, such as investigators and caseworkers, will be able to see. You can add fields to this section for internal users to fill in after receiving the response from an external user. This section will not be available when sending a request to fill in the form.
4. When you are finished adding elements to the form, you can publish the form so users can add responses with your new form type (see the "Publish" tab of this article for details).

Fields

Users will enter information into responses using fields, such as text boxes and radio buttons. You can add and set up fields on a response form to choose the types of information or data that users can provide. See a description of all field types you can add to a response form in the Response Form Field Types section of this article.

Add a Field

To add a field to a response form:

1. Make sure to open the response form in the Form Builder and set the Form Builder in edit mode. 
   1. If you just added the response form type following the steps in the last tab, the response form will already be in edit mode and you can proceed to the next step.
   2. If you want to add fields to a response form that has already been published, you can put the response form back into edit mode by clicking the Edit button on the Form Builder.
2. Click the + Insert Fields section or the right arrow icon to open the Field Type sidebar. The Field Type sidebar contains all available elements you can add to the form. 
   1. All field groups are at the top of the sidebar's list, which contain multiple fields in a section. All individual fields are organized below the field groups list. See details on adding field groups to a record type in the "Field Groups" tab of this article.
   2. The Response Form Field Types section of this article describes all available field types and their additional properties.
3. Use the “Search field type…” search bar to find a specific data type in the list. To add a field type to your form, click and hold the field type in the Field Type sidebar, drag it to the Form Builder, and let go of your cursor over the + Insert Fields section. 
   1. You will only be able to add field types that reference other data in the system, such as "Case Selection", "Party Selection", and "User" fields, to the internal only section on a response form. This means you will not be able to add them where external recipients will be able to see them. You can see a full list of fields that are only available for internal sections in Internal Only Elements.
4. The Field Type pop-up will be displayed, where you can fill in the field's properties. The properties of a field control how users can interact with and enter information into the field. All fields will have the following options, but there will be additional properties available for some field types, see the Response Form Field Types section of this article for details. 
   1. Name: enter the name you want the system to use to refer to the field. The field's name will be shown on grids and reports.
   2. Caption: enter text to appear beside the field on the form. Adding a caption is optional. If you enter a caption, the caption text will be displayed on the response form instead of the “Name” text.
      1. For example, you can enter a concise "Name" for the field to show in grids and reports, such as “Interviewers”. Then, you can phrase the “Caption” text as a question to help users filling in the form, such as “Who interviewed the parties?”.
   3. Input method: select if the field’s value can be entered by users or calculated. Choose one of the following options:
      1. Editable: users can enter and edit the field's value when adding or editing the form. 
      2. Submit-Only: users can enter a value in the field but cannot edit it after the form is submitted. This means that internal users will not be able to edit the external recipient's response in the field.
      3. Computed: the system will evaluate an expression to calculate the field's value when a user saves the form. Users will not be able to edit the field. For comprehensive information on writing expressions for computed fields in Case IQ, see Case IQ Expression Language.
   4. Required: choose if users must complete the field before they can submit the form.
   5. Show on intake: choose if the field should be displayed when an internal user is creating a response using this form. However, fields outside the internal only section will be displayed to external recipients on intake, even if you set "Show on Intake" to "No". By default, "Show on Intake" is set to "Off".
   6. Restrict edit: choose if editing the field should be restricted, except for users with “Save Restricted Fields” or “Create Restricted Fields” permissions for the response form type. You can restrict a maximum of 20 fields in your application. "Restrict edit" is not available for information boxes, sections, or data form sections.
   7. Sub text: enter guidance text to display under the field. You can include URLs in sub text, for which Case IQ will automatically create a link. Make sure to include “http://” or “https://” in the link. In the screenshot below, the field’s sub text is highlighted in purple. 
   8. Help text: enter discrete guidance text, which will only be displayed when the user hovers their cursor over a question mark icon beside the field. See an example highlighted in pink in the screenshot below.
5. When you have finished selecting the field's properties, click Save on the pop-up. The field will now appear on the Form Builder. 
   1. If you added a picklist or picklist multiple field, you can now add the options that users will be able to select in the field, see the "Picklists" tab of this article for details.

Edit a Field

After adding a field to your response form, you can change the field's properties while the response form is in edit mode. If you are working on a response form that has already been published, you can put the response form back into edit mode by opening the form in the Form Builder and clicking the Edit button.

To update a field’s properties, click the field on the Form Builder. The sidebar will load the properties of the field, where you can adjust its settings as needed. Click the Save button at the bottom of the sidebar. Your changes to the field will be published for your application's users when you publish the response form, see the "Publish" tab of this article for details. 

Move a Field

You can change the order of fields on the form while the response form is in edit mode. Click and hold a field, move your cursor to another location, then let go of your cursor to place the field.

Delete a Field

You can delete a field on the Form Builder using either of the following methods. Deleted fields will not appear in responses or search results, but any data that users entered in the field will not be deleted in the Case IQ system.

1. Hover your cursor over the field on the Form Builder and click the Delete icon.
2. Click the field on the Form Builder, then click the Delete button on the left sidebar.

Restore a Deleted Field

If you delete a field after the response form was published, you can quickly add it back to the form using the following steps:

1. Click the + Insert Fields section or the right arrow icon to open the Field Type sidebar. 
2. Click the “Deleted Fields” tab on the Field Type sidebar. 
3. Click and hold a deleted field in the sidebar, drag it to the Form Builder, and let go of your cursor to drop the field in place. 
4. You can adjust the field's properties in the Field Type pop-up if needed.
5. Click Save on the pop-up and the field will be back on the response form.

Add a Display Rule to a Field

You can specify criteria for when a field will be displayed based on the values a user enters in other fields on the response form. To create display rules for a field:

1. Click the field on the Form Builder to load its properties on the sidebar. We will refer to this field as the "dependent field". In the video example below, the dependent field for the display rule is the "Incident location" field.
2. Click the “Rules” tab in the sidebar, then click the Add Display Rule button.
3. In the Add Display Rule pop-up, you can set up criteria to tell the system to show the dependent field when another field on the form is set to a certain value. A criteria statement contains three parts: 1) a field, 2) an operator, and 3) a value. In the  "Search fields..." dropdown, select a field on the form for the criteria. We will refer to this field as the "parent field". In the video example below, the parent field is "Did you see the incident?".
4. Another dropdown will be displayed beside the "Search fields..." dropdown after selecting a parent field. In the dropdown, select an operator for the criteria. The operator tells the system how to compare the parent field to the value in your criteria statement. 
   1. For example, if you select "Contains" as the operator, the system will show the dependent field when the parent field contains the value in your criteria.
   2. If you select "Is Empty" or "Is Not Empty" as the operator, you do not need to select a value for the criteria, as the system will show the dependent field when the parent field is empty or not empty respectively.
   3. In the video below, the operator is "Is", which tells the system to display the dependent field when the parent field is set to the value in the display rule.
5. One or more additional fields will be displayed beside the operator dropdown. Enter or select a value for the parent field in these fields. The system will look for this value in the parent field when determining whether to show or hide the dependent field.
   1. The input method to select the value depends on the parent field's type. For example, if you choose a radio button field, you can select the value using radio buttons.
   2. In the video below, the value is "Yes" as a radio button, as "Did you see the incident?" is a radio button field. This display rule tells the system that the dependent field should only be displayed on the form when the "Did you see the incident?" field is set to "Yes".
6. If the display rule should be dependent on more than one parent field, you can add another by clicking the + Criteria button. Then, repeat steps 3 to 5 to choose the parent field, operator, and value for the criteria.
7. If you add more criteria to the display rule, you can use the “All/Or" toggle below the criteria to set whether the form must meet all or one of the criteria on your list.  
   1. By selecting “All”, the dependent field will be displayed only if all criteria are met.
   2. Choosing “Or” means that the dependent field will be displayed even if only one of your criteria is met.
8. When you have completed setting up criteria, click the Save button on the Display Rule pop-up. A connector icon will appear beside the field.

After saving one display rule for a field, you can add more display rules to show the field in multiple different situations. Click Add Display Rule again, set up another display rule in the Add Display Rule pop-up, and click Save. There will now be an "And/Or" toggle under the display rules. If you select "And", the field will not be displayed unless all of your display rules are met. If you choose "Or", the field will be displayed if it meets one of your display rules.

Picklists

Add a Picklist Option

After adding a picklist field to your response form, you can set the options to display in the picklist dropdown menu using the following steps. Any picklists created in the Form Builder will be available in the Picklists page in Settings (see Configure a Picklist and Picklist Option).

1. Click the picklist field on the Form Builder to open the field’s properties on the sidebar.  
2. Click the Values tab on the sidebar.
3. In the “Value” field, type a picklist option to show in the picklist dropdown menu, then hit Enter or Return on your keyboard. 
   1. You can also paste a list in the "Value" field. Copy a list, then paste the list in the Value field and click the Add button. Case IQ can add up to 100 values at once. If you need to include more than 100 values in the picklist, you can copy and paste values in the "Value" field multiple times.
4. In the “Sequence” field, you can indicate the position in the picklist menu in which the option should appear by entering a number. If you do not add a sequence number, the options will be sorted alphanumerically.
5. Click the Add button to add the option to the picklist.

Edit or Delete a Picklist Option

After adding a picklist option, you will only be able to change the picklist option's "Sequence". You cannot update the “Value” field of a picklist option for data integrity purposes. If you made an error typing in a picklist option's “Value” field, delete the picklist option, then add a new option with the correct “Value”.

To edit or delete a picklist option:

1. Click the picklist field on the Form Builder to open the field’s properties on the sidebar.  
2. Click the Values tab on the sidebar.
3. Select the picklist option in the Values tab's grid that you want to change. 
4. You can now edit or delete the picklist option.
   1. To edit the picklist option, adjust the "Sequence" field and click the Save button for the option, which will be located above the grid in the sidebar.
   2. If you made an error in a picklist option's “Value” field, click the Delete button for the option. See the previous section in this article tab, "Add a Picklist Option", for details on adding a picklist option as a replacement.

Set Up a Dependent Picklist

You can create a "child picklist" on your response form, in which the options displayed in the dropdown menu will be dependent on the option a user selects in an earlier picklist on the form. See the steps below to create a child picklist. You can learn more about parent and child picklists in Configure a Picklist and Picklist Option: Parent and Child Picklists.

1. Click the picklist field you want to make a child picklist on the Form Builder. This will open the picklist’s properties on the sidebar.  
2. On the Properties tab, click the “Dependent” toggle. 
3. A dropdown menu will appear under the “Dependent” toggle, where you can select the parent picklist. All available picklists on the response form will be displayed in this dropdown. 
4. Click the sidebar’s Save button.
5. Click the Value tab. The parent picklist will now be displayed above the “Value” and “Sequence” fields. 
6. Select a value from the parent picklist. Then, enter the values that should appear in the child picklist when that parent value is selected. 
   1. In the example below, when a user selects “Ontario” in the “Province” picklist, only cities in Ontario will be displayed in the "City" picklist.
7. Click the Add button to create the child picklist values. You can review the picklist values and their parent values in the tab’s grid.

Field Groups

A field group is a linked group of fields that capture multiple attributes about one person or location. For example, the "Location" field group contains fields for street address, city, state, country, and zip code. You can add, edit, rearrange, and delete field groups just like individual fields.

Add a Field Group

To add a field group to a response form:

1. Make sure to open the response form in the Form Builder and set the Form Builder in edit mode. 
2. Click the + Insert Fields section or the right arrow icon to open the Field Type sidebar. All field groups are at the top of the sidebar's list. The Response Form Field Groups section of this article describes all available field groups and the fields they contain.
3. Click and hold a field group in the Field Type sidebar, drag it to the Form Builder, and let go of your cursor over the + Insert Fields section. 
4. In the field group pop-up, fill in the following fields: 
   1. Caption: type in the text to display in the field group header.
   2. Show on intake: choose if the field group should be displayed when an internal user is creating a response using this form. However, field groups outside the internal only section will be displayed to external recipients on intake, even if you set "Show on Intake" to "No". By default, "Show on Intake" is set to "Off".
   3. Help text: enter discrete guidance text, which will only be displayed when the user hovers their cursor over a question mark icon beside the field group.
5. When you have finished entering the field group's properties, click Save on the pop-up. The field group will now appear on the Form Builder. You can now edit the properties of each field in the group separately, just like any other field. See the "Fields" tab of this article for details.

Edit a Field Group

After adding a field group to a response form, you can change the field group's properties while the record type is in edit mode. To update a field group’s properties, click the field group on the Form Builder. The sidebar will load the properties of the field group, where you can edit the field group's caption, show or hide it on intake, or create display rules (see the "Add a Display Rule to a Field Group" section in this article tab below for details). Click the Save button at the bottom of the sidebar. Your changes to the field group will be published for your application's users when you publish the record type, see the "Publish" tab of this article for details. 

Move a Field Group

While the response form is in edit mode, you can change the order of field groups on the form and the fields within the group. You can even move other fields on the response form into the group. However, you cannot move fields originally part of the group out of the section. 

To move the entire field group, click and hold the group, move your cursor to another location, then let go of your cursor to place the field group. You can rearrange its fields in the same way by dragging and dropping them within the group.

Delete a Field Group

You can delete a field group on the Form Builder using either of the following methods. Deleted field groups will not appear in responses or search results, but any data that users entered in the group's fields will not be deleted in the Case IQ system. You cannot restore a group or its fields after deleting a field group.

• Hover your cursor over the field group on the Form Builder and click the Delete icon.
• Click the field group on the Form Builder, then click the Delete button on the left sidebar.

Add a Display Rule to a Field Group

You can specify criteria for when a field group will be displayed based on the values a user enters in other fields on the response form. A field group's display rules will be applied to all fields in the section. You can add more display rules to a group's fields, but the group's rules will take priority. To create display rules for a field group:

1. Click the field group on the Form Builder to load its properties on the sidebar.
2. Click the “Rules” tab in the sidebar, then click the Add Display Rule button.
3. In the Add Display Rule pop-up, you can set up criteria to tell the system to show the field group when a field on the response form is set to a certain value. A criteria statement contains three parts: 1) a field, 2) an operator, and 3) a value. In the "Search fields..." dropdown, select a field on the record type for the criteria. We will refer to this field as the "parent field". In the video below, the "Did you see the incident?" field is the parent field.
4. Another dropdown will be displayed beside the "Search fields..." dropdown after selecting a field. In the dropdown, select an operator for the criteria. The operator tells the system how to compare the field to the value in your criteria statement. 
   1. For example, if you select "Contains" as the operator, the system will show the field group when the field contains the value in your criteria.
   2. If you select "Is Empty" or "Is Not Empty" as the operator, you do not need to select a value for the criteria, as the system will show the field group when the field is empty or not empty respectively.
   3. In the video below, the operator is "Is", which tells the system to display the field group when the parent field is set to the value in the display rule.
5. One or more additional fields will be displayed beside the operator dropdown. Enter or select a value for the criteria field in these fields. The system will look for this value in the field when determining whether to show or hide the field group.
   1. The input method to select the value depends on the criteria field's type. For example, if you choose a radio button field, you can select the value using radio buttons.
   2. In the video below, the value is "Yes" as a radio button, as "Did you see the incident?" is a radio button field. This display rule tells the system that the field group should only be displayed on the form when the "Did you see the incident?" field is set to "Yes".
6. If the display rule should be dependent on more than one field, you can add another by clicking the + Criteria button. Then, repeat steps 3 to 5 to choose the field, operator, and value for the criteria.
7. If you add more criteria to the display rule, you can use the “All/Or" toggle below the criteria to set whether the record must meet all or one of the criteria on your list. 
   1. By selecting “All”, the field group will be displayed only if all criteria are met.
   2. Choosing “Or” means that the field group will be displayed even if only one of your criteria is met.
8. When you have completed setting up criteria, click the Save button on the Display Rule pop-up. A connector icon will appear beside the group and all its fields.

After saving one display rule for a field group, you can add more display rules to show the group in multiple different situations. Click Add Display Rule again, set up another display rule in the Add Display Rule pop-up, and click Save. There will now be an "And/Or" toggle under the display rules. If you select "And", the group will not be displayed unless all of your display rules are met. If you choose "Or", the group will be displayed if it meets one of your display rules.

Sections

Organizing your response form into sections can make long records easier to read. You can also create complex, dynamic response forms by adding display rules for when to show sections. 

Add a Section

To add a section:

1. While the response form is in edit mode, open the Field Type sidebar and find the “Section” element. 
2. Drag the “Section” element to the Form Builder. 
3. In the New Section pop-up, fill in the following fields:
   1. Caption: type in the text to display in the section header.
   2. Show on intake: choose if the section should be displayed when an internal user is creating a response using this form. However, sections outside of the internal only section will be displayed to external recipients on intake, even if you set "Show on Intake" to "No". By default, "Show on Intake" is set to "Off".
4. Click Save to create the section. 

The section will contain its own + Insert Fields button, where you can move or add fields.

Edit a Section

To update a section's properties, click the section on the Form Builder. The sidebar will load the properties of the section, where you can edit the section's caption, show or hide it on intake, or create display rules (see the "Add a Display Rule to a Section" section below in this article tab for details). Click the Save button at the bottom of the sidebar. Your changes to the section will be published for your application's users when you publish the response form, see the "Publish" tab of this article for details. 

Move a Section

Similar to fields, you can rearrange the order of the section while the response form is in edit mode. Click and hold the section, then drag it to a new location.

Delete a Section

You can delete a section if you would like to remove the section and all its fields from the response form. You can use either of the following methods:

1. Hover your cursor over the section on the Form Builder and click the Delete icon.
2. Click the section on the Form Builder, then click the Delete button on the left sidebar.

Add a Display Rule to a Section

You can specify criteria for when a section will be displayed based on the values a user enters in fields on the response form. A section's display rules will be applied to all fields in the section. You can add more display rules to a section’s fields, but the section’s rules will take priority. To create display rules for a section:

1. Click the section on the Form Builder to load its properties on the sidebar.
2. Click the “Rules” tab in the sidebar, then click the Add Display Rule button.
3. In the Add Display Rule pop-up, you can set up criteria to tell the system to show the section when a field on the form is set to a certain value. A criteria statement contains three parts: 1) a field, 2) an operator, and 3) a value. In the  "Search fields..." dropdown, select a field on the record type for the criteria. 
   1. In the video example below, we selected "Do you work for our company?" as the field.
4. Another dropdown will be displayed beside the "Search fields..." dropdown after selecting a field. In the dropdown, select an operator for the criteria. The operator tells the system how to compare the field to the value in your criteria statement. 
   1. For example, if you select "Contains" as the operator, the system will show the section when the field contains the value in your criteria.
   2. If you select "Is Empty" or "Is Not Empty" as the operator, you do not need to select a value for the criteria, as the system will show the section when the field is empty or not empty respectively.
   3. In the video below, the operator is "Is", which tells the system to display the section when the field is set to the value in the display rule.
5. One or more additional fields will be displayed beside the operator dropdown. Enter or select a value for the criteria field with these fields. The system will look for this value in the field when determining whether to show or hide the section.
   1. The input method to select the value depends on the field's type. For example, if you choose a radio button field, you can select the value using radio buttons.
   2. In the video below, the value is "No" as a radio button, as "Do you work for our company?" is a radio button field. This display rule tells the system that the section should only be displayed on the form when the "Do you work for our company?" field is set to "No".
6. If the display rule should be dependent on more than one field, you can add another by clicking the + Criteria button. Then, repeat steps 3 to 5 to choose the field, operator, and value for the criteria.
7. If you add more criteria to the display rule, you can use the “All/Or" toggle below the criteria to set whether the form must meet all or one of the criteria on your list.  
   1. By selecting “All”, the section will be displayed only if all criteria are met.
   2. Choosing “Or” means that the section will be displayed even if only one of your criteria is met.
8. When you have completed setting up criteria, click the Save button on the Display Rule pop-up.

After saving one display rule for the section, you can add more display rules to show the section in multiple different situations. Click Add Display Rule again, set up another display rule in the Add Display Rule pop-up, and click Save. An "And/Or" toggle will now be shown under the display rules, which you can use to set if the section will be displayed if all or any of your display rules are met.

Data Form Sections

You can add a data form section to the internal area of a response form so internal users can look up information and populate the data form’s fields. To prevent external parties from seeing confidential organizational information, you will only be able to add data form sections to the "Internal Only" section on a response form. 

To add a data form section to a response form:

1. While the response form is in edit mode, open the Field Type sidebar and find the “Data Form Section” element. 
2. Drag the “Data Form Section” element to the "Internal Only" section on the Form Builder page. 
3. In the New Data Form Section pop-up, fill in the following fields:
   1. Caption: type in text to display in the data form section header on the response form. 
   2. Data form: choose the data form template you want to add to the response form.
   3. Help text: enter any guidance text for the data form. Help text will be displayed when the user hovers their cursor over a question mark icon beside the section.
4. Click Save to create the data form section. The fields of the data form template you selected will be added to the response form and they will be available for internal users when you publish the response form.

If you click a data form section field, you can edit its properties like any other form field. There will be two additional field properties for data form fields:

• Read Only: by default, data form section fields will not be editable, meaning that the field can only be auto-populated and internal users cannot change the field’s value. If you turn off “Read Only”, internal users can change the data form section field’s value.
• Mapped field: choose the data form field to auto-populate in the section’s field. Your “Mapped Field” selection tells Case IQ what data it should put in the field when a user auto-populates the data form section.

A field’s name or caption on the data form section does not need to match the data form template field to which it is mapped. The “Mapped Field” dropdown will list all fields on the data form template with the same data type as the field you are editing. In the example below, the “Address” field in the data form section is a textbox, so the options in the “Mapped Field” dropdown are the textbox fields on the data form template. You can map the same data form field to multiple fields in the data form section.

You can move a field into the data form section or out of it by clicking and holding a field, moving your cursor to another location, then letting go of your cursor to place the field. If you move a data form section field out of the section, its “Mapped Field” value will be removed. You can also move other fields into a data form section. Case IQ will add the “Mapped Field” property for the field, but it will be blank by default.

You can also delete data form section fields like any other form field by clicking the Delete button beside the field or on the left sidebar. Deleting fields in the data form section will remove the field for the response form but will not affect the data form template or its entries.

Edit Form's Properties

You can edit a form’s properties, such as its name. While the response form is in edit mode, click the Edit icon beside the response form's caption. You can edit the following properties of response forms:

• Caption: enter a unique name of the response form.
• Caption plural: enter the plural version of the response form’s name.
• Show on intake: toggle to allow internal users to add records using your response form type when they submit a case. Users will not be able to send these records to external collaborators. You can have a total of 5 forms on intake, including the party form.
• Automatic translation: toggle to display the “Automatic Translation” field property for text fields on your response form. If you turn on “Automatic Translation” for a text field, the Translation Copilot will automatically generate translations for text in a different language than your application's default language when the response form is initially submitted. This option will only be available if the Translation Copilot has been activated for your application. See Set Up Automatic Translation for details.
• Sequence: if you turn on "Show on Intake", choose the order in which the form will be displayed on the internal case intake form. For example, if you enter “2”, it will be the second form displayed on the New Case forms.  
• Rules tab: set the criteria for when Case IQ should show the option to add a response form on the case’s page, see the next section in this article tab, "Add a Display Rule to a Response Form", for details.

Add a Display Rule to a Response Form

You can choose for what cases users will be able to add responses using this form based on the case’s fields. If you create display criteria for a response form, users will only see the option to add responses or send the response form to external parties for cases that meet your criteria. 

For example, suppose your application contains a “Witness Statement” response form. Using display rules, you can ensure users are only able to add “Witness Statement” records or request an external party to complete the "Witness Statement" form for cases with a specific “Case Type”. You can set the “Witness Statement” response form’s display rules to only show the option to add “Witness Statement” records or send a "Witness Statement" request for a case when the “Case Type” field is set to “Investigation”. 

If you update a case's details so it no longer meets your response form's display rules, any existing response form records will be retained and you will still be able to access them. However, as the case will no longer meet the display rule's criteria, you will not be able to add or request more response form records of that type to the case.

To create display rules for a response form:

1. While the response form is in edit mode, click the Edit icon beside the response form's caption.
2. Click the “Rules” tab in the sidebar, then click the Add Display Rule button.
3. In the Add Display Rule pop-up, you can set up criteria to tell the system to show the option to add or request responses using this form when a field on the case is set to a certain value. A criteria statement contains three parts: 1) a field, 2) an operator, and 3) a value. In the "Search fields..." dropdown, select a case field for the criteria. 
   1. In the video example below, we created a display rule for a "Witness Statement" response form, where "Case Type" is the field for the criteria.
4. Another dropdown will be displayed beside the "Search fields..." dropdown after selecting a field. In the dropdown, select an operator for the criteria. The operator tells the system how to compare the field to the value in your criteria statement. 
   1. For example, if you select "Contains" as the operator, the system will show the option to add or request responses using this form when the field contains the value in your criteria.
   2. If you select "Is Empty" or "Is Not Empty" as the operator, you do not need to select a value for the criteria, as the system will show the option when the field is empty or not empty respectively.
   3. In the video below, the operator is "Is", which tells the system to display the option when the field is set to the value in the display rule.
5. One or more additional fields will be displayed beside the operator dropdown. Enter or select a value for the criteria field in these fields. The system will look for this value in the field when determining whether to show or hide the option to add records of this response form type.
   1. The input method to select the value depends on the field's type. For example, if you choose a radio button field, you can select the value using radio buttons.
   2. In the video below, the value is "Investigation". This display rule tells the system that the option to add or request a "Witness Statement" record should only be displayed on the case when the "Case Type" field is set to "Investigation".
6. If the display rule should be dependent on more than one field, you can add another case field by clicking the + Criteria button. Then, repeat steps 3 to 5 to choose the case field, operator, and value for the criteria.
7. If you add more criteria to the display rule, you can use the “All/Or" toggle below the criteria to set whether the case must meet all or one of the criteria on your list. 
   1. By selecting “All”, the option to add a record of the response form type will be displayed only if a case meets all criteria.
   2. Choosing “Or” means that the option to add a response form record will be displayed even if the case only meets one of your criteria.
8. When you have completed setting up criteria, click the Save button on the Add Display Rule pop-up.

You can add multiple display rules for a response form to set multiple different situations in which the option to add a response form record should be displayed. Click Add Display Rule again, set up another display rule in the Add Display Rule pop-up, and click Save. An "And/Or" toggle will now be shown under the display rules, which you can use to set if users can add a response form record if all or any of your display rules are met.

Publish

Publishing your new response form will make the response form type available for your users. If you previously published your response form, you can make changes to the response form in the Form Builder, then publish it again to make your changes available for your users.

To publish your response form, click the Publish button on the Form Builder. Click Confirm on the "Publish changes?" pop-up to proceed. When you initially publish a new response form type, Case IQ will add user role permissions to create, edit, delete, and view records of your response form type. No user roles will have access to the new response form yet, as you must manually grant permissions on a User Role’s page (see Manage a User Role for details on adjusting user role permissions). Case IQ will not update user role permissions when you publish changes to an existing response form type.

Deactivate or Activate

When you deactivate a response form, users cannot add or request responses using the form and all pending requests for the response form will be cancelled. To set a response form type to “Inactive” status, load the response form in the Form Builder, click the Form Builder’s Options () button, and select the “Deactivate” option.

You can set an inactive response form back to “Active” status by clicking the Publish button. Reactivating a response form will restore all responses and requests for this form in the application. However, any cancelled requests will remain cancelled.