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.
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
Configuration Options
| Option | Description | Type | Default | Example |
|---|
key | Unique identifier | String | Required | terms_agreed |
name | Display label | String | Required | ”I agree to terms and conditions” |
description | Help text for users | String | Optional | ”Required to proceed” |
ai_description | Hint for Intelligence | String | Optional | ”Whether the user agreed to terms” |
required | Must be checked to proceed | Boolean | false | true |
default | Default checked state | Boolean | false | false |
visibility | Display setting | String | always-visible | hide-when-empty |
section | Section this field belongs to | String | None | Section UUID |
Examples
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"
}
Marketing Consent
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"
}
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"
}
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"
}
Validation
Checkbox fields have simple validation:
Required Validation
- If
required: true, checkbox must be checked to proceed
- Useful for mandatory agreements (terms, privacy policy)
- Prevents form submission when unchecked
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.
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:
| Field | AI 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” |
- 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.
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"
}
}
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
