User & Multiuser Fields
Add user selection fields that pull from QuickBase or use static email lists.
Important: Create Fields in QuickBase First
Before adding user fields to your SyncForms form, you must create them in your QuickBase table first.User fields (User and List-User field types) must be created in QuickBase before they can be used in SyncForms. Once created in QuickBase, the field will appear in the "Add Field" list when building your form.
Overview
User fields allow you to select one or more users from your QuickBase application. These fields are perfect for assigning tasks, selecting team members, or tracking who is responsible for a record. User fields can pull from your QuickBase user list or use a custom static list of email addresses.
Single User Fields
Single user fields allow users to select one person from a list. Displays as a dropdown menu with user names and email addresses.
QuickBase Setup:
- 1In QuickBase, create a User field in your table
- 2Configure the field name and choose whether to use the default user set or a custom user set
- 3Save the field in QuickBase
- 4In SyncForms, the field will appear as a dropdown with users from your QuickBase app
Use Cases:
- Assigning tasks or tickets to team members
- Selecting a primary contact or owner
- Tracking who created or modified a record
Multiuser Fields
Multiuser fields allow users to select multiple people from a list. Displays as a multi-select dropdown or checkbox list where users can choose multiple team members.
QuickBase Setup:
- 1In QuickBase, create a List-User field (or Multiuser field) in your table
- 2SyncForms will automatically recognize it as a multiuser field
Use Cases:
- Selecting multiple team members for a project
- Assigning multiple reviewers or approvers
- Tracking all stakeholders or participants
User Sources
User fields can pull users from two sources: your QuickBase application's user list, or a custom static list of email addresses that you configure in SyncForms.
QuickBase User Set (Default):
By default, user fields pull from your QuickBase application's user list. This includes all users who have access to your QuickBase app. Users are displayed with their name and email address.
- Automatically includes all users from your QuickBase app
- Updates automatically when users are added or removed from QuickBase
- Best for forms that need access to your full team
Static Email List:
You can also configure a static list of email addresses directly in SyncForms. This is useful when you want to limit the selection to a specific group of people, or when those people aren't all users in your QuickBase app.
- Configure a custom list of email addresses in SyncForms field settings
- Supports format: "Name: email@example.com" or just "email@example.com"
- Best for forms that need a limited, specific set of options
Adding User Fields to Your Form
The process for adding user fields is the same as other fields - they must exist in QuickBase first.
Step-by-Step:
- 1Create field in QuickBase: Create a User or List-User field in your QuickBase table
- 2Open your form in the Form Builder
- 3Click Add Field and select your QuickBase user field
- 4If using QuickBase user set, users will automatically load from your app
- 5To use a static list, click the field to open settings and configure your email list
💡 Static Email List Format:
When configuring a static email list, you can use either format:
- •
email@example.com- Simple email format - •
John Doe: john@example.com- Name and email format
Each email should be on a new line. The name (if provided) will be displayed in the dropdown, while the email will be used for submission to QuickBase.
Field Configuration
Customize how user fields appear and behave in your form.
Configuration Options:
- Label: Customize the field label (defaults to QuickBase field name)
- Required: Make the field mandatory (inherits from QuickBase if set there)
- User Source: Choose between QuickBase user set (default) or static email list
- Static Emails: Configure custom email list when using static source
- Help Text: Add descriptive text below the field to guide users
Best Practices
- Use QuickBase User Set for Teams: If your form needs to select from your full team, use the QuickBase user set. It automatically stays up-to-date as users are added or removed.
- Use Static Lists for Specific Groups: When you need to limit selection to a specific group (e.g., managers only, external contractors), use a static email list.
- Clear Labels: Use descriptive labels like "Assigned To" or "Project Manager" to make it clear what the field is for.
- Required Fields: Mark user fields as required when the selection is essential for record processing or workflow.