When viewing the form data by clicking on the user's name, the fields which are displayed are dynamic. If you manipulate a field on the form, it will also manipulate it on the form data view.

Any edits made to presentation elements, field labels, and other text may show will affect past submitted forms. If a form needs to be re-used but needs a little different data each time, then use the value in a form field to make those changes.

One scenario may be a Common Form needs to be completed each academic year by students, so the academic year needs to be on the form. If the Academic Year is typed in the form's text, then that change will show up in all past submissions. However, if the academic year is a field value, then that data won't change. Below is how to add an academic year value to a Common Form in a way that will stay on the form without changing but the student does not have to fill out/change.  (Note: This is one scenario, but this technique can be used for any data that needs to change between uses on a re-used Common Form.) 

Adding Academic Year for the first time
  1. Open the Common Form to edit.
  2. Under Selected elements on the right, navigate to the form step or section that you desire to edit.
  3. Under Available elements on the left, click on the + beside Field elements.
  4. Locate Dropdown list.
  5. Click and drag Dropdown list to the desired location in the form's Selected elements. 
  6. In the new window: 
    • Edit label to Academic Year 
    • Mark Include in export
    • Mark Read-only
    • In upper right, select Build my own list
    • In List values box, delete Item1, Item2, Item3
    • Enter the desired academic year (one value only) 
    • Enter the same value in List default value
    • Do not check Allow other
    • Leave other settings as defaulted
  7. Click Save on the field settings.
  8. Click Save and Close on the Common form setup. 

Changing the Academic Year value for the next year 
  1. Open the Common Form to edit.
  2. Locate the Academic Year field under Selected elements on the right. 
  3. Mouse over the field and click on the far right pencil icon to open the field. 
  4. Under List values, delete the existing academic year. 
  5. Under List values, enter the new academic year.
  6. Enter the same value in List default value.
  7. Do not check Allow other.
  8. Leave other settings as defaulted.
  9. Click Save on the field settings.
  10. Click Save and Close on the Common form setup. 


Another scenario may be that a block of text may need to change from year to year, such as an acceptance agreement or a tuition/billing agreement. Like the academic year field above, adding the text as value/field instead of a presentation element allows the text to be customized for each year and still re-use just one form. (Note: This is one scenario, but this technique can be used for any data that needs to change between uses on a re-used Common Form.) 

Here's how to add this so it can be edited each year but not affect past forms: 

Adding the text for the first time: 
  1. Open the Common Form to edit.
  2. Under Selected elements on the right, navigate to the form step or section that you desire to edit.
  3. Under Available elements on the left, click on the + beside Field elements.
  4. Locate Text area. 
  5. Click and drag Text area to the desired location in the form's Selected elements. 
  6. In the new window: 
  7. Mark Include in export
  8. Mark Hide label
  9. In the Character limit field, edit this to be 1000
  10. In default value, enter the desired text to display
  11. Mark Read-only
  12. Leave other settings as defaulted
  13. Click Save on the field settings.
  14. Click Save and Close on the Common form setup. 

Changing the text to re-use the form
  1. Open the Common Form to edit.
  2. Locate the Academic Year field under Selected elements on the right. 
  3. Mouse over the field and click on the far right pencil icon to open the field. 
  4. Edit the text in the Default Value field.
  5. Leave other settings as defaulted.
  6. Click Save on the field settings.
  7. Click Save and Close on the Common form setup. 

NOTE: These techniques are for minor edits to a Common Form, such as changing the academic year value. If major edits are required, consider creating a new Common Form. An existing Common Form can be copied (like a part) to start from so you are not starting from scratch.