Approveit Guide: Creating Smart Intake Forms in Approveit with Dynamic Field Visibility

What Are Dynamic Fields and Why They Matter

In this guide, we’ll show you how to leverage Dynamic Fields in Approveit to create smart intake forms that adapt based on user input. With the rise of no-code workflow automation and business process automation, simplifying and streamlining workflows has never been more crucial. Dynamic fields allow you to automate the visibility of form fields depending on the information already captured, eliminating unnecessary questions and improving data capture accuracy.

Imagine a form that only displays relevant fields based on a user’s selections—saving time and enhancing the overall user experience. For example, in an approval workflow, selecting a specific department or project type will dynamically show different sets of fields—this ensures users are only prompted to provide data that’s pertinent to their situation.

Setting this up is quick and intuitive, with dynamic forms making the process seamless. Whether you are customizing approval workflows or automating data capture, dynamic fields offer a level of flexibility that transforms how your business processes run, helping you build smarter, more efficient forms that require no coding expertise.

We’ve also provided a step-by-step video tutorial to walk you through the process of configuring dynamic fields in your forms. This tutorial will guide you in setting up dynamic field visibility, making your approval workflows smarter and more efficient.

Let’s dive into the steps to set up dynamic fields in Approveit and discover how they can help automate your approval workflows like never before.

How to Show/Hide Fields Based on User Input

Start creating a workflow or click Edit for an existing one.

Click on Edit form fields.

Select the field for which you want to set dynamic display and click the Dynamic Field Display icon.

Click on Add Condition.

Now, select the field and the field value that will trigger the display of the customizable field. In our case, we want the question ‘Does the candidate have a Master’s degree?’ to appear when the ‘Head’ level is selected.

All that’s left to do is save the changes.

You can configure as many conditional fields as you need. Approveit supports dynamic field configuration for the following data types: ‘Amount,’ ‘Currency,’ ‘Dropdown,’ radio button, ‘Cost center,’ ‘Department,’ ‘Location,’ or ‘Line Items’ with the ‘Total.

Real-World Use Cases: Procurement, Compliance, and Onboarding Forms

Dynamic fields in Approveit can transform your no-code workflow automation by creating smart intake forms that adapt based on user input. These dynamic forms streamline business process automation, reducing manual effort and improving efficiency. Let’s explore real-world examples where dynamic fields can optimize processes like procurement, compliance, and onboarding, driving automated data capture and improving overall workflow management.

Example 1. Procurement Forms: Streamlining Purchase Requests

Use Case: Employees are tasked with submitting procurement requests for office supplies, equipment, or software. The approval process differs based on the type of purchase or the requested budget, and dynamic fields help ensure the relevant information is collected efficiently.

How Dynamic Fields Help:

• Step 1: The user selects the Department field (e.g., Marketing, IT, Operations, HR).
• Step 2: Based on the department chosen, the form dynamically displays relevant fields. For instance:
  • If IT is selected, dynamic fields like Technology Specifications (e.g., model and software requirements) are shown.
  • If Marketing is selected, fields related to Campaign Details (e.g., branding needs, campaign strategy) appear.
• Step 3: Once the Budget field is filled, additional dynamic fields appear based on the budget value. If the amount exceeds a predefined threshold (e.g., $5,000), extra approval steps like Manager Approval or Finance Team Review are triggered.

By implementing dynamic fields, the procurement process becomes automated, improving data capture and minimizing unnecessary steps, which helps your organization achieve better business process automation.

Example 2. Compliance Forms: Ensuring Regulatory Accuracy

Use Case: In industries like healthcare or finance, compliance forms need to capture specific information based on the type of transaction to ensure adherence to legal and regulatory requirements.

How Dynamic Fields Help:

• Step 1: The user begins by selecting the Type of Transaction (e.g., Financial Transaction, Medical Procedure, Contract Review).
• Step 2: Depending on the transaction type, dynamic fields are revealed:
  • If Financial Transaction is selected, fields for Transaction Amount, Compliance Officer Approval, and AML (Anti-Money Laundering) Checks are shown.
  • If Medical Procedure is selected, dynamic fields for HIPAA Compliance Check and Patient Consent Form are displayed.
• Step 3: For high-risk transactions, additional fields for Legal Review or Senior Management Approval appear, ensuring compliance with regulations.

Dynamic fields make compliance forms more efficient by automatically displaying the necessary information for different types of transactions, improving both automated data capture and business process automation.

Example 3. Onboarding Forms: Customizing Employee Information Collection

Use Case: Onboarding new employees requires the collection of various personal and professional information. The data required can vary based on the role, department, or location of the employee, and dynamic fields make this process more personalized.

How Dynamic Fields Help:

• Step 1: The new employee selects their Job Role (e.g., Engineer, Sales Representative, Marketing Coordinator).
• Step 2: Based on the selected role, the form dynamically reveals relevant fields:
  • For Engineers, dynamic fields appear for Technical Certifications and Work Authorization details.
  • For Sales Representatives, fields like Sales Territory and Client Accounts are displayed.
• Step 3: If the employee is located in a different Region (e.g., international), dynamic fields such as Local Tax Forms or Visa Information appear to ensure the required documents are collected.

By using dynamic fields in onboarding forms, the process becomes more tailored, capturing the right information for each role, reducing manual effort, and improving overall workflow efficiency. The no-code workflow automation aspect means HR teams can set up these forms without any technical expertise, ensuring seamless business process automation.

And did you know that forms can also be made public?

By making your forms accessible to the public, you can simplify the intake process for customers, partners, or any external stakeholders. Check out this guide to learn how to make your forms public and allow external submissions with ease!

If you’re looking for even more flexibility in your workflow, learn how conditional approval steps work and how they can further enhance your approval processes, giving you full control over your workflow design and execution.