Separate Values and Mapping for Option Fields

Separate values let an option field store two pieces of information for each option: the text respondents see (the label) and a different value that is stored behind the scenes. In later steps, you can map either the label or the value.

This lets you use one field for two jobs. For example, build a dropdown of employee names with each employee's email address as the value. You can send an email to the address (the value) and show the employee's name (the label) in a document, all without a second field.

Separate values are available on Dropdown, Radio Button, and Checkbox fields. On Checkbox fields, labels and values work the same way as on the other option fields, and you can map either one.

How Separate Values Work

Turn On Separate Values

1. In the form editor, select a Dropdown, Radio Button, or Checkbox field.
2. Add your options to the Options list.
3. Turn on the Separate values toggle at the bottom right of the options list.
4. In the Display text column, enter the text respondents will see.
5. In the Separate value column, enter the value to store for each option. A value can be left empty, in which case the value for that option is blank.

Map the Label or the Value in Later Steps

When a field has separate values on, the field appears twice in the Data panel, once for each version:

• Employee (Value) - the stored value (for example, the email address)
• Employee (Label) - the text the respondent saw (for example, the employee name)

Drag the version you need into any field that accepts mapped data.

The Value and Label options are available in the Data panel for later steps. Logic on the form step itself, such as show/hide conditions, always uses the value.

Example: send a form to the selected employee and greet them by name.

1. In the settings where you assign the form, map Employee (Value) to the assignee's email address.

   

2. In the email message, map Employee (Label) to add the employee's name.

   
3. Map the label or value into a document in the same way.

Existing Mappings When You Change the Toggle

Turning separate values on or off affects mappings that are already in place. Review these before changing a field that is already in use.

• Separate values off: the field maps as the value. Any mappings you create while the toggle is off point to that value.
• Turning separate values on: mappings that already exist continue to point to the value, which is the same as the label until you enter different values.
• Turning separate values off: the value mapping stays in place. The label mapping is no longer available and is removed from anywhere it was used.

Warning: Before turning off Separate values on a field, check where its label is mapped (emails, documents, other steps). Those label mappings are removed and must be replaced.

Tips

• Use the value for anything that needs a precise or system-friendly entry, such as an email address, an ID, or a code.
• Use the label for anything a person will read, such as a document, an email greeting, or a summary.