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Module 04: Forms & Smart Logic
Forms define the attributes collected for each layer. When a user draws or edits a feature, the related form appears for data entry. This module covers field setup, schema import, spatial auto-fill, Lexicon picklists, and Smart Logic rules.
1. Navigating to the Form Builder
- Tap Forms in the bottom navigation.
- The Form Builder screen opens with a layer selector at the top.
- Select a layer from the "Select mapped Layer to configure" dropdown. The builder loads all existing fields for that layer.
You must create at least one layer in the Layer Manager before you can build a form. If no layers exist, you'll see a prompt to navigate to the Layer Manager.
2. Field Types
Tap + Add Field to open the Configure New Field dialog. The following field types are available:
| Type | Icon | Description |
|---|---|---|
| Text (Single Line) | 📝 | Free-text input for names, descriptions, IDs |
| Number | 🔢 | Numeric-only input for measurements, counts, ratings |
| Dropdown (Manual Options) | 📋 | A picklist with comma-separated values you define (e.g., "Good, Fair, Poor") |
| Lexicon Picklist | 📖 | A shared, reusable picklist from the project-wide Lexicon registry (Pro) |
| Date Picker | 📅 | Calendar date selector |
| Checkbox (True/False) | ☑️ | Boolean toggle for yes/no questions |
| Photo (Camera) | 📷 | Single photo capture using the device camera |
| Gallery (Multiple Images) | 🖼️ | Multi-photo gallery with carousel support (Pro) |
| Attachment (PDF/File) | 📎 | File attachment support for documents |
| Auto-Geometry | 🌐 | Automatically computed from the feature's geometry: coordinates (for points), length (for lines), or area (for polygons) — no manual input needed |
Configuring a Field
For each field, you can set:
- Field Label — The visible name shown during data entry (e.g., "Asset Condition")
- Data Type — Selected from the table above
- Required — Check "This field is strictly required" to prevent saving a feature without this value
- Dropdown Options — For Dropdown type: enter comma-separated values (e.g., "Good, Fair, Poor")
Data Type Lock: Once a field has collected data, its data type is locked to protect existing data integrity. You'll see a lock icon and a message. To change the type, delete and recreate the field.
3. Spatial Auto-Fill (Reference Layers)
Spatial Auto-Fill populates a field value by comparing the collected feature with another reference layer. In practice, Mapplex looks up the reference polygon that contains the feature location and copies one property from that polygon into the form.
This means the reference is another layer in the project, not a new overlay layer created by the form. For example, a streetlight point can copy district_name from the district polygon that contains it.
- In the Add Field dialog, check "Auto-calculate from Spatial Reference".
- Two new dropdowns appear:
- Reference Layer — Select a polygon layer that contains background zones (e.g., "Zoning Districts", "Soil Types").
- Extract Property — Select which property from the reference layer to extract (e.g., "Zone_Name", "Soil_Class").
When a field worker draws a point inside a reference polygon, the form auto-fills with the matching property value. For line and polygon features, Mapplex uses the feature centroid for the lookup, so the value comes from the reference polygon containing the feature's center.
Example: A project includes parcel polygons with a
Zone_Nameattribute. When a field worker places an inspection point inside a parcel, the "Zoning District" field fills with the matching zone value.
Important: Spatial Auto-Fill is a form lookup, not a full overlay analysis. It does not split geometry or calculate intersection area; it copies the selected attribute from the matching reference feature.
Integrity Warnings and Capture Diagnostics
Mapplex checks whether each saved Spatial Auto-Fill mapping still points to an available reference layer and property.
- A configured field shows Needs attention when its saved source layer or property is no longer available. The saved mapping is retained; Mapplex does not silently replace or delete it.
- Editors can open the field to review the existing mapping. Read-only users see the same status without receiving edit permission.
- Restoring the missing reference layer or property clears the warning after the reference data refreshes.
During Quick Capture and standard Map capture (drawing, Precision drawing, GPS, or pasted coordinates), an unavailable mapping produces a non-blocking message such as "Spatial autofill unavailable for 1 field; enter it manually." The affected field remains editable and the feature can still be saved after the operator enters the value manually.
A valid mapping that simply has no polygon at the capture location is treated as a normal no-match, not as a broken configuration warning.
4. Importing a Schema
Instead of building a form from scratch, import an existing schema:
- Tap the Import Schema button (top-right of the Form Builder).
- Select a file:
.json/.geojson— Extracts property keys as fields.csv— Uses column headers as fields.kmz/.kml— Extracts attribute fields from KML data.gpkg— Reads columns from a GeoPackage table
- The system parses the file, generates form fields matching the source schema, and loads them into the builder.
5. Managing Fields
Once fields are created, they appear as cards in the Configured Fields list. Each card shows:
- Field label and data type
- Required badge (red asterisk) if the field is strictly required
- Edit — Modify the field's label, options, or settings
- Delete — Remove the field (with confirmation)
Auto-Save
The Form Builder auto-saves changes after a short delay. A status message shows:
- "Unsaved changes" — A change is waiting to be saved
- "Saving..." — Save in progress
- "All changes saved" — The latest changes were saved
6. The Lexicon Panel (Project-Wide Picklists)
The Lexicon panel appears above the form builder. It's a project-wide registry of reusable dropdown lists (coded domains).
Why Use Lexicons?
If three layers all need a "Material Type" dropdown with the same options, create one Lexicon and link it to each field. Updating the Lexicon updates the linked picklists.
Linking a Field to a Lexicon
When creating a Dropdown field, you'll see a toggle: "Link to Lexicon":
- Toggle it ON.
- Select a Lexicon from the Select Lexicon dropdown.
- A preview of the Lexicon's values appears.
- Save the field — it now pulls its options from the Lexicon registry.
Lexicon Suggestions
When a field label matches an existing Lexicon name, a suggestion banner appears:
"Building Type" - 12 items - Linked to 2 fields [Link it]
Tap Link it to connect the field to the matching Lexicon.
Upgrade to Lexicon
If you have an existing text field and want to convert it to a Lexicon picklist, the "Upgrade to Lexicon Picklist" button appears. This is a safe upgrade — existing text values are preserved as picklist selections.
7. Smart Logic (Conditional Rules)
Smart Logic creates conditional form behavior — showing or hiding fields based on another field's value.
Mode Toggle
At the top of the Smart Logic panel, toggle between:
- Simple — AI-assisted natural language rule creation
- Advanced — Manual rule configuration
Simple Mode: AI-Assisted Rules
- Type a rule in plain English in the prompt bar:
"If Building Type is Residential, show the Number of Floors field"
- Tap Generate (costs 1 AI credit).
- Geova AI drafts the conditional rule and adds it to the rules list.
- Review and adjust if needed.
Advanced Mode: Manual Rules
- Tap + Rule to add a new rule.
- Configure:
- Source Field — The field to watch for changes (e.g., "Building Type")
- Condition — The matching condition (equals, not equals, etc.)
- Target Field — The field to show/hide when the condition is met
- Action — Show or hide the target field
How It Works in the Field
When a field worker fills out a form, Smart Logic evaluates the rules as values change. Fields appear or disappear based on the worker's selections, keeping the form shorter and more relevant.
Example: A utility inspection form includes fields for both gas and water assets. Smart Logic can show gas-specific fields only when "Gas" is selected and water-specific fields only when "Water" is selected.
8. Role-Based Access
Form editing is restricted by role:
| Role | Can Edit Forms? | Can View Forms? |
|---|---|---|
| Owner | ✅ | ✅ |
| Admin | ✅ | ✅ |
| Editor | ✅ | ✅ |
| Collector | ❌ | ✅ (read-only) |
| Viewer | ❌ | ✅ (read-only) |
Read-only users see the form structure but all editing controls (Add Field, Import Schema, Smart Logic) are hidden.
Next: Proceed to Module 05: Data & Sync to export, import, and synchronize your collected data.