Forms that create records

Forms to create new records streamline the process of adding new records in a single step.

Create a form to create records

Form setup

1. Perform one of the following steps to display the module pane:

   • In the navigation pane, click the  Account Switcher and then select the appropriate account and module.

   • Click to display the module pane.

2. Click Create and then select Form. The Form setup page is displayed.

3. Enter the Form name (for example, Add Asset Form).

4. Select Create records.

5. Select whether the form should support creation of a Single record or Multiple records.

6. Under In this collection, select the collection to which new records to be added.

7. For single-record forms, to pull records from another collection for use in the form:

   1. Select Pull records from another collection.

   2. Under Populate with data from, select the collection from which the records should be pulled (for example, People).

8. To enable email notifications to be sent when the form is submitted, select Allow receipt of responses after submission & generate PDF.

9. Click Save & continue. The Form build page is displayed.

Form build

1. Click the Form description to enter text to explain the form's purpose.

2. If another collection's records are pulled into the form, click + next to Add a field from <Collection> to select the pulled fields to add to the form. The fields are added to a table at the top of the form.

3. Add fields to the form:

   1. Click Add.

   2. Select Fields.

   3. To select existing fields, click them in the list. The are added to the form.

   4. To create a new field to be added to the collection:

      1. Select CREATE NEW FIELD. The New field page is displayed.

      2. Enter the new Field name.

      3. Select the field's Data type and then complete any required settings associated with the field. See Field types.

4. Add styling elements to the form:

   1. Click Add.

   2. Select Form styling.

   3. Select the element to add to the form:

      • Heading: Adds an Add Heading line to the form. You can edit the heading after it is added.

      • Text: Adds a Form description line to the form. You can edit the text after it is added.

      • Table: For forms to create multiple records, adds a table to the form so multiple fields can be specified. See Use tables in multiple-record forms.

      • Page: Adds a page break to the form. You can then add form elements to the new page.

      • Line: Adds a divider line to the form.

      • Submitted by: Adds the placeholder for the submitter to the form.

      • Submission date: Adds the placeholder for the submission date to the form.

      • Kits: Adds information pertaining to a selected kit to the form.

      • Consumable: If consumable categories exist, adds information pertaining to a selected category to the form.

5. Arrange the form elements on each form page:

   1. Hover over a form element until the Arrange icon is displayed.

   2. Drag to move the element to the appropriate location. You can drag fields to the left or right of other fields to stack them horizontally on the page.

6. To change the text of the Submit button, double-click the button and then enter the appropriate button text.

7. To display a message to users who submit the form, select Thank you message and then edit the text to be sent to the user.

8. To perform additional tasks after the form is submitted:

   1. Under After form submission perform these operations, select an option to Calculate or Replace a field value.

   2. Select the Collection field to be updated.

   3. Perform one of the following tasks:

      • To replace a field value, enter the new value to be applied to the field for the record.

      • To calculate a value, select options to configure the calculation. The calculated value will be applied to the field for the record.

9. Click Save Changes.

Share

Organization, Account, and Module admins have full access to all forms by default.

1. Select Share above the form view.

2. To share the form with users in a specific role, select the role from the Select a role drop-down list. Repeat this step to share with multiple roles.

3. To share the form with individual users, enter a name in the Select a user field. Repeat this step to share with multiple users.

4. Click Save changes.

Preview

You can verify how the form is displayed across different devices before publishing.

1. Select Preview above the form view.

2. Select Desktop, Tablet, or Mobile from the drop-down list.

3. Review the form layout and test the form by simulating submissions.

4. Select Form build above the form to adjust the form.

5. Click Save Changes to finalize the form.

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Use tables in multiple-record forms

When new equipment is purchased in bulk (for example, 10 new laptops), it is more efficient to add the items in a single submission rather than completing the form 10 times.

For forms created to create or update multiple records, you can use a table to streamline the creation process within a single form submission. Each row in the table represents an individual record. This format allows users to enter each device's details in a row and submit everything at once, which improves visibility, reduces repetition, and increases accuracy when working with large sets of data.

The current limit is 15 rows per form submission. This limit will increase in upcoming product updates.

Create the form table

1. Create a form to create records for Multiple records.

2. When adding form styling elements, add the Table element to the form.

3. Inside the table, click + to add the relevant input fields. You can also select CREATE TABLE FIELD to create new fields to be captured in the table (and added to the collection).

Tables in forms can include attachment fields, but default/autofill values are not supported.

1. Click Save Changes.

Use the form table

1. Perform one of the following steps to display the module pane:

   • In the navigation pane, click the  Account Switcher and then select the appropriate account and module.

   • Click to display the module pane.

2. Under Forms, select the form.

3. For each new asset, enter information into a row in the table.

4. Click Add or press Enter to insert additional rows up to the 15-record limit.

5. To remove unused rows, click in the row.

6. Click Submit. Each completed row is saved as a new record in the selected collection.

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Edit a form

1. In the navigation pane, select Settings > Account Management.

2. Expand the appropriate account and module, and then click Manage in the Forms tile. The list of forms is displayed.

3. Click the form to edit.

4. Edit the form settings. See Create a form to create records.

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Delete a form

1. In the navigation pane, select Settings > Account Management.

2. Expand the appropriate account and module, and then click Manage in the Forms tile. The list of forms is displayed.

3. Click next to the form to delete. The Deleting form(s) page is displayed.

4. Click Delete.