---
title: How do I change the internal and external contact form?
description: Step-by-step guide on how to modify internal and external contact forms in Lemontaps to match your company’s requirements.
---

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September 29, 2026

# How do I change the internal and external contact form?

**Requirements:** Administrator, Unit-Admin · Sales Addon

Contact forms are an essential component for recording and storing customer data. With the new feature, you can flexibly customize both external and internal contact forms, organize them clearly with sections, also individually for each unit. 

**External contact form** = contact form on the digital business card profile to capture a contact

![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/150084899017/original/LhR3z-MaZFSN2FPQh1liIBv2QVo-j6rs-Q.png?1728569629)

**Internal contact form =** form which is displayed when you click on a contact in Lemontaps and which appears in the business card scanner and when manually creating a contact

![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/150084899055/original/Lk6nEN-FeDiKJa6RtNxpZStmjtbZeEJH_w.png?1728569648)

You can find both forms under [Contacts → Contact Fields](https://lemontaps.com/md/contacts/contact-fields).

### **1. Internal contact form**

The internal contact form is the basis for all customizations. This is where you define which fields exist, how they are grouped and in which order they are displayed. You can then also use fields from the internal form in the external form.

![Bildschirmfoto 2026-09-25 um 14.24.57](https://support.lemontaps.com/hs-fs/hubfs/Bildschirmfoto%202026-09-25%20um%2014.24.57.png?width=670&height=310&name=Bildschirmfoto%202026-09-25%20um%2014.24.57.png)

#### **Creating and managing sections**

Sections let you group related fields, for example contact details, conversation information or trade fair details. This makes the configuration clearer, as well as the contact view for your users.

To create a new section:

1. Click **Add section**.
2. Enter a title for the section.
3. Decide whether the section should be expanded by default in the contact form. This setting is enabled automatically. Disable it if the section should initially be displayed collapsed.
4. Click **Save**.

The new section appears at the bottom of the list of sections.

Use the three dots to the right of a section to edit or delete it:

- **Edit section**: Here you can change the title, for example. Renaming or editing a section does not affect the fields it contains or any contact data that has already been saved.
- **Delete section**: A section can only be deleted if it is empty. If it still contains fields, the option is greyed out and a message asks you to move or remove all fields before deleting the section. So first drag the fields into another section or remove them from the form.

![Bildschirmfoto 2026-09-25 um 14.27.20](https://support.lemontaps.com/hs-fs/hubfs/Bildschirmfoto%202026-09-25%20um%2014.27.20.png?width=670&height=317&name=Bildschirmfoto%202026-09-25%20um%2014.27.20.png)

#### **Arranging fields with drag & drop**

You can drag and drop fields into a different section. Within a section, you change the order of the fields the same way. The fields are later displayed in the contact form in exactly this order.

 

![Bildschirmfoto 2026-09-25 um 14.29.15-1](https://support.lemontaps.com/hs-fs/hubfs/Bildschirmfoto%202026-09-25%20um%2014.29.15-1.png?width=670&height=308&name=Bildschirmfoto%202026-09-25%20um%2014.29.15-1.png)

#### **The Notes section**

The “Notes” section has a few special characteristics:

- It always exists and cannot be deleted.
- The section itself can be moved.
- The notes field cannot be dragged into another section.
- You can hide the section. To do so, click the three dots and select **Hide section**. The section is then marked as “Hidden” with a crossed-out eye icon and is no longer visible in the internal contact form.
- As with other fields, you can use the three dots to edit the title, the field behavior and the field conditions.

![Bildschirmfoto 2026-09-25 um 14.32.03](https://support.lemontaps.com/hs-fs/hubfs/Bildschirmfoto%202026-09-25%20um%2014.32.03.png?width=670&height=171&name=Bildschirmfoto%202026-09-25%20um%2014.32.03.png)

**Adding fields**

In the internal form, you can create new fields such as text fields, text areas (for longer texts), drop-down menus, checkboxes and radio buttons. These user-defined fields (custom fields) are flexibly customizable and are marked as “user-defined” in the form.

In the relevant section, click **Add field** and choose a field type:

- Text
- Textarea (for longer texts)
- Dropdown
- Radio Buttons
- Checkbox
- Checkboxes
- Multi-Select
- Date
- Date and time
- Number
- Attachments
- Signature

To find out what a field type is best suited for, hover over the info icon to the right of the entry. It shows a short description of the field.

You can also add existing fields:

- Lemontaps standard fields: predefined fields such as birthday
- Custom Fields: fields that have already been created in your company
- CRM Custom Field: fields from your connected CRM. Select the CRM and then the field you want to add. For more information, see the article Map Scan, Enrichment & Event Results to CRM Fields.

Newly created fields are marked as “user-defined” in the form.

![Bildschirmfoto 2026-09-25 um 10.40.22](https://support.lemontaps.com/hs-fs/hubfs/Bildschirmfoto%202026-09-25%20um%2010.40.22.png?width=248&height=516&name=Bildschirmfoto%202026-09-25%20um%2010.40.22.png)

#### **Removing and re-adding fields**

To remove a field from the form:

1. Click the three dots to the right of the field.
2. Select **Remove from this form**.

A field you remove from the form is not lost. You can find it again via **Add field**:

- Lemontaps standard fields, such as birthday, are listed under **Lemontaps standard fields**.
- Custom fields, such as source, are listed under **Custom Fields**.

From there, you can add the field back to a section at any time.

#### Marking fields as required

Each field in the internal form can individually be set as required via a toggle via the three dots → **Edit field**. Required fields are marked in the form with an asterisk (\*).

The internal and external contact form don't have to share the same required fields. For example, a field can be required in the external form but not in the internal form — and vice versa.

If you try to save a contact without filling in a required field, a message appears indicating that the field still needs to be filled in. This applies both when manually adding a contact in the internal form and when filling out the external form on the digital business card.

![Bildschirmfoto 2026-08-18 um 11.22.31](https://support.lemontaps.com/hs-fs/hubfs/Bildschirmfoto%202026-08-18%20um%2011.22.31.png?width=570&height=461&name=Bildschirmfoto%202026-08-18%20um%2011.22.31.png)

![Bildschirmfoto 2026-08-18 um 11.23.59](https://support.lemontaps.com/hs-fs/hubfs/Bildschirmfoto%202026-08-18%20um%2011.23.59.png?width=474&height=461&name=Bildschirmfoto%202026-08-18%20um%2011.23.59.png)

##### Set field behavior for end users

For every field in the internal contact form, you can also define how it behaves for end users. Open a field via **Edit field** and choose one of the following options:

- **Editable by administrator only** – The field remains visible to end users but is greyed out and cannot be edited. A question mark icon next to the field lets end users know that an administrator has restricted editing. If they have questions, they can reach out to the responsible administrator via the help button in the top right corner.
- **Hide for end users** – The field is completely hidden from end users, both in the display and when editing a contact.

In both cases, the field remains fully visible and editable for administrators.

![Bildschirmfoto 2026-08-24 um 10.58.52](https://support.lemontaps.com/hs-fs/hubfs/Bildschirmfoto%202026-08-24%20um%2010.58.52.png?width=592&height=165&name=Bildschirmfoto%202026-08-24%20um%2010.58.52.png)

![Bildschirmfoto 2026-08-24 um 11.02.22](https://support.lemontaps.com/hs-fs/hubfs/Bildschirmfoto%202026-08-24%20um%2011.02.22.png?width=430&height=684&name=Bildschirmfoto%202026-08-24%20um%2011.02.22.png)

#### Conditionally Display Fields

When editing a field, you will find the **“Conditions for this question”** section. Here, you can define whether a field is always visible or only appears when a specific answer has been selected in a previous field.

The following options are available:

- **Always show** – The default setting. The field is always displayed, regardless of other answers.
- **Show conditionally** – The field is only displayed if a specific answer has previously been selected.

If you select **Show conditionally**, you need to define two settings:

- **Trigger field** – The previous field whose answer determines whether the field is displayed (e.g. a multi-select field such as “Interested in”).
- **Condition** – The specific answer option that causes the field to appear (e.g. “Lead Capture”).

**Example:** A field called “Interested in” with the options “Digital Business Cards,” “Lead Capture,” “Email Signatures,” and “Paper Business Cards” is used as the trigger field. If a contact selects “Lead Capture,” an additional field such as “Current CRM” automatically appears, allowing you to ask which CRM system they currently use. If they select “Paper Business Cards” instead, for example, this additional field remains hidden.

A trigger field can also control multiple follow-up fields at the same time. In this case, the field displays a “triggers X fields” indicator. Clicking it shows which fields are affected and highlights the corresponding trigger field in green. Clicking outside this area removes the highlight.

You can also create chains of conditions: A field that is itself displayed based on a condition can simultaneously serve as a trigger field for another field. For example, selecting a specific CRM in the “Current CRM” field could trigger an additional “Number of users required” field.

**Notes:**

- If you move a conditional field to another section of the form, its connection to the trigger field remains intact.
- If you delete an answer option that is being used as a condition, or delete the entire trigger field, a confirmation prompt appears because the associated rule will also be removed.

![Bildschirmfoto 2026-09-17 um 13.46.52](https://support.lemontaps.com/hs-fs/hubfs/Bildschirmfoto%202026-09-17%20um%2013.46.52.png?width=670&height=359&name=Bildschirmfoto%202026-09-17%20um%2013.46.52.png)

#### Contacts – Table

All fields from the internal contact form can be displayed as additional columns in the [contact overview](https://lemontaps.com/md/contacts).

To do this, click on “Customize Table” and select the desired fields.

![](https://support.lemontaps.com/hs-fs/hubfs/image-png-May-15-2026-07-35-11-4510-AM.png?width=483&height=236&name=image-png-May-15-2026-07-35-11-4510-AM.png)

**Notes:**

- All fields are available as column options,  regardless of whether they are currently assigned to a section in the form.
- If a CRM system is connected, all CRM fields will also be available as column options - even if they were never added to the internal active form.

- Filtering works for all fields, regardless of whether they are used in the form.

 

#### **Mandatory fields and restrictions**

Certain fields, such as the profile picture, are predefined and can neither be deleted nor edited, or can only be edited to a limited extent (e.g. notes). These predefined system fields are independent of the required-field setting described in the previous section — they cannot be removed regardless of whether they are marked as required or not. You can translate the fields into the languages you have set up under supported languages in the [translation feature](https://lemontaps.com/md/organisation/translations).

![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/150084905039/original/aB4xkgdSd-E2D2cQFKKs4GgHUtvLocW0ZA.png?1728571208)

![Bildschirmfoto 2026-09-25 um 15.14.38](https://support.lemontaps.com/hs-fs/hubfs/Bildschirmfoto%202026-09-25%20um%2015.14.38.png?width=670&height=296&name=Bildschirmfoto%202026-09-25%20um%2015.14.38.png)

**Owner field: Allow end users to edit the owner**

By default, only administrators can change the owner of a contact. You can also enable this permission for end users in the field settings—for example, so that a lead captured at a trade show can be handed over directly to the responsible colleague.

1. Go to [Contacts → Contact Fields](https://lemontaps.com/md/contacts/contact-fields).
2. Scroll down to the **Owner** field.
3. Open the field settings and, under **Owner Settings**, disable the **Admins only** option.
4. Click **Save**.

Once this option is disabled, end users can also change the owner of a contact themselves. 

#### **Field for business card scanner**

Fields marked as “Scannable” are the fields that the business card scanner can recognize. These fields can be edited, but not deleted (e.g. first name, surname, position...).

![Bildschirmfoto 2026-09-25 um 15.15.52](https://support.lemontaps.com/hs-fs/hubfs/Bildschirmfoto%202026-09-25%20um%2015.15.52.png?width=670&height=213&name=Bildschirmfoto%202026-09-25%20um%2015.15.52.png)

 

#### **Do not display the GDPR notice**

You can deactivate the notice so that it is no longer displayed when scanning business cards or filling out the form. This simplifies the process in special cases where the GDPR notice is not required. (GDPR field for “do not display”).

#### **Data management**

All fields created in the internal form are linked to the corresponding data and saved. IIf you only hide a field, all associated data will also be irrevocably deleted. If you only remove a field from the form, the data remains saved in the background and can be displayed again if you add the field again.

### **2. What the contact view looks like**

The sections determine how a contact is displayed when you open it, scan it or [create it manually](https://lemontaps.com/p/contacts/add).

![Bildschirmfoto 2026-09-25 um 14.47.18](https://support.lemontaps.com/hs-fs/hubfs/Bildschirmfoto%202026-09-25%20um%2014.47.18.png?width=298&height=466&name=Bildschirmfoto%202026-09-25%20um%2014.47.18.png)

#### **Header**

At the top of the contact view you see the contact's profile picture and first and last name, followed by their position and company. When you create a contact manually, the header fills in automatically as soon as you type the name and company.

#### **Expanding and collapsing sections**

Use the arrow next to a section to expand or collapse it. Sections for which the “expanded by default” setting is disabled are initially displayed collapsed.

#### **Showing and hiding the business card**

Use the arrow to show or hide the scanned business card. It is hidden by default.

#### **Sending a follow-up email**

Use the three dots in the top right corner of the contact view and select **Follow-up Email** to send a follow-up email to the contact. For more information, see the article Follow-up Email to Contacts.

#### **Existing contacts**

For contacts created before sections were introduced, all previously displayed fields are automatically placed in the “Contact details” section. This section is expanded. These contacts have no other sections. The header with name, position, company and profile picture (if available) is displayed in the same way as for new contacts.

### **3. External contact form**

The external contact form is what your customers or users see and fill out. Fields from the internal form can be transferred and displayed here. 

#### **Add fields**

All fields created in the internal form can be transferred to the external form via drag and drop. Note that fields can only appear in the external form if they were previously created in the internal form.

Here too, you can individually set whether each field is required (marked with an asterisk \*). This setting is independent of the internal form — a field can be required in the external form without also being required in the internal form.

If a contact fills out the external form and leaves a required field empty, they won't be able to submit the form — a corresponding message appears.

 

![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/150084907063/original/QhnR4M5VZm3F_5m_XI4P8CL9a_rjdKBlaw.png?1728571648)

#### **Live preview and test options**

Before you publish the changes, you have the option of viewing the form (internal and external) in a live preview. Here you can see in real time how the form will look for the user.

![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/150084907139/original/S_LLh7anqA2VHP5SuUIa9nzU4Ik23O__yw.png?1728571672)

#### **Hide the contact form**

To hide the external contact form on your digital business card profile, go to [Business Cards → Profile Design](https://lemontaps.com/md/settings/profile-design) and disable the option under Section 11. Contacts Form.

![Bildschirmfoto 2026-09-22 um 10.15.06](https://support.lemontaps.com/hs-fs/hubfs/Bildschirmfoto%202026-09-22%20um%2010.15.06.png?width=670&height=342&name=Bildschirmfoto%202026-09-22%20um%2010.15.06.png)

 

### **4. Create a unit-based form**

With a unit-based form, you can enter specific information for individual units. This is particularly useful for events such as trade fairs, where you group trade fair participants together in a separate unit. This allows you to customize specific contact forms that are precisely tailored to the respective target group and event. Unit-based forms can also be organized with sections.

Below we will show you how to create, use and manage a unit-based form.

#### **1. Steps for creation**

**Select unit**

- Navigate to [Contacts → Contact Fields](https://lemontaps.com/md/settings/contact-form).
  
  Select the desired **unit** (e.g. “Test Unit”).

![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/150102290914/original/qe7WbtXDu4z_3UPGD6lmBXnASdpGI53Vfg.png?1740067351)

**Create your own form**

- Create a new form or adapt an existing form for the unit.
- Define which fields should be included including the respective required-field setting.
- Save the form.

![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/150102291074/original/70ptrAtfquH5jsNTuyOpC8D_C6Ozi4RVjQ.png?1740067411)![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/150102291201/original/yflHYeZqk2Uu9dxLZ6okFFGtPOUBNnWAQg.png?1740067451)

**Differences to the global form**

- The form for a unit can differ from the global form in terms of structure and fields (including required fields).
- Contacts who are added within a specific unit will only see the specific form for this unit.

**Example:**

If the standard contact form contains 10 fields, but the unit form for “Test Unit” only contains 5, then users will only see the 5 relevant fields within this unit.

---

#### **2. Use of the unit-based form**

Making contact with a unit-specific form

- If a user is in the “Test Unit” unit, the specially created form is displayed.
- If the user leaves the unit, the global form is used instead.

**Example:**

- XY is in the “Test Unit” unit.
- She opens the contact form → sees the shortened form.
- She switches to another unit or leaves the fair → The standard form appears again.

Changes to forms

- Changes to a form only affect newly created contacts.
- Existing contacts retain the old form data.

**Example:**

- A “Qualified lead” field is removed from the form.
- New contacts no longer contain this field.
- Older contacts who previously had this field will retain it.

---

#### **3. Data management and restrictions**

Admin view

- In the admin view, you can check **which unit** has recorded a specific contact.

![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/150102291479/original/qB65yYwB8r3a9j1xjriLcuRmLfcwMh_OPQ.png?1740067559)

**Restrictions**

**No custom fields in the attribute selection**

Attribute selection = refers to the option of selecting certain data fields (attributes) that can be used in an overview or filter function.

- Only the Lemontaps standard fields are displayed in the attribute selection.
- User-defined fields (custom fields) do not appear.

**Form display according to active unit**

- The attribute display only refers to the currently selected unit.

Unit: Test Unit

![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/150102292915/original/kbpjwbn-Ac729wM06ks2ScCCGLQbcW65jg.png?1740067966)

No unit: Global form

![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/150102293108/original/d8JtybQGZqO8NvXdLFOOnluBkUcpnflrjQ.png?1740068030)

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