Using grid questions in forms

Use the grid question (also known as a Line Item question) to create tables or lists for users to enter text or numbers. Grid questions are ideal for collecting structured data such as expense items, product lists, or any scenario requiring multiple related data points per entry.

Grid question interface showing a table structure with columns and rows for data entry

Prerequisites

Before creating grid questions, ensure you have:

  • Form editor access — Permission to create and modify forms in your workflow system
  • Basic form knowledge — Familiarity with creating basic form questions and containers
  • Data planning — A clear understanding of what data you need to collect and how it should be structured

Creating a grid question

To create a grid question, drag the Grid icon from the question palette and drop it into a container. You can immediately add a label for the grid, or you can click the Edit icon and add a label when you begin configuring the grid.

Configuring the grid

When you hover over the grid, clicking the Edit icon will open the Grid Configuration window.

Edit icon for grid configuration

The Grid Configuration window displays multiple tabs for different configuration options. The Basics tab is selected by default.

Grid configuration window showing the Basics tab with grid settings options

On the Basics tab, you can configure:

  • The grid label (shown above the grid on the layout)
  • The Client ID
  • A CSS Class
  • The grid width (by default the grid will fill 100% of the container it’s in)
  • Whether the grid is Disabled/Enabled
  • Whether the grid is Read-Only
  • Whether the grid is Hidden or Shown by default
  • Whether the Label will show above the grid

In the Define Columns tab, you configure the columns you want in the grid.

Define Columns tab interface for adding new columns to the grid

Click Add Column to open the column configuration dialog where you can set up each column’s properties.

Add Column dialog window with configuration options for column properties

In the Add Column window, you can configure:

  • The Column ID — This acts similar to a question’s ClientID when referencing it in JavaScript.
  • The Column Label (column header)
  • Any CSS style classes
  • The column width (columns are distributed evenly by default, indicated by an asterisk (*))
  • The Data type (text, static text, number, date, boolean, file attachment, select list, currency, row aggregation).

    Static Text enables you to add persistent text that can’t be edited in the column. Row aggregation enables you to calculate values (Sum, Average, Column Count, Min, Max, or Multiply) across columns in the row. Row aggregation can be combined with aggregation type to aggregate the results of the row aggregation.

  • Aggregation Type — Used to calculate values including Sum, Average, Row Count, Min, Max. This displays in the footer of the grid.

    You need to enable Show Footer in the Define Rows tab to make the calculation visible.

  • Editable — Check if you want the user to be able to edit the data directly in the grid.

    Even if this isn’t checked, users can still enter the value into the Add Row dialog.

  • Required/Not Required — If you mark a column as required, all pre-rendered rows must be completed, including unused rows

Define Rows tab showing row configuration options and grid height settings

In the Define Rows tab, you can configure the initial grid layout. This configuration is optional and only needed if you want to pre-define rows.

  • Rows Specified — The number of rows to display initially in the grid
  • Grid Height — The number of rows to display at one time. If you set a height taller than the number of rows specified, blank space appears at the bottom of the grid. If you set a height shorter than the number of rows, a scroll bar automatically appears.
  • For columns that are defined as Static Text, you can click on the individual cells and add the desired text from this view.

    Make sure to click the Render button to generate the grid before saving.

  • Check the Show Add Row button if you’d like users to be able to add additional rows to the grid. This will add a button for users to insert additional rows in the grid.

Add Row button displayed at the bottom of the grid for users to insert new rows

Users receive a dialog box to add data in a new row. The dialog displays fields vertically while keeping the same column headings.

  • Check the Show Footer button if you are using the Aggregation Type in any of your columns. This will add a space at the bottom of the grid to show the calculation.
  • Check Allow users to delete rows to display the Delete button that enables users to delete rows from the grid.

Delete button interface enabling users to remove rows from the grid

Importing and exporting data

Grid questions support importing data from spreadsheets, CSV files, and other sources, as well as exporting grid data to CSV format. This refines data entry when you have existing tabular data.

To enable import and export functionality:

  1. In the Basics tab of the grid configuration, check the Enable Import/Export checkbox
  2. Save the grid configuration

Once enabled, users can:

  • Import CSV files through the grid menu
  • Copy and paste data directly from Excel, Google Sheets, or other spreadsheet applications
  • Drag and drop tables or CSV files onto the grid
  • Export grid data to CSV format for use in other applications

The import process displays a confirmation dialog with a data preview, enabling users to append to or replace existing data.

For detailed instructions on importing and exporting grid data, including screenshots and workflows, refer to the importing and exporting grid data guide.

Example use cases

  • Expense reporting — Create columns for Date, Description, Category, and Amount with currency data type. Enable aggregation to automatically calculate total expenses.
  • Product ordering — Set up columns for Item Name, Quantity (number), Unit Price (currency), and Total (calculated using row aggregation multiply function).
  • Employee evaluation — Use columns for Criteria (static text), Rating (select list), and Comments (text) to create structured feedback forms.

Troubleshooting

  • Grid not displaying correctly — Ensure you clicked the Render button after making configuration changes.
  • Required columns causing validation errors — Remember that if you mark a column as required, all pre-rendered rows must be completed, including empty rows.
  • Scroll bar appearing unexpectedly — Check your Grid Height setting in the Define Rows tab. If the height is shorter than the number of rows, a scroll bar will appear.
  • Aggregation totals not showing — Verify that Show Footer is enabled in the Define Rows tab and that you’ve set an Aggregation Type for the relevant columns.
  • Users can’t add new rows — Confirm that Show Add Row is enabled in the Define Rows tab configuration.

For additional form building guidance, refer to the creating forms and form questions guides.