About this article
In this article, we will explain the benefit of sharing values for form fields and how to use it.
What is the purpose of the Share value check box in form fields?
When working with smart templates and dynamically inserting a text element into a document, or dynamically inserting a slide into a presentation, you might be utilizing the same question in the document or presentation itself as well as in the text element or the slide being dynamically inserted. Utilizing the
Share value option will allow utilizing the same question in the response form of dynamic text elements or slides that would be inserted when generating a document or a presentation. The answer to this question will be reused to avoid prompting the user with redundant questions.
In the example below, we are taking the example of text elements being dynamically inserted into a smart document, the same can be applied with slides being dynamically inserted into a smart presentation. The
Date question is required in the document, the text element 1, and the text element 2. Using the
Share value checkbox in the document and the text elements questions will allow the
Date question to appear only once in the response form the end-user will be prompted with, and to populate all three smart fields linked to the
Date into the generated document. If the
Share value checkbox wouldn't be used in this scenario, the
Date question would be presented three times in the response form displayed to the end-user, each time requiring an answer, which could lead to different answers and inconsistent results.
How to enable Share value?
- Go to the Dynamics Designer
- Click the
- Either create the required form field or select an existing one
- Tick the checkbox
- Repeat steps 1-5 for the template and all required text elements
How do we determine which one of the "Share value" form fields will be displayed to the end-user?
- The first form field appearing in the document form will be displayed
- The most restrictive options from all form fields combined will be applied to the form field displayed to the end-user
- Required field
- Maximum length
- All other additional options will be taken from the first form field appearing in the document form
- Default Value
- Spacing before/after
- Helptext prefix/postfix
The form field
Name being a shared value with the template and text element 1.
|Name form field from the template will be displayed to the end-user, because this is the first form field appearing in the Dynamics wizard||Name form field from text element 1 will be displayed to the end-user, because this is the first form field appearing in Dynamics wizard|
You have a letterhead text element that you use for multiple templates. In this text element, if you set a default value for e.g. the form field
Subject, this would affect all templates. What if you want to use a unique default subject for each individual template? This can be achieved by following these steps:
- Both the letterhead text element and all templates must have a form field named
- In the letterhead text element and all templates tick the checkbox
Share valueand save the form field
- In each template set the subject you want to use for that template in the
Even though all templates use the same letterhead text element, now each individual template will show the default subject that applies to that template.