How to Add Conditional Fields to a PhotoBiz Form

How to Add Conditional Fields to Your PhotoBiz Form

Overview

The PhotoBiz Form & Contract Builder lets you use conditional fields to create dynamic forms that change based on your client's answers. Conditional fields remain hidden until a client selects a specific choice, helping you collect additional information without showing every field at once.

For example, you can have a client select a session date and then display only the available time slots for that date. You can also create multiple levels of conditional fields when you need more detailed follow-up questions.

This guide walks you through adding conditional fields to a PhotoBiz form, testing how they work, and managing existing conditional field settings.

Prerequisites

Conditional fields can be added to choices within these field types:

Drop Down Menu
Radio Select
Checkbox

Before you configure conditional fields, add both the field that will trigger the condition and the field you want to appear. A field must already exist on the form before you can select it as a conditional field.

If you still need to build your form, see How to Create a Custom Form.

STEP ONE

Log into your PhotoBiz account and click FORMS in the left-side menu.

This opens the Forms Dashboard.

STEP TWO

Click FORMS at the top center of the Forms Dashboard. This will open the Form editor where you can edit existing forms or create new forms.

STEP THREE

Click the name of the form you want to update.

If you have multiple forms or categories, use the search bar to find the form by name. You can also create a new form if you are building one from scratch.

STEP FOUR

Locate the Drop Down Menu, Radio Select, or Checkbox field that you want to use as the trigger.

Click the PENCIL ICON to edit the field, then click ADVANCED.

STEP FIVE

Click the choice you want to use as the trigger for the conditional field.

For example, if clients are choosing between several session dates, click the specific date that should display an additional field.

STEP SIX

Under Conditional Fields, click the drop-down menu and select the field you want to appear when the client selects this choice.

Click ADD FIELD to attach the conditional field to the choice.

You can repeat this process to add more than one conditional field to the same choice or configure conditional fields for additional choices.

FINAL STEP

After you have configured your conditional fields, scroll to the bottom of the field settings and click SAVE CHANGES.

Refresh the form before testing it so the latest field settings are loaded. Select each trigger choice and confirm that the correct conditional fields appear.

Your form will now display the appropriate conditional fields based on the client's selections.

How Conditional Fields Work

Conditional fields help keep your forms shorter and more relevant by showing additional questions only when they apply to a client's selections.

Keep these behaviors in mind when building your form:

If a client changes an answer that triggered a conditional field, that field disappears and any information entered into it is cleared.
Checkbox fields can display multiple conditional fields at the same time when multiple applicable choices are selected.
Conditional fields can trigger additional conditional fields, allowing you to create multi-step form paths.
The same field can be assigned as a conditional field to more than one choice.
A required field is only required while that field is visible to the client.

How to Remove a Conditional Field

To remove a conditional field assignment, open the settings for the field that controls the condition.

Locate the conditional field and click the TRASH CAN ICON next to it. Then click SAVE CHANGES.

This removes the conditional relationship without requiring you to delete the field itself from the form.

Additional Options or Helpful Notes

Conditional fields can be useful for workflows such as:

Showing available appointment times based on a selected date
Asking follow-up questions based on a selected service
Collecting additional details for specific session types
Showing different questions based on a client's selections
Building multi-step question paths without displaying every field at once

For easier setup, build all of the fields you expect to use before configuring your conditional fields. This makes it easier to select the correct fields for each choice.

Keep conditional paths as simple as possible and use clear field labels so clients understand what information you are requesting.

Always test each possible choice before sharing the form with clients.

Refreshing a Form After Changes

Changes made to a PhotoBiz form require the form to be refreshed before the updated fields and settings are loaded.

If a client already has the form open while you make a change and then attempts to submit the older version, they will see an error explaining that the form has changed.

The client must refresh the form before completing and submitting it again.

Troubleshooting or FAQs

Why don't I see the Conditional Fields option?

Conditional fields are available for choices within Drop Down Menu, Radio Select, and Checkbox fields. If you are editing another type of field, the Conditional Fields option will not be available.

Why can't I select the field I want to show?

The field must already exist on the form before you can assign it as a conditional field. Add the field to your form first, then return to the trigger field and configure it under Conditional Fields.

Can one choice show more than one conditional field?

Yes. You can add multiple conditional fields to the same choice.

Can different choices show the same conditional field?

Yes. The same field can be configured as a conditional field for more than one choice.

Can multiple conditional fields appear at the same time?

Yes. Checkbox fields can display multiple conditional fields at the same time when a client selects multiple choices that each have conditional fields assigned.

Can a conditional field trigger another conditional field?

Yes. Conditional fields can contain choices that trigger additional conditional fields. This allows you to create multi-step form paths based on your client's responses.

What happens if a client changes an answer that displayed a conditional field?

The conditional field disappears and any information entered into that field is cleared. If the client selects the triggering choice again, the field will reappear and must be completed again.

What happens if a conditional field is required?

A required conditional field is only required while it is visible. If the client's answer causes the field to disappear, the hidden field will not prevent the form from being submitted.

Why does the form say it has changed?

This can happen when the form is edited while a client already has an older version open. The client must refresh the form to load the latest version before submitting it again.

Need Help?

Support Hours: Monday to Friday, 9am to 6pm EST

Phone: 866.463.7620

Support Channels: Phone, Live Chat, Support Ticket

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