We recently discussed how custom forms can help improve your business. Now we are going to look at the different ways you can customize.
Access the form editor one of two ways.
Within a record select the “Form” button from the white toolbar.
This works for customizing the long form only, not quick forms.
~ OR ~
Under the settings area select “Customization”.
Selecting “Customize the System” opens the solution window. Expand the particular entity and select forms. Then choose to edit an existing form or create a new form.
There are a few different form types available.
Card Form
These forms are used within the unified interface and provide a way to select what fields will appear in the mobile version. Most often people use the quick view form versus a card form.
Quick Create Form
Use these forms to quickly enter new records. Once created users access quick create forms through the plus sign on the black toolbar or from a sub-grid within another form.
Quick View Form
Quick views show fields from a different entity on a form. Common examples include pulling contact information into an account form or pulling account information onto an opportunity form.
Main Form
Also known as the long form, these are the primary form used for records.
Each form type has different customizations available, with the main form having the most options. Let’s review some different ways to customize a form.
Fields
All fields associated with the entity are listed on the right-hand side of the form editor under the field explorer. Pull fields from this area onto the form. It is defaulted to show only unused field, but you can choose to display all fields. New fields can also be created from this area by selecting the button at the bottom of the field explorer.
Sections
Sections are smaller areas within each tab on a form. Add sections from the insert toolbar and choose formatting between one to four columns.
Tabs
Tabs are larger sections within a form and provide a navigational point for end users. Choose formatting from one to three columns.
Sub-Grid
A sub-grid can also be added and places a view for other entities within a form.
Name: This is name of the sub-grid, not what will appear on the form.
Label: This is what will appear on the form itself. Displaying the label is the default, but you can turn it off.
Data Source: Here you can select to display only related record, which entity to pull from and the default view to show.
Additional Options: Choose to display a search box, index and give the ability to choose from other views if desired.
Chart Options: Select a default chart and whether to show the chart only or the selection.
Availability: The system defaults to the list/chart being available on the phone, but it can be turned off.
Formatting: Allows for selecting the number of columns the list occupies and the number of rows shown.
Spacer
When designing a form sometimes fields don’t line up exactly as desired. Spacers can be used in these situations to fill an area where a field normally would be.
Quick View Form
Adds in a quick view form from another entity. A lookup field to the other entity type must exist within the form to define what record the system pulls the data from.
Name: Enter a name for the quick view control.
Label: This is what will appear on the form if display label on the form is selected.
Lookup Field: Choose which field on your form will be used to look-up the other record.
Related Entity: Once the lookup field is chosen this will show which entity type will be used.
Quick View Form: Select which quick view form to display.
Timer
Adding timers can be beneficial for tracking KPI’s or time elapsed on records. Choose a time field that begins the timer and then set field conditions for when the time should stop, provide warning, cancel or pause.
Related Records
Choose record types that can be navigated to from within your form under the “Common” section on the left-hand side of the form editor. When selected available relationship will appear on the right-hand side. Add or remove different relationships to define which related records end users can navigate to.
Home Toolbar Actions
The home toolbar on the form editor has a few different actions you can take when building or editing a form.
Save Options: Choose how to save and publish the form.
Change Properties: Change basic display and formatting properties on highlighted area, whether that is an individual field, section or tab.
Remove: Remove whatever is highlighted.
Body, Header, Footer and Navigation: Highlights each section so updates can be made to that area. The navigation section is the related records previously discussed.
Business Rules: Shows all business rules that apply to the form.
Preview: Allows you to preview the form changes before publishing.
Enable Security Roles: Choose who within the organization can view the form once published.
Creating custom forms is an important consideration when reviewing how your organization uses the CRM. The goal of these forms is to make it as simple as possible for end users to enter or update data and provide a way to view information needed to do their jobs to the best of their ability. Here are my three rules when creating forms: keep it simple, make it easy to read and provide easy navigation to other required record types.
-Jerica Coleman, CRM and Power BI Consultant
