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The Checkbox field captures a single yes/no or true/false value. Checkboxes are ideal for agreements, consent flags, feature toggles, and any binary decision where the user confirms or denies something. Use Checkbox fields when you need a simple on/off value. Unlike Multiple Choice fields (which allow selecting multiple options from a list), Checkbox fields represent a single boolean decision.

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When to Use

Use Checkbox fields for:
  • Terms and conditions agreements
  • Consent flags (marketing, data processing)
  • Feature toggles (enable/disable)
  • Confirmation checkboxes (“I confirm this information is accurate”)
  • Binary status indicators (active/inactive, enabled/disabled)
  • Opt-in/opt-out preferences
  • Acknowledgments
Consider alternatives:
  • Use Choices for yes/no/maybe or multiple options
  • Use Multiple Choice for selecting multiple items from a list
  • Use Text or Number for non-binary data

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Configuration Options

OptionDescriptionTypeDefaultExample
keyUnique identifierStringRequiredterms_agreed
nameDisplay labelStringRequired”I agree to terms and conditions”
descriptionHelp text for usersStringOptional”Required to proceed”
ai_descriptionHint for IntelligenceStringOptional”Whether the user agreed to terms”
requiredMust be checked to proceedBooleanfalsetrue
defaultDefault checked stateBooleanfalsefalse
visibilityDisplay settingStringalways-visiblehide-when-empty
sectionSection this field belongs toStringNoneSection UUID

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Examples

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Terms Agreement

Require agreement to terms: 
{
  "key": "terms_agreed",
  "type": "checkbox",
  "name": "I agree to the terms and conditions",
  "required": true,
  "description": "You must agree to proceed",
  "ai_description": "Whether the user has agreed to the terms and conditions"
}
Opt-in for marketing communications: 
{
  "key": "marketing_consent",
  "type": "checkbox",
  "name": "I agree to receive marketing communications",
  "default": false,
  "description": "Optional - we respect your privacy",
  "ai_description": "Whether the person consents to receiving marketing emails and promotional communications"
}

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Data Accuracy Confirmation

Confirm data is correct: 
{
  "key": "data_confirmed",
  "type": "checkbox",
  "name": "I confirm the information provided is accurate and complete",
  "required": true,
  "ai_description": "Confirmation that all provided information has been verified as accurate by the submitter"
}

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Feature Toggle

Enable optional feature: 
{
  "key": "enable_premium_features",
  "type": "checkbox",
  "name": "Enable premium features",
  "default": false,
  "description": "Additional features available with premium plan",
  "visibility": "hide-when-empty"
}

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Validation

Checkbox fields have simple validation:

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Required Validation

  • If required: true, checkbox must be checked to proceed
  • Useful for mandatory agreements (terms, privacy policy)
  • Prevents form submission when unchecked

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Boolean Value

  • Checked = true
  • Unchecked = false
  • Stored as boolean in case data
Checkboxes that are not required can remain unchecked, storing false as the value.

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AI Descriptions

AI descriptions help Intelligence understand checkbox values in documents. For checkbox fields: Be specific about:
  • What the checkbox confirms or agrees to
  • The meaning of checked vs unchecked
  • What action or consent it represents
Good AI descriptions for checkbox fields:
FieldAI Description
terms_agreed”Whether the user has explicitly agreed to the terms and conditions, usually indicated by checkbox, signature, or statement of agreement”
marketing_consent”Whether the person has consented to receiving marketing emails, newsletters, and promotional communications”
data_processing_consent”Whether the person has consented to their personal data being processed according to GDPR requirements”
accuracy_confirmed”Confirmation that all information provided has been reviewed and verified as accurate by the submitter”
legal_representative”Whether the person signing is acting as a legal representative or attorney for someone else”
Include context:
  • Explain what “true” means
  • Mention where this appears in documents
  • Clarify legal or regulatory significance
For consent and agreement checkboxes, mention the legal or regulatory context in AI descriptions to help Intelligence identify them correctly.

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Checkbox in Automations

Checkbox fields enable powerful conditional logic: Status transitions:
  • Move to “Ready for Approval” when all confirmations checked
  • Trigger compliance review when specific consent given
  • Prevent progress until required checkboxes checked
Conditional steps:
  • Show additional form when premium features enabled
  • Send different email based on consent preferences
  • Trigger workflows based on toggle state
Notifications:
  • Alert team when critical checkbox checked
  • Send confirmation when consent given
  • Notify compliance when data processing agreed
Example automation: 
{
  "watch": ["data.terms_agreed", "data.data_processing_consent"],
  "condition": {
    ":and": [
      "{data.terms_agreed}",
      "{data.data_processing_consent}"
    ]
  },
  "action": {
    "type": "status_transition",
    "status": "ready_to_proceed"
  }
}
Learn more about Automations →

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Best Practices

Use clear, affirmative language:
  • “I agree to receive…” (clear what checking means)
  • Avoid double negatives (“I don’t want to not receive…”)
  • State the action being confirmed
Don’t overuse checkboxes:
  • Too many checkboxes overwhelm users
  • Group related agreements when possible
  • Consider single confirmation with linked terms
Mark required appropriately:
  • Only mark required if absolutely necessary
  • Explain why it’s required in description
  • Legal requirements should be clearly stated
Default unchecked for consent:
  • Marketing consent should default to false
  • Optional features should default to false
  • Never pre-check consent checkboxes (regulatory compliance)
Use for regulatory compliance:
  • GDPR consent requires explicit checkbox
  • Terms agreements need clear checkbox
  • Maintain audit trail of when checkbox was checked
Visibility settings:
  • Keep consent checkboxes always visible
  • Use “hide when empty” for optional toggles
  • Never hide required checkboxes

Multiple Choice

Use for selecting multiple items from a list

Choices

Use for yes/no/maybe or multiple options

Text

Use for free-form agreement text or detailed consent

Data Schema Overview

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