Identification Fields

Identification fields let you choose which field values represent a form record in lists, breadcrumbs, and search results. Instead of showing a generic ID, you see meaningful information — like a name, a code, or a combination of both.

When to Use This

• You want form records to show a descriptive name instead of an ID
• You have a form where users need to quickly find the right record in a list
• You use subforms and need to reference records in a parent form
• You want to improve navigation with breadcrumbs that show actual values

How It Works

An identification field is not a field type — it's a property you toggle on for existing fields. When you mark a field as an identification field:

• The field's value is displayed as the record's name in lists and views
• If you mark multiple fields as identification fields, their values are combined with semicolons (;)
• The value appears in breadcrumbs during navigation
• Users can search and filter by identification field values

Example: In a "Site Inspection" form, you mark "Site Name" and "Inspection Date" as identification fields. In the form list, records show as "Stockholm Office; 2026-04-15" instead of a generic ID.

Enabling Identification Fields

1. Open your form in the form editor.
2. Click the field you want to mark.
3. In the field settings, toggle on Identification field.
4. Repeat for all fields that should be part of the identification.
5. Click Save.

Supported Field Types

Most input fields can be marked as identification fields:

Supported	Not Supported
Text Input	Text (display)
Multi-Line Text Input	Image
Email Input	Map Location
URL Input	Page Link
Numeric Input	Image Annotation
Date Input	Identification Field Input
Date & Time
Single Choice
Multiple Choice
File Input
Signature
Duration
Time Input
Unique ID
Sequence Number
Created By
Modified By
Rich Text Input
Applet User

Identification Fields in Subforms

When working with subforms, there's a special field type: Identification Field Input. It's a picker that lets the user point to a record in the parent form.

How It Works

1. The parent form has one or more fields marked as identification fields.
2. In the subform, you add a field of type Identification Field Input.
3. When the user fills in the subform, a searchable list of parent form records appears, identified by their identification field values.
4. The user selects the correct record.

TIP

Make sure the parent form has identification fields configured before adding an Identification Field Input to the subform. Otherwise, no records will appear in the picker.

Settings

Setting	Description
Identification field (on/off)	Marks the field as part of the record's identification. Multiple fields can be marked at the same time.

There are no additional configuration options — the feature is simple by design. Toggle it on for the fields that best describe what each record represents.

Example

Scenario: You're building a personnel directory with an "Employee" form.

1. Create the fields First Name (text input), Last Name (text input), and Employee ID (unique ID)
2. Mark First Name, Last Name, and Employee ID as identification fields
3. In the form list, records show as "Anna; Svensson; EMP-001" instead of a generic ID

If you then create a "Time Report" subform with an Identification Field Input, users can select employees from a searchable list showing "Anna; Svensson; EMP-001".

Tips

TIP

Choose fields that give quick recognition. A name plus a code or date is often the best combination. Avoid marking too many fields — the identification becomes hard to read.

TIP

Identification fields make breadcrumbs show meaningful information. If you navigate deep into subforms, it becomes easier to orient yourself.

Common Mistakes

WARNING

If you don't mark any fields as identification fields, records show with generic IDs in lists. This makes it hard for users to find the right record.

WARNING

Identification Field Input in subforms only works if the parent form has at least one field marked as an identification field. Without it, no records appear in the picker.