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The checkbox field is a useful way to allow your users to choose multiple values in a list.
When you set up a checkbox field, you can either create a new list, or choose one of your existing lists. You can even choose the same list you use for a dropdown elsewhere. All of these lists can be edited later in the Masters Tab.
In the Validations, you can choose if there are a minimum or maximum number of entries you want the person to complete.
Here’s what it will look like for the user in a live form.
If the results of a checkbox field are read-only during a later task, the approver will see all of the checkboxes and which ones are selected.
In reports, the selected checkboxes will show as values separated by a pipe symbol.
Now, let’s say you want to write a condition based on your checkboxes. For example, my checkbox has all the different companies that may be active on a deal. If any of them are selected, I want to add a step for that company director.
I have my parallel branch so that all three company approvals can happen at the same time. For the first one, rather than happening Always, I only want it to happen when this company is selected. Here is the formula I’ll use:
CONTAINS(<fieldID>,"<value you want>")=1
KiSSFLOW has functions for CONTAINS, CONTAINSALL, and CONTAINSONLY to help you design the perfect workflow. I can set up the same formula for all the other tasks too.
Now, back in the live form, here’s an item where I’ve only selected these two companies to be active on a deal. In the workflow, you can see that those two company directors are now active in the workflow, but the third one was skipped.