Configuring fields
Every field in a form can be configured individually. Clicking Edit on a field opens its Field settings.
Label and help text
| Setting | Effect |
|---|---|
| Label | Caption shown in the form |
| Description | Explanatory text below the label |
The label only applies to this form
The column name on the Grid stays unchanged. So internally it can be called customer_status while the form asks How satisfied are you?
Use this: internal field names are often meaningless to the people filling out the form.
Required field
Required field prevents submission while the field is empty. The message reads Please fill in this required field.
Use sparingly
Every required field raises the abandonment rate. Ask yourself for each one: can I really not process this without that piece of information?
On multi-page forms, required fields belong near the front — if someone abandons the form, you at least have the most important data.
Input behavior
Multi-line
For text fields: several lines instead of one. For comments, descriptions, and notes.
Component type
Determines how the field is displayed:
| Column type | Options |
|---|---|
| Single select, Multiple select | Dropdown menu or List |
| Files | Choose file or Record video |
Dropdown or list?
List shows all options at once — good for up to about five options, and when the choice should be made deliberately.
Dropdown menu saves space — better with many options and on mobile devices.
Allow adding files only
For file fields: people filling out the form can add attachments but can't delete existing ones.
Important for editing forms
When a form edits an existing entry, this setting prevents already-uploaded documents from being accidentally removed.
Enable barcode scanner
Allows filling the field via camera — for item numbers, serial numbers, inventory tags.
Prefilling and hiding
Three settings that are best thought of together:
| Setting | Effect |
|---|---|
| Prefilled | A default value is already in the field when it opens |
| Not editable | The field is shown but can't be edited |
| Not visible | The field is not shown but is still submitted |
Typical combinations
| Goal | Settings |
|---|---|
| Record origin without anyone seeing it | Not visible + value via prefilled link |
| Show context but keep it fixed | Prefilled + Not editable |
| Suggest a value, allow changes | Prefilled only |
| Show existing data without editing | Not editable |
"Not visible" is not confidential
The field is only hidden in the interface — nothing more. With a prefilled link, the value even sits in the address and is readable by anyone who has the link.
Don't put personal or confidential data there.
Plan-dependent settings
Four settings aren't available on every plan:
- Not editable
- Not visible
- Prefilled
- Enable barcode scanner
A downgrade can remove settings
If a Space moves to a lower plan, paid form settings are no longer available. Check your forms after a plan change.
Removing a field
Via Remove in the field settings. This takes the field out of the form — the column on the Grid and its data remain untouched.
Which fields can't be collected
Four column types have no form field:
| Type | Reason |
|---|---|
| Rich Text | no input field defined |
| Use linked value | calculated |
| Calculate sum | calculated |
| Formula | calculated |
For longer text, use Text with the Multi-line setting instead.
Validation
ApptiveGrid checks input based on the column type. The messages are listed under Common error messages — for example Only numbers (0-9) are allowed or An international dialing code is required (e.g. +49).
Mention expected formats in the description
For phone numbers, dates, and coordinates, you'll avoid input errors if the field description includes an example.