How does everyone collect data about convictions in the UK please?

How does everyone collect data about convictions in the UK please?

We currently have two questions about convictions, one asks if you have read the policy which is fine, the second asks if you have information to declare and currently thats a yes/no question which is also what we need. However in our old system if someone said yes to having info to declare they then got a field appear where they could list and detail any convictions information that would be held separately from the application form and only if the candidate was shortlisted would it be looked at by the recruiter and they would make a decision on