Editing Forms in Finalsite Apply

To customize your forms, you'll need to access the left-hand field data when you have the form open. Here, you'll be able to add new fields, edit existing fields, create new field groups, and drag fields into your form for use.

There are four sections used to organize your fields: General Navigation, Applicant, Parent/Guardian, and Grouped Fields. By clicking on the section title, the section will open and the associated fields will appear.


General Navigation:  These fields are used for formatting your forms or adding text.

  1. Page: Use this to add a new page to your form (not available on the Inquiry form).
  2. Section Break: A line break that can be used to divide sections of the form.
  3. Section Blank: This field is invisible on the form, but can be used to create additional space between fields. When two column formatting is enabled, the section blank can be used to bump a field from the second column into a row on it's own. The Preview tool is especially helpful with this field.
  4. Section Header: Create a header for a section of your form. When this field is added to the form, you'll be able to add header text, which will automatically include a full width line break underneath. Additionally, you can add a description, which appears below the line break.
  5. Static Text: Use static text to include a section of text in your form.


Applicant: These fields can be used on any forms and are used for applicant information.


Each field can only be used one time on any given form, though fields can be used on multiple forms. Once a field has been used on a form, you will no longer be able to drag that field from the field list and the field will be greyed out in the list.


To add a new field, click the Add Field button.

The Short Name is your internal identifier for the field, which will show in the field list. The Field Label will be what is shown in bold on the form.The Field Label Translation will appear, italicized, directly below the Field Label. Any instructions added will appear in blue beneath the field itself. You can opt for a field to be required, which would mean that the family would not be able to proceed to the next page or submit the form without completing that field first. You can also choose to have an Office Use only field; this is great for internal information that you would want associated with a form, like financial aid awards or test scores.

Here is what the fields will look like in the form:

Field Types

  1. Single-line Text:  Best for simple questions with one or two word answers
  2. Multi-line Text:  Best for complex questions requiring multiple lines of text. When selected, you'll have the option for how many lines long you'd like the text box to be.
  3. Dropdown Menu:  Best for selecting from a long list of values, such as country, language, etc. When selected, you'll be able to create your own dropdown list or use a preset group that Finalsite has created.
  4. Checkboxes:  Best for questions that may have multiple answers, such as a group of different athletic interests. When selected, you'll be able to create your own dropdown list or use a preset group that Finalsite has created.
  5. Multiple Choice:  Best for questions that have just one answer, such as a yes or no question. When selected, you'll be able to create your own dropdown list or use a preset group that Finalsite has created.
  6. File Upload:  Best for collecting photos or documents, such as transcripts, IEPs, etc.
  7. Date:  Best for indicating a specific date, such as birth date. Date can be typed in or family can use the calendar date picker.
  8. Year:  Best for indicating a specific year. When selected, you'll have the option to indicate a date range from which the family can choose from.
  9. URL:  Best for collecting a web address, such as a student blog.
  10. Email Address:  Best for collecting a validated email address.
  11. Number:  Best for collecting a valid integer.
  12. Decimal:  Best for collecting a precise value, such as GPA. When selected, you can specify the number of significant digits.
  13. Terms:  Best for certifying acceptance of terms upon the submission of the form. When selected, you can attach additional paperwork and specify text for the agreement portion, such as "I agree" or "I authorize."
  14. Signature:  Best for collecting an e-signature upon submission of the form.
  15. Phone Number:  Best for collecting valid phone numbers. Formatting for this validation is 1-XXX-XXX-XXXX.


To edit an existing field, select the field in the left-hand field editor and click on the Edit Field button. Alternatively, to edit an existing field that has been used in the form, double click on the field name within the form to enable the popup editor. Any edits made to a field are global edits; if a field is used on multiple forms, that edit will automatically take place across all applicable forms. Therefore, if you need to edit the settings for a field on only one form, you will need to create a new field.


To add a field to the form, simply drag and drop from the field list on the left. Once added to the form, you can move fields around by dragging and dropping. Fields can be removed from the form by clicking the red circle button on the right side of the field, shown when you hover over the field.


Parent/Guardian and Grouped Fields:  The parent/guardian field is one example of a grouped field.

Grouped fields are used to organize groups of related fields and allow for multiple responses. Parent/guardian information is a great example of this in that Apply requires one parent/guardian in order to create an account, but then additional parents/guardians can be added as needed. Common uses for grouped fields include emergency contact information, siblings, previous schools, interests, etc.


When working within a group, you will only be able to add fields created within that specific group; you will not be able to drag and drop fields from the Applicant section. Conversely, any fields created within a specific group will not be accessible outside the group.


Adding a new group is very similar to adding a new field, as you will also have the Short Name, Field Label, and Instructions section. You'll see that there are no field types to choose from, as this is already set to be a grouped field.


Additional options for setting up a group include the following:


  1. Style:  Normal or Open List. The normal style of grouped fields appears in the form as any other fields would, adhering to the two column layout, if selected. For groups with less than five fields, you can opt to use an open list style, which will show all fields on one row within the field. For example, in the below image the emergency contact group is set in the normal style, while the interest information is set in the open list style. Be aware that larger groups of fields will not work well in the open list style. Similarly, fields with long field labels may overlap in the open list style, so checking the preview will be helpful in deciding which style is the better choice.

  1. Minimum number of entries:  This will set the minimum number of entries, making the entry a requirement to continue forward with the form.
  2. Maximum number of entries:  The maximum number of entries can be set anywhere from 1 to 10, or unlimited. For the parent/guardian group, the maximum number of entries is 4.
  3. Default number of entries:  The default number is how many entries will be shown on the form before the "Add more" button appears. This can be set anywhere from 0 to 10. If set to zero, no fields will be shown and only the field label and button will appear. Doing this can be used to include fields that will only be applicable to some students.

  1. Button Label:  This text will appear on the button to add more entries and can be customized to suit that particular group. In the below example, the "Add Emergency Contact" text is the button label.


To identify a group within a form, the entire group of fields will be shown in yellow with an orange band on the left-hand side along the entire length of the group. Fields can be reordered or removed within the group, but the entire group must move as a unit when being moved within the form.


An important note when editing any form: be sure to save often! Changes made to forms are not automatically saved, so be sure to hit the "Save Changes" button on a regular basis.

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