Knowledge Base

For fields that are based on a choice selection (Single Choice, Multiple choice, Dropdown) you can set a limited number of selections accepted.

This feature is useful in a variety of cases. Consider the scenario in which you need to create a workshop registration form and participants have multiple sessions to choose from. However, each session has limited availability. By using the Restrict choices feature in 123FormBuilder, you can easily set limits on the number of times each session can be selected. As a result, you can avoid overcrowded sessions and ensure that the workshop runs smoothly. Let’s explore how this feature works.

In the Create section of your form, click on your choice field, go to Validation in the right-side panel, and enable Restrict choices.

You will notice that additional options showed up. We will explain each of them below:

Configure values – from here you can configure the total accepted value for each choice.

You can set an individual limit or a default total (the limit will be the same for each choice). Once your respondents reach the limit for your choice, the system will automatically gray out that choice. When a choice is greyed out, it can not be selected anymore. To make a choice unavailable from the start, write “-1” to that specific option in the below table.

Show no. of choices left – allows your respondents to see the remaining available options for each choice.

To learn how to restrict the number of times an option is selected on your forms, you can also check out our step-by-step tutorial:

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• How to limit the total number of submissions the form can receive?

If you want to request your respondents’ agreement in a form, you can use 2 fields: Terms of Service field or GDPR agreement field. All you have to do is to drag and drop the field on your form and customize it according to your needs.

Terms of service field

Agreement text

The default text is I agree to the < link > terms of service < /link >. This can be changed, but do not forget to input the link HTML tags.

Link behaviour

There are three options to choose from: none, open URL, show text (this being set by default).

When show text is selected, you can bring the following customizations: the text can be edited by clicking on Edit text. A rich text editor will open where you can input your terms of service. Also, you can modify the popup width and height.

If you choose open URL, all you have to do is to input the URL where your terms of service can be checked by your respondents.

GDPR agreement

GDPR agreement field can be found under Uploads & consent category of fields.

The agreement text is already provided, but it can be easily modified/edited according to your needs. If you provide any link within the agreement text, you can also set the link behaviour, exactly described above for Terms of service field.

You can opt to have the field checked by default and/or mark it as required. If needed, this can be set as a readonly field as well.

123FormBuilder makes it easier for you to manage your event and keep track of your attendees.

When you want to limit the number of submissions your event registration form can receive not by form entries, but by the number of registered participants (which can be greater than the number of submissions), drag a Number field in the main view of your Form Editor within the form builder.

In the right side panel, the field options will open up. Switch on the toggle Limit submissions total value.

Two new boxes will show up: Current total value and Limit submissions total value. Each form submission will update the current total value.

You don’t need to change anything about it, not now, not ever. In the Limit submissions total value box, type the maximum number of seats available at the event.

You have now set up the participants’ limit. In addition, make sure that form users will type in this field the total number of people they are registering through the form. To do this, use the Required option and Instructions, which can be adjusted in the right side field settings as well.

With this feature enabled, a line of instructions will show up anyway. This will indicate the maximum accepted value; in other words, the number of seats left. You can change the message in the Translations section.

When the maximum number of participants is reached, form users won’t be able to add new attendees to the event.

You can limit the number of submissions a form can receive in your form’s Security section within the form builder. Tick the option Limit the total number of submissions. Afterward, specify the maximum number of submissions that you want to accept for that form. You can choose to accept a certain number of submissions per hour, day, week, month, year, or eternity.

If you have an event with limited seats, you can limit the maximum number of guests permitted to your event, through your online form.

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• Can I limit form submissions from the same IP?

To map form fields with Salesforce fields, make sure you are on the Object mapping section of your Salesforce integration. Then choose a Standard Object or a Custom Object from the searchable dropdown menu (this is where the records will be sent in Salesforce).

For each Salesforce field, you will have on the right side only the form fields that have a validation matching the Salesforce data type.

Usually, the required fields are those that appear automatically when you choose an object. If you want to associate more fields, just click the Add new mapping button.

If you want to send form data to different objects just apply the same configuration accordingly. Map the Salesforce fields with their corresponding form fields and you’re all set!

Now you will receive the form data directly into your Salesforce account.

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Once you have purchased a subscription on our platform, you can start using all the available features included in your plan. You will be charged automatically every month/year by 2Checkout, depending on the subscription type you have selected.

You can opt to upgrade or downgrade your account subscription whenever you want to. In order to do this, log in to your 123FormBuilder account and click on any Upgrade button.

Next, you can check the plan you are on and see what the other plans have to offer. On this page, you can choose to upgrade to a different plan.

You’ll find the option to downgrade/ cancel your subscription from the My Account section.

You can add File upload fields to your web forms and start collecting files through form submissions. This option is available starting from the Gold Plan. Check this article to find out how much storage space each plan provides.

After you have logged in to your form builder account, click on your username. Each uploaded file is located in the Uploads Manager section.

Here you can see and manage the files uploaded through all your web forms.

Following a new update to our file managing system, each form now includes a dedicated Form files section which can be accessed from the forms Results tab. Here you will find only the files uploaded to that specific form.

Delete the unnecessary files to free some of the upload storage space, or download them to your device.

Select the checkbox of each file you want to delete and press the Delete button. The same goes for when you want to Download files.

If you accessed Uploads Manager by clicking on your username and need to delete only the files received from a specific form, check the box next to the form’s name. You can also select all the files uploaded through all your forms by selecting the top check sign.

You can also use our Dropbox integration to have a copy of the uploaded files from submissions in your Dropbox account. From there, it’s all up to you what you want to do next.

Each submission can have a unique Reference ID that can be enabled in the Advanced → Submissions section of your form within the form builder platform.

After submission, you can redirect users to a URL that contains this ID. Paste the URL below in the Thank You page section → Redirect to a web page box and make the indicated adjustments.

https://www.yoursite.com/file.php?yourrefid=requestRefID

a) https://www.yoursite.com/file.php – Replace this with your custom page.

b) yourrefid – Here you can use any variable you want (ABC, Order Number, anything). The variable can be different from the one you have put in the Reference ID box, in Advanced → Submissions.

c) =requestRefID – Do not make changes to this part of the URL.

Below you have an URL example with our domain.

https://www.123formbuilder.com/file.php?OrderNumber=requestRefID

In your browser, after submitting the PHP form, the Redirect URL will look like this:  https://www.123formbuilder.com/file.php?OrderNumber=1563453426

There are cases in which you want to redirect users from one form to another. The two forms may contain common fields and you don’t want users to fill out the same information twice. This is where custom redirect URLs come in. The custom links are created by using our own domain (123FormBuilder.com) and this procedure can’t be used on the forms embedded on your website.

The redirect URL can be specified in the Thank You Page section of your form within your form builder account. Select the Redirect with custom variables option and provide the custom URL.

Creating the custom link

Build your custom URL using the following structure:

https://www.123formbuilder.com/sf.php?s=form-222222&customVars123=yes&control2323232=request1212121

Copy it into a text editor. The bolded variables from the URL remain unchanged and they are required for the custom URL to work.

Now, you will need to add your own information from your forms. Let’s take an example. We have Form A and Form B. We want to have some fields from Form B prefilled based on the answers to a field from Form A.

Find out the form ID of the form you want to have prefilled

1. Replace 222222 (where it says form-222222) with the ID of the form where you want to redirect the user’s input (the second form, where you want the data prefilled. In our example, it is the form ID of Form B). You can retrieve the ID from the URL or from the Publish → Link section of your form.

Find out the fields IDs & create URL

2. Now the next step would be to find out the fields IDs. You need to know the field A from form A from where you want to have the prefilled data taken from and the field ID from form B, where you want to prefill the data taken from form A.

Following our Form A and Form B example, let’s say that in Form B I want to have the First/Last name field already prefilled with the answer provided by respondents in Form A at the same First/Last name field.

In this case, in the below URL example, we need to change the control variable to have the Field ID of our First/Last name field from Form B. The request variable needs to have the Field ID of our First/Last name field from Form A.

https://www.123formbuilder.com/sf.php?s=form-222222&customVars123=yes&control2323232=request1212121

In the above URL, replace 2323232 (value for control) with the ID of the field where the value will be passed (from the second form, where the data will be prefilled, in our example, Form B).

You can find the field ID using two options:

a. select the field on your form and go to Field details – there you will have available the field ID and all you have to do is copy it and paste it in your custom URL.

b. a more complex option to take the field ID would be to go In Preview mode of your form, right-click on the input box and select Inspect. The ID is a set of numbers located next to “data id=”.

https://www.123formbuilder.com/sf.php?s=form-222222&customVars123=yes&control2323232=request1212121

3. Replace 1212121 with the ID of the field from where the value will be retrieved (from the first form, where your respondents have already provided their input, in our example it would be Form A). Retrieve it the same way as described above, only this time you’ll need to view the form from where you retrieve the input (the initial form filled in by the user, in our example it would be Form A).

More complex scenarios

If you have a Name field or Address field that contains multiple subfields, you will have separate IDs. In this case, you need to look at the data-index. For example, in the Name field, you will have First Name – 1234567-1, Last Name – 1234567-2. Therefore, the right syntax will be &control1234567-1=request2222222-1&control1234567-2=request3333333-2. To add the initials continue by adding &control1234567-4=request2222222-4.

Add as many parameters as you need to.
e.g. control222222=request333333&control444444=request555555

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In order for the prefill to work on choice fields, the API Name of the Salesforce field values has to be identical to the form fields’ options, as you can see in the example below.

In Salesforce:

On the form within the form builder:

Also, each field from a Salesforce object requires a separate lookup. You cannot retrieve all of the fields from an object in a single lookup.

Prefill for single choice fields

Single choice fields can be prefilled from Salesforce picklists.

Form setup:

Once you access the Salesforce Integration → Lookup tab on your form, you will need to create one lookup for each Salesforce picklist, multi-picklist, or checkbox in order to retrieve its value on the form.

The setup should be similar to the one below. First, select the Salesforce object that you want to look up and add a filter (can be the record ID coming from the form URL). Then, select the Salesforce field that you want to map with your form field.

The next step will take you to the Form Prefilling tab in the Salesforce Integration section, where you will need to create prefill connector(s) for the lookup(s) you previously created in the Lookup tab.

After you select the lookup in the top dropdown, you just have to map the form fields to the relevant Salesforce fields in order to retrieve the value from the correct field.

Once the setup is complete and you preview the form, the single choice field should be prefilled, having the corresponding option from Salesforce selected.

On the form:

In Salesforce:

Prefill for multiple choice fields

Multiple choice fields can be prefilled from Salesforce picklists, multi-picklists, and checkboxes.

The form setup is identical to the one above.

On the form:

In Salesforce:

Related articles

• Prefill dropdown with picklist values
• Dynamic Prefill
• Prefill Form Fields

If you want to prefill form fields when embedding your form on a webpage, you can do that by tweaking and using the Javascript code from the forms Publish → Embed form section within the form builder.

Important note: when sharing the form link or publishing the form on WordPress, the procedure is different.

Read more about how to prefill form fields on WordPress.

Read more about how to prefill form fields when sharing the form link.

Customizing the embed code

Here is an example code that you can paste into your web page, and make the adjustments indicated below.

<!-- form.123formbuilder.com script begins here -->
<script type="text/javascript" defer src="https://form.123formbuilder.com/embed/YourFormID.js" data-role="form" data-default-width="650px" data-custom-vars="control33333333-1=John&control33333333-2=Doe&control55555555=johndoe@company.com">
</script><!-- form.123formbuilder.com script ends here -->

There are three areas in which you need to focus:

• Replace YourFormID with the actual ID of your web form.

• The function data-custom-vars is not added by default if you copy the Javascript code directly from the Publish → Embed section. Therefore, you’ll need to add it manually to your code, followed by the IDs of the form fields you want prefilled with the desired values.

• Following, control3333333-1=John means that the field with the ID control3333333-1 has John as the prefilled value. The field with the name control3333333-2 is prefilled with the value Doe, and so on. Field – value pairs are linked through the operator &. To identify form field IDs, inspect the form code using a browser inspection tool.

When you have a form field split into several subfields, you need to add the subfields number after the field ID. For example, the Name field contains the First Name and the Last Name subfields. These two have separate IDs: First Name – control33333333-1, Last Name – control33333333-2.

As previously mentioned, if you’ve copied the code from the Publish section, you need to add this extra part to your embed code. Replace the control ID with your own field’s ID and our default values with your desired ones.

data-custom-vars="control33333333-1=John&control33333333-2=Doe&control55555555=johndoe@company.com">

If you want to make sure that respondents’ input is unique and you don’t end up with duplicated info between submissions, you can enable Don’t allow duplicate values. Select the field you are interested in applying this validation to and in the left side panel under Validation, you can find the Don’t allow duplicate values option.

Only the following fields have this option:

• Short answer
• First/last name
• Email address
• Number
• Formula
• Link

Use case: the most relevant use case is for the Email address field. There are cases in which you might want to have unique email addresses and by enabling this option, you won’t end up with duplicate input. If one email address has been used once, it can’t be used again.

When respondents provide input that already exists in your form submissions, they get the following field validation error:

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