Adding Text Questions
Text questions accept both alphabetic and numeric entries. It can be displayed to users in a single-line or a multi-line (scrolling) text area. If the question is configured as a text area, you can specify the height (in lines) for the control.
By default, entries in this question type are not restricted. However, when configuring this question type, you can choose to set a maximum character length for entries. In addition, you can restrict users from entering a value in the Text question that is identical to a value entered in another record within the questionnaire, thereby ensuring that all values in the Text question are unique.
Note: To protect data integrity, you cannot change the question type. For example, changing a Date question to a Text question after a question has been created.
On this page
Task 1: Create a new text question in a questionnaire
- From your questionnaire, go to Designer tab > Layout tab > Objects panel > click
. - Select a field type from the drop-down list and enter a name for the field.
- If possible, keep names under 20 characters. For example, use Description instead of Description of the Asset.
- Capitalize the first letter of each word in the field name. For example, use Predicted Impact instead of Predicted impact.
- Avoid redundant wording in field names. For example, using the word Asset is unnecessary in the following series of fields: Asset Name, Asset Type and Asset Value.
- Use noun-based field names whenever possible. Avoid verb-based field names, for example, Set Asset Name.
- Do not use the names: Version, Level ID, or Content ID for fields that you add to an application or questionnaire. Field do not display properly with these names.
- In the Question Text field, enter the text for your question, and click OK. The Question Text field in the Question section automatically populates with the text entered in this step after you create the field.
- In the General Information section, enter a description.
Field name guidelines:
Note: When you save the field, the system strips any HTML tags <xml>, <form>, <textarea>, <option>, <select>, <meta>, and <body> that you may have inserted in the description because they may constitute vulnerabilities in the system. The following example shows how you can correct the cascading style sheet (CSS) syntax for the <body> tag so that it will function correctly:
<html>
<head>
<style type="text/css">.c0 { font-family: 'Arial' } .c1 { margin: 0px; background-color: #ffe4e1 } </style>
</head>
<body class="c0">
<p class="c1">This is a text field.</p>
</body>
</html>
Note: Do not use absolute positioning in HTML content.
Task 2: Determine how the field displays
In the Display Control section, select how you want the field to display in the record.
|
Option |
Description |
|---|---|
|
Single line text field |
|
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Multi-line rich text area |
This option includes the rich text editor that allows users to format the content and paste blocks of text with embedded images.
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Task 3: Configure options
In the Options section, select all of the following options that apply to this field.
|
Option |
Description |
|---|---|
|
Make this a required field |
Designates the field as required and forces users to enter a value when adding or editing a record in the application. An icon indicates required fields to alert users that they must enter a value. |
|
Display last modified data |
Displays the date and time of the field’s last update, and the name of the person who made the change. |
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Make this a searchable field |
Makes this field available for display in all search results. |
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Display this field in global search results |
Makes this field available for display in global search results. This option is only available if this field is set as searchable. |
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Require unique values |
Prevents users from entering an identical value in a field in separate records. |
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Make this the key field |
Designates the field as the key field in the application. Search results display the key field as a hyperlink, which users can click to view the details of a record. When you select this option, the required field and search results options are automatically selected. The key field must be on the page layout of the application. After saving the field, you can only clear this checkbox by selecting another field as the key field in the application. |
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Validate this field when any value changes in the record |
Designates that a field is validated whenever any value changes in a record. If this option is not selected, this field validates only when the value in this field has changed. |
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Enable bulk update from search results |
Makes this field available for bulk updates from advanced search results. |
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Enable editing in search results |
Enables the field to be editable in search results and reports. |
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Encrypt data at rest in this field |
See Encrypting Data for instructions. |
Task 4: Set configuration options
In the Configuration section, set the following options.
|
Option |
Description |
|---|---|
|
Maximum characters |
Restricts the number of characters a user can enter in a text field. If you use rich text formatting in a text area, Archer counts the HTML formatting tags embedded in the text as characters, causing a warning message informing you that the text entered in the field exceeds the maximum number of characters. If this condition occurs, set this field to a value higher than the number of characters that you expect to be entered in the field. |
|
Input mask |
Specifies the text format that a user must enter for a text area field. This option is only available if you selected single line text area as the display option in task 2. You can select one of the following masks:
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|
Field height |
Specifies the height of the field in lines and is specific to a Listbox or Text Area display control. If more values are available for selection in the field than the number of lines you specified, a vertical scroll bar appears in the field to enable users to view all available values. |
|
Default text |
Specifies the default text of a text field. If you want the default text to be removed after a user selects the text field in edit mode, select Remove the default text on focus. The text is not saved with the record, so we recommend this option for only instructional and informational purposes. If you want your default text to be treated as a standard text field entry, do not select Remove the default text on focus. |
Task 5: Add question text
- Go to the Question section.
- In the Question Text field, modify the question text as needed.
- If applicable, in the Format Style field, select a display option.
Task 6: Set question filter properties
You can create and assign any number of filter properties to a question. You can apply the filter properties that you create for one question to any other question in the same questionnaire. However, you cannot share filter properties between questionnaires.
For example, the name of your filter property could be "Customer Data," and the available values could be "Yes" and "No." When you assign the filter property to a question, you will select the filter property and the specific filter property value that applies to the question. For example, you would apply the "Customer Data: Yes" filter property to the following question: "Do you have a documented program in place to dispose of customer data when you no longer need to handle it?"
- In the Question Filter Properties section, click
to add a new filter:
Important: Do not click
to remove a filter property from the current question. Doing so permanently deletes the filter property for all questions that use it. Instead, in the Values column dropdown of the filter property, clear the checkbox of all filter property values to remove. If the Value column for a filter property is blank, that filter property is not applied to the current question. - Enter a name and description for the filter property.
- In the Filter Property Values section, click .
- In the Value field, enter the value text.
- (Optional) Repeat steps 3 - 4 to add any additional filter values as needed. To remove a filter value, in the Actions column, click .
- Click Apply on the Edit Filter Property page to return to the Question section.
- In the Values column of the filter property, select the filter property values to apply to the question.
Task 7: Configure help text
Field-level help provides additional guidelines and instructions to ensure users enter appropriate information in the field. This Help text displays for users when they add, edit, and view records in the application where the field resides.
Consider the following general guidelines when writing field-level Help:
- Use short, concise instructions that direct the user to take a specific action. For example, "Enter your name" is preferable to "This field is used to enter your name."
- Use complete sentences whenever possible.
- Avoid jargon (unless terms are critical and are familiar to your users).
- Consider the technical aptitude of your audience, and author your help text at a corresponding level.
- Use “you” and “your” as if you are speaking directly to the user.
- Consider posing Help text in the form of a question, for example, "What is your level of interest?"
In the Help text section, do the following:
- Select a display option for both edit and view modes.
- If you are using help text, enter the text.
| Option |
Description |
|---|---|
|
None |
Help text does not display. |
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Tooltip Icon |
Help icon displays beside the field in edit and view modes. Click this icon to display the field Help. The application dynamically sizes of the Help box based on the number of characters in the text.
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Below |
Help displays below the field in edit and view modes.
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