Working With Repeating Lists

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[Accordion] Overview

The Repeating List control allows users to enter multiple instances of the same set of fields when the number of records is not known in advance. It is best suited for clinical and operational data that may occur zero, one, or many times within a single form.

A Repeating List functions as a sub-form embedded within a parent form. Each time the user adds an entry, a new instance of the defined fields is created, ensuring consistent data collection across repeated occurrences without duplicate form design.

Common Use Cases in Mental Health Clinics

• Session notes or progress entries
• Treatment plans and interventions
• Patient observations
• Risk assessments and safety planning updates
• Medication histories

[Accordion] Getting Started

To add a Repeating List:

1. Open your custom form in Form Builder.
2. Drag or click the Repeating List control to add it to the form.
3. The Repeating List configuration form will open.
4. Add fields to the Repeating List Form.

[Accordion] Understanding the Repeating List Form

The Repeating List Form behaves similarly to the main (parent) form, but with controlled field availability and behavior. It is designed to capture repeating data in a structured and consistent way while maintaining a clear relationship to the parent form.

Supported Field Types (within a Repeating List, you can add):

• TextBox
• Memo (with or without formatting)
• Counter
• Dropdown
• List Box
• Date Picker
• Time Picker
• Label
• Checkbox

[Note] Not all controls available on the main form are supported inside a Repeating List.

[Accordion] How Repeating Lists Behave at Runtime

• Users can add or remove entries dynamically.
• Each entry contains the same set of fields.
• Data is stored as multiple records under the parent form, maintaining a clear relationship.
• Validations and formulas are applied per entry, not globally.

[Accordion] Design Considerations & Best Practices

1. Use Repeating Lists only when the number of entries is unknown: Repeating Lists are ideal for data that may occur zero, one, or many times. Avoid using them for fixed or predictable datasets.
2. Keep each entry focused and concise: Limit the number of fields within a Repeating List to only what is necessary. Too many fields can make data entry cumbersome and reduce usability.
3. Group related fields logically: Organize fields within the Repeating List in a clear, intuitive order to improve readability and speed of data entry.
4. Avoid long or narrative text fields: Repeating Lists work best with structured data such as dropdowns, checkboxes, dates, and short text inputs. Long free-text entries are better suited for the main form.
5. Use clear, descriptive field labels: Labels should clearly indicate what information is being captured to avoid confusion across multiple entries.
6. Consider reporting and data use: Design Repeating List fields with downstream reporting, filtering, and analysis in mind. Consistent field types and values improve data quality.
7. Minimize dependencies and complex logic: Avoid overly complex rules, calculations, or conditional logic inside Repeating Lists unless necessary, as this can impact performance and maintainability.
8. Test with multiple entries: Always validate the form by adding several entries to ensure the layout, behavior, and data capture remain consistent as the list grows.

[Accordion] When to Use (and When Not to Use) Repeating Lists

Use Repeating Lists When:

• The number of records varies per patient
• Each entry is logically independent
• Data needs to be captured over time

Avoid Repeating Lists When:

• The number of entries is fixed or known in advance: Use standard fields or grid-style layouts when the expected number of records is consistent.
• Only a single instance of data is allowed: If the information can occur only once per form, a Repeating List adds unnecessary complexity.
• Data requires extensive narrative or long text input: Repeating Lists are not well-suited for detailed clinical narratives or free-form documentation.
• Complex cross-row calculations or dependencies are required: Logic that relies on comparing or aggregating data across multiple entries is harder to manage within Repeating Lists.
• High-frequency data entry is required at scale: For large volumes of repetitive data, alternative data capture or batch entry methods may be more efficient.
• A tabular or fixed comparison view is needed: If users must view or compare multiple entries side by side, grid-based controls may provide a better user experience.