Add Fields to an Assessment

After an Assessment has been created, you can add Fields to it to create a customized checklist or audit. This support page will discuss: 

• Who can manage an Assessment's Fields?
• Add Fields to an Assessment
• Configure Assessment Field values
• Make Assessment Fields conditional
• Change the order of an Assessment's Fields
• What happens to existing Assessments when you add a new field? 

Who can manage an Assessment's Fields? 

Anyone with the "Quality Admin" System Role Permissions can manage an Assessment's Fields, which includes adding new Fields, editing values of drop-downs, checkboxes, and radio buttons, adding conditional logic, and changing the order of Fields. 

Add Fields to an Assessment

To add fields to an Assessment, navigate to the Assessments administration page, and select the name of the Assessment you want to add fields to. This will open the Assessment's individual administration page. 

Once you've opened the Assessment's individual administration page:

• Select the + Add button.
• In the Create Field window, you can either create a new Field or add an existing Field to the Assessment. Use the radio button to pick between the two options. 
  • If there are no existing Assessment Fields available to add, you will automatically create a new field.
• If you are creating a new Field: 
  • Name: Enter a name for the Field. This is the prompt that will be presented to users filling out the Assessment. 
  • Description: Enter an optional description. This description will appear in the "Description" column on the Assessment's individual admin page.
  • Type: Specify the type of Field you want to create. Your options are: 
    • Text Field: Users will enter free text into a short text field. 
    • Text Area: Users will enter free text into a larger field that supports HTML formatting. 
    • Number Field: Users will enter numbers into a field. 
    • Date Field: Users will select a date in the field. 
    • Date Time Field: Users will select a date and a time in the field. 
    • Dropdown: Users will use a drop-down menu to select one or more values that you can customize. 
    • Checkbox (Horizontal or Vertical): Users will use checkboxes to select one or more values that you can customize. 
    • Radio (Horizontal or Vertical): Users will use a radio button to select a values that you can customize. 
  • Required: Specify whether filling out this Field is required to submit, assign, or complete the Assessment. 
    • No: The Assessment Field will be optional on this Assessment Type. 
    • To Create: The Assessment Field will be required to submit this Assessment Type. 
    • To Assign: The Assessment Field will be required before this Assessment Type can be moved to Active Status and assigned to a Responsible Team Role. 
    • To Complete: The Assessment Field will be required before this Assessment Type can be moved to Complete Status. 
  • Show On: Specify on which Status transition screens the Assessment Field appears. Some options may be required, depending on when the Assessment Field must be filled out.
    • Create: Select this checkbox to display the Assessment Field on the Create screen when a user is submitting an Assessment. 
    • Assign: Select this checkbox to display the Assessment Field on the Assign screen when a user is activating an Assessment and assigning it to a Responsible Team Role.  
    • Complete: Select this checkbox to display the Assessment Field on the Complete screen when a user is completing an Assessment. 

• • If your selected Field Type is dropdown, checkbox, or radio button, you'll also have the following options: 
    
    • Selection: Determine whether users can only select a single value or if they can respond with multiple values. 
    • Value Type: Specify whether you want to create Custom values for this Field or if you want to use Shared values from an Attribute Value Group.  
      • Attribute Value Groups: This drop-down will appear if you select Shared as the Value Type. Use it to select which Attribute Value Group to use for this Field. When you save the new Field, it will automatically have the values configured for that Attribute Value Group. 
      • If you pick Custom, you'll need to create the values for this Field manually. 

• If you are adding an existing Field:
  • Field: Use the drop-down menu to select which existing Assessment Field you want to add to the Assessment. Only Assessment Fields will appear in this drop-down; Fields that appear on your organization's Templates will not be available. 
  • Description: Enter an optional description. This description will appear in the "Description" column on the Assessment's individual admin page.
  • Type: The Field Type of your selected Field will auto-fill and you will not be able to update it. 
  • Required: Specify whether filling out this Field is required to submit the Assessment.
  • If the existing Field is a dropdown, checkbox, or radio button, you'll also have the following option:
    
    • Selection: Determine whether users can only select a single value or if they can respond with multiple values. 

• Expand the Additional header to configure the following options: 
  • If your selected Field Type is dropdown, checkbox, or radio button:
    
    • The Hide Value Name checkbox: When enabled, the names of this Assessment Field's Values will not appear on Item work panels or Item Lists. Instead, only their icons will be visible.
    • Note Label: If notes are enabled on any of this Assessment Field's Values, the text entered in this field will be displayed as the default label for the note field. If left blank, the title will be "Note." 
      
      Custom note Labels configured on individual Values will override this default label. However, if multiple Values with different custom labels are selected at the same time, the note field will display this default label instead. 
    • The Show Value in List checkbox: This option only appears if Weighted Scoring is enabled for this Assessment. If selected, the total weight of the Assessment Field Value will be displayed when viewing a column for this Assessment Field in List, Tree, and Gantt View. 
    • The Set Default Value checkbox: When enabled, an additional drop-down appears where you can select a value to automatically populate the Assessment Field whenever a new Assessment is created. If not enabled, the field will remain blank until a user enters a value.
      • Enabling this option does not prevent users from changing the value.
      • If no values have been created for this Assessment Field yet, there will be no options to select as a default. You’ll need to create the values first and then set the default later. 
    • The Label Align Top checkbox: When enabled, the Assessment Field's name will appear above the field on the Assessment Panel. When disabled, the name will appear to the left of the field. Placing the label on the left also gives you an option to set the label width:
      • Label Width: Enter a numerical value to specify how many pixels wide this Assessment Field's label should be on the Assessment Panel. For example, if the name of your Assessment Field is a long question, then you may want to set a wider Label Width to give the field's name more room before it starts wrapping. 
    • The Complete % checkbox: When enabled, this Assessment Field will contribute to the Assessment’s completion percentage, which measures how fully the Assessment is filled out by dividing the number of fields with values by the total number of fields. This option is selected by default, but you can uncheck it if you don’t want this field to count toward completion.
  • If your selected Field Type is Text Field or Text Area:
    • Min and Max: Enter the minimum and maximum number of characters that can be entered into this Field. 
    • Placeholder - Create/Edit: Enter the text that should be displayed on the Create and Edit windows when this Field is empty.
    • Placeholder - Work Panel: Enter the text that should be displayed on the Item work panel when this Field is empty.
    • Regex (Text Fields Only): Enter the format in which data must be entered into this Text Field using regex.
    • Regex Invalid Text (Text Fields Only): By default, if a user enters a value that does not match the regex format, they'll see the warning "The value in this field is invalid." This is likely not enough information for frontend users, so it is helpful to enter a customized warning message into the Regex Invalid Text field that explains the correct format in human language (rather than regex code).

• • • The Set Default Value checkbox: Check this box if this field should have a default value; uncheck this checkbox to stop using a default value that has already been configured. When enabled, the Lock Value checkbox will appear to its right and the Default Value text area will appear below it.
      • The Lock Value checkbox: When enabled, users cannot edit the default value. If not enabled, users will be able to change or add to the default value. 
      • Default Value: Enter this Field's default value.
    • The Label Align Top checkbox: When enabled, the Assessment Field's name will appear above the field on the Assessment Panel. When disabled, the name will appear to the left of the field. Placing the label on the left also gives you an option to set the label width:
      • Label Width: Enter a numerical value to specify how many pixels wide this Assessment Field's label should be on the Assessment Panel. For example, if the name of your Assessment Field is a long question, then you may want to set a wider Label Width to give the field's name more room before it starts wrapping. 

• • • The Complete % checkbox: When enabled, this Assessment Field will contribute to the Assessment’s completion percentage, which measures how fully the Assessment is filled out by dividing the number of fields with values by the total number of fields. This option is selected by default, but you can uncheck it if you don’t want this field to count toward completion.

• • If your selected Field Type is Number Field:
    • Format: Enter the numeric format that should be used when displaying values added to this Field on Items and Item Lists. This format will also be used for the Total and Average on Item Lists.
      
      Zeroes are used to denote the required number of decimal places, while the pound sign is used to represent optional digits. Other special characters will appear in the specified place.
      
      There's no way to configure a Number Field to use periods as the thousands operator or commas as the decimal separator.
    • Min and Max: Enter a (non-negative) numerical value to specify the lowest and highest numbers that can be entered into this Field.
    • The Allow Decimals checkbox: When enabled, decimals included in this Number Field will be displayed on the Item work panel and on Item Lists.
      
      When disabled, if users enter a decimal into this Number Field, the value will appear rounded to the nearest whole number on the Item work panel and on Item Lists.
      • The Format configuration overrides the Allow Decimals checkbox, so make sure these settings are configured in a way that makes sense. 
    • The Label Align Top checkbox: When enabled, the Assessment Field's name will appear above the field on the Assessment Panel. When disabled, the name will appear to the left of the field. Placing the label on the left also gives you an option to set the label width:
      • Label Width: Enter a numerical value to specify how many pixels wide this Assessment Field's label should be on the Assessment Panel. For example, if the name of your Assessment Field is a long question, then you may want to set a wider Label Width to give the field's name more room before it starts wrapping. 

• • • The Complete % checkbox: When enabled, this Assessment Field will contribute to the Assessment’s completion percentage, which measures how fully the Assessment is filled out by dividing the number of fields with values by the total number of fields. This option is selected by default, but you can uncheck it if you don’t want this field to count toward completion.

• • If your selected Field Type is Date or Date Time Field: 
    • The Allow Past Dates checkbox: When enabled, users can select dates in the past. When not enabled, users can only select today's date or a date in the future. 
    • The Label Align Top checkbox: When enabled, the Assessment Field's name will appear above the field on the Assessment Panel. When disabled, the name will appear to the left of the field. Placing the label on the left also gives you an option to set the label width:
      • Label Width: Enter a numerical value to specify how many pixels wide this Assessment Field's label should be on the Assessment Panel. For example, if the name of your Assessment Field is a long question, then you may want to set a wider Label Width to give the field's name more room before it starts wrapping. 

• • • The Complete % checkbox: When enabled, this Assessment Field will contribute to the Assessment’s completion percentage, which measures how fully the Assessment is filled out by dividing the number of fields with values by the total number of fields. This option is selected by default, but you can uncheck it if you don’t want this field to count toward completion.

• Select Save. 

Configure values for custom Assessment Fields

If your Assessment Field Type is any of the following and does not use a Shared Value Group, you will need to configure the values for the Assessment Field: 

• Dropdown
• Checkbox Horizontal
• Checkbox Vertical
• Radio Horizontal
• Radio Vertical

For these types of Fields, there will be a + icon to the left of the Field. Select it to view existing values.

To add new values to the Assessment Field, select its name. This will open the administration page for the individual Assessment Field.

On this page, you can add and manage the values. It works the same as Attribute Value configuration, so check out the follow support pages to learn how to customize the values for an Assessment Field: 

• Create an Attribute Value or Folder
• Edit an Attribute Values or Folder
• Delete an Attribute Value or Folder
• Archive an Attribute Value or Folder

If your Assessment is enabled for Weighted Scoring, you will also set the weight for each possible response on the values, even if the values belong to a Shared Value Group. 

Make Assessment Fields conditional

You can make any Assessment Field conditional, which means it will only appear when certain criteria are met. Conditions are based on other fields within the same Assessment. For example, depending on how someone answers one field, an additional field may appear or stay hidden.

To make an Assessment Field conditional, navigate to the Assessments administration page, and select the name of the Assessment you want to add fields to. This will open the Assessment's individual administration page.

Hover over the Assessment Field you want to make conditional, then: 

• Select the branching logic icon.
• In the Edit Conditional Fields window, you can create one or more conditions that must be met for the Assessment Field to appear.  
  • To create your first condition: 
    • Field: Select an Assessment Field to build this condition around. Only Assessment Fields with defined values (drop-downs, checkboxes, and radio buttons) will be available. 
    • Operator: Expand this drop-down and choose between the following options.
      • Is all of: With this configuration, the defined Assessment Field must be assigned all of the selected values for this condition to be met.
      • Is any of: With this configuration, the defined Assessment Field must be assigned one or more of the selected values for this criteria to be met.
    • Value: Expand this drop-down to choose the values(s) that should trigger this Assessment Field being added to an Item. No values will be listed in the drop-down until an Assessment Field has been added to the Field field.
  • To add another condition, hover over any existing condition, and select the + icon.
    • A new row will appear in the to which you can add another Field, Operator, and Value. You can repeat this action as many times as necessary.
    • All conditions must be met for this Assessment Field to appear. 
  • To remove a condition, hover over any existing condition, and select the x icon.
• Select Save. 

After applying conditional logic to an Assessment Field, a blue branching logic icon will appear to indicate that the field is conditional.

Change order of Fields in an Assessment

You can easily change the order of Fields in an Assessment by drag and drop. 

To change the order of Fields in an Assessment, navigate to the Assessments administration page, and select the name of the Assessment you want to add fields to. This will open the Assessment's individual administration page. 

• Hover over the Assessment Field you'd like to move to a different position in the Assessment. It will highlight blue. 
• Click and hold anywhere in the Assessment Field's row and drag it into a new position. A green line will appear in its new position before you release it. 
• Repeat this process as needed until the Assessment Fields are in the correct order.

What happens after you add a field to an Assessment?

When you add an Assessment Field to an Assessment Type:

• The field will appear on all new Assessments created going forward.
• The field will not be added to previously created Assessment Items. This preserves the original Completion % and Weighted Score calculations for past Assessments.

Recommended Reading

• Edit an Assessment's Fields
• Manage your organization's Assessment Fields