Custom Forms

Create simplified entry forms for different roles.

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What are Custom Forms?

Custom forms let you control:

• Which fields appear
• Field layout and order
• Required fields
• Default values
• Who can use the form

SAME RECORD, DIFFERENT FORMS
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SALES ORDER - Sales Team Form        SALES ORDER - Full Form
├── Customer                         ├── Customer
├── Date                             ├── Date
├── Items                            ├── Items
├── Total                            ├── Total
└── (simple, fast)                   ├── Cost
                                     ├── Margin
                                     ├── GL Accounts
                                     └── (comprehensive)

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Why Use Custom Forms?

Goal	How Forms Help
Faster data entry	Show only needed fields
Reduce errors	Pre-fill defaults
Role-appropriate	Hide sensitive data
Enforce rules	Make fields required

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Creating a Custom Form

Step-by-Step

HOW TO CREATE A CUSTOM FORM
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Step 1: Navigate
Customization > Forms > [Form Type]

Form Types:
├── Transaction Forms (Sales Order, Invoice, etc.)
├── Entry Forms (Customer, Vendor, etc.)
└── Mass Update Forms

Step 2: Find the record type and click "Customize"
(or click "New" for a brand new form)

Step 3: Name your form
├── Name: "Sales Team Order Form"
└── Preferred: ✓ (if this is the default)

Step 4: Configure fields (see next section)

Step 5: Save

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The Form Editor

When you customize a form, you see tabs for different settings:

Screen Fields Tab

Control which fields appear:

SCREEN FIELDS CONFIGURATION
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For each field, set:
├── Show: ✓ or blank (visible on form?)
├── Mandatory: ✓ or blank (required?)
├── Label: Custom label text
├── Help: Custom help text
└── Display Type: Normal, Inline, Hidden

Subtabs Tab

Control which subtabs (tabs within the record) appear:

SUBTABS CONFIGURATION
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├── Items: ✓ Show
├── Communications: ✓ Show
├── Shipping: ✓ Show
├── Billing: ✗ Hide (not needed for this role)
└── System Information: ✗ Hide

Actions Tab

Control which buttons appear:

ACTIONS CONFIGURATION
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├── Save: ✓
├── Save & Print: ✓
├── Save & Email: ✓
├── Bill: ✗ (hide for this role)
└── Close: ✗ (hide for this role)

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Form Settings Explained

Setting	What It Does
Preferred	Makes this the default form for assigned roles
Restricted	Only assigned roles can use this form
Show	Field appears on screen
Mandatory	Field must be filled in
Display Type: Inline	Shows as text, not editable
Display Type: Hidden	Field hidden but value available

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Assigning Forms to Roles

HOW TO ASSIGN A FORM TO A ROLE
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Method 1: From the Role
Step 1: Setup > Users/Roles > Manage Roles > [Role]
Step 2: Go to "Forms" subtab
Step 3: Select your form for each record type
Step 4: Save

Method 2: From the Form (Restrict Access)
Step 1: Edit the custom form
Step 2: Go to "Roles" subtab
Step 3: Check the roles that can use this form
Step 4: Save

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Real Examples

Simple Sales Order Form

For: Sales Representatives

SALES TEAM ORDER FORM
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Show:
├── Customer
├── Date
├── PO Number
├── Items (subtab)
├── Shipping Address
└── Order Total

Hide:
├── Cost fields
├── Margin fields
├── GL Account fields
├── Billing subtab
└── Tax configuration

Make Required:
├── Customer
└── At least one item

Full Sales Order Form

For: Accountants

ACCOUNTING ORDER FORM
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Show: All fields
├── Customer
├── Date
├── Items with cost/margin
├── GL Accounts
├── All subtabs
└── Transaction links

Special Settings:
├── Cost fields: Show
├── Posting Period: Mandatory
└── Classification fields: Mandatory

Quick Customer Form

For: Sales Reps (fast customer creation)

QUICK CUSTOMER FORM
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Show (minimal):
├── Company Name
├── Primary Contact
├── Email
├── Phone
└── Address

Hide:
├── Credit Limit (set by finance)
├── Payment Terms (set by finance)
├── Tax Settings
└── Financial subtab

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Quick Reference

I want to...	Go to
Create transaction form	Customization > Forms > Transaction Forms
Create entity form	Customization > Forms > Entry Forms
Hide a field	Form Editor > Screen Fields > Uncheck "Show"
Make field required	Form Editor > Screen Fields > Check "Mandatory"
Assign form to role	Role > Forms subtab > Select form

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Tips

Do	Don't
Create role-specific forms	Show everything to everyone
Hide what's not needed	Just mark fields as "hidden"
Test before deploying	Deploy without testing
Name forms clearly	Use "Custom Form 1"

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Key Takeaways

1. Custom forms control what users see on records
2. Different roles = different forms for same record type
3. Hide unnecessary fields for faster data entry
4. Make important fields required to ensure data quality
5. Assign forms in role configuration

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Related Topics

• Custom Subtabs, Lists & Fields - Creating fields
• Forms & Dashboards - Assigning to roles
• Custom Roles - Role configuration