Multi-select fields allow selection of a multiplt options from an option list. They store a reference to the selected options, not the labels selected. Searching a multi-select field uses mathematical set operations such as "one of" (member of the set) and "none of" (not a member of the set). A multi-select may also be null, or have nothing selected. Aside from the standard features shared by most field types, multi-select fields have a number of format options, they can do grouping, and they can be used for conditional locking and hiding. These three feature categories are discussed below.
A multi-select field requires an option list. They may have three different edit formats and two print formats. There are a few other minor format-related settings.
| Format/Setting |
Description |
| List |
Nothing effects the format and behavior of a multi-select field more than the option list selected. Once a list is selected and saved, it cannot be changed without erasing all existing values stored by the field. The number of options and the length of their labels are often the determining factor for practical choices in the other format options. |
| Format |
The format settings determine what the multi-select field looks like when it is editable and how the user interacts with it. These settings can be changed at any time without effecting the values stored by the field. There are four options explained below. |
| List Box |
The options are displayed in a scrollable list box with 10 options displayed at a time. Nobody really uses this format since it is bulky and offers almost no advantage over other formats. The styles applied to the options are allowed to change the font-color, but not much else (except in Firefox where font-face and size can also be changed). A single level of option grouping works. |
| Lookup Field |
This is an auto-complete/type-ahead type field that begins as a simple text field. As you begin to type a list of options from the option list are displayed in a drop-down selection window. When an option is selected it becomes a checkbox field above the text box. As additional options are selected they also become checkboxes and are added to the list of checkboxes growing above the text box. If a checkbox is uncheck, it disappears. If sufficient options are selected, they move into multiple columns as needed up to the number of columns configured. Options support full formatting, but not grouping since groups are not selectable and hence are not returned as part of the search results. |
| Check Boxes |
The options are displayed as a multi-column list of options. The number of columns can be configured to any value from 1 to 20 with a default of 3. Full option styling is supported as well as option labels with embedded HTML. Multiple-levels of option grouping are also supported. |
| Checkbox Columns |
The number of columns to display option items in. Default is 3, minimum 1, maximum 20. |
| Read-Only/Print Format |
Determines what the field looks like when displayed read-only in the generic layout or inserted into a merge-report layout. When a multi-select field is displayed as a query/report column it is always just the list of selected options. When "List of selected options" is chosen, the currently selected options are displayed as a comma-delimited list with all styles and HTML embedded in the label. If "Full Radio Button List" is chosen, then the options are displayed exactly as in the editable "Check Boxes" format except the checkboxes themselves are gray and the selected options cannot be changed. This is useful when the format must not change in print layout, for instance when regulations require that all available options must be shown not just the selected options. |
Multi-select fields supports multiple types of grouping. The most commonly used setting, by far, is ad hoc grouping. Grouping only applies in the generic layout.
| Setting |
Description |
| Grouping OFF |
Grouping features of this field are disabled. |
| Simple Grouping |
When simple grouping is enabled, this field become many separate items in the form's field list. There is one item per option in the option list, plus an extra terminating option. The fields of the form must then be reordered so some fields are between the these listings. The fields that are between the various options are displayed when the option is selected that precedes the grouped field(s). If no option is select, no grouped fields are displayed. If the first option is selected, the first set of fields is shown, if the second option is selected the second set of fields is displayed, and so forth. Fields in the various sets are shown or hidden immediately as the value of the multi-select field is changed by the end user. Grouping only effects the standard, automatic layout of the form, the "generic layout." Grouping does not effect the grouped fields if they are used in custom layouts via merge reports. |
| Split Grouping |
This is the "weird" option. The field becomes many separate items in the form's field list, just like simple grouping. The groups or sets of grouped fields are configured by re-ordering, and the grouped field are shown or hidden exactly as in simple grouping. However, the options of the multi-select field are no longer displayed as before. The options are shown as checkboxes, pulled to the left side of the layout where the field labels normally are. The muilti-select field's own label is gone, and the option labels are allowed to go the full width of the layout. The checkboxes are in a single column, and the grouped fields, when revealed, appear between the options of the multi-select field. The options "split" or open up to reveal the grouped fields in-between. |
| Ad Hoc Grouping |
The ad hoc grouping is enabled, this field becomes two separate items in the form's field list: a start listing and an end listing. The fields of the form are then reordered so some fields are between these two listings. Then the multi-select field is edited again. Now a grid of checkboxes is displayed where each column of the grid represents an option in the option list and each row in the grid represents a grouped field. If the checkbox at the intersection of the field row and option column is checked, then that field will be revealed when that option item is selected. Some fields may be displayed no matter what is selected, some may be hidden regardless of what is selected, and others may be displayed when only certain options are selected. This option is both the most flexible and easiest to configure and maintain. |
Conditional locking is a general feature that is available on most field types. It allows almost any field to be conditionally made read-only (locked) or hidden based on the value of another field. However, only certain types of fields may be part of the condition which causes the locking/hiding. Mulit-select fields are one of the field types that support this. The locking/hiding settings are configured on the field to be locked/hidden, not on the multi-select field, but they are documented here because each type of field which may be the condition of the lock is a bit different. Conditional locking and hiding is always done before the page displays. If the user changes the value of the multi-select field after the page is displayed no fields will instantly become locked or unlocked, visible or hidden. Conditional locking/hiding effects fields whether they are shown as part of the generic layout or as part of a custom layout.
Multi-fields may conditionally lock/hide other fields when a particular option is selected. It cannot lock/hide fields when one-of-several fields is selected or when a particular option is not selected. Mulit-select fields cannot lock/hide fields when the no option is selected.
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