What are custom forms?

Custom forms can be created by core administrators to help capture information that is required to process a request. Cores can create custom forms and then link them to service project templates, service templates, reservations, product orders and study project templates.  Custom forms can then either be used as a tool to collect information from customers when they wish to work with the facility or capture information from core staff that is relevant to the service provided.

How do I create custom forms?

STEP 1: Access Custom Forms panel.

Click on the Administration tab on your core's page, then toggle open the blue Custom Forms panel. (Figure 1) 

Figure 1: Access the Custom Forms panel.

STEP 2: Create a new or edit an existing form.

Click on the Create a Custom Form button if you wish to create a new custom form, or click the edit icon to edit an existing custom form. (Figure 2) 

Figure 2: Create a new form or edit an existing form.

The Create Custom Form window displays. (Figure 3)  

Figure 3: The Create Custom Form window displays.

Be sure to add the form Name you want customer to see when making a request and a description of the purpose of the form or Instructions.

Next select the form fields needed to gather needed information.  The form field types include:

  • small text box: This field allows the user to enter in a small amount of text information like a title or a quantity.  
  • large text box: This field gives a place for the user to enter in a larger amount of information like sentences or paragraphs.  
  • date: The date field gives a calendar icon for users to indicate a day and time.

  • pull-down menu: The pull-down menu allows users to select one option from a predetermined list within the form.  

  • attachment: If you want to provide a place in the form for users to upload a document you can use the attachment field option. Please instruct your users to upload a file no larger than 400MB.

  • file template: You can provide a file for your users to download in the form.  The file size limit is 400MB.  

  • radio buttons: For questions that require only one option to be chosen, like yes/no questions.  

  • check boxes: If you want your user to be able to choose multiple options you can use check boxes.  

  • help: The help field provides a field where you can type information in the default value column that is marked by a question icon.  

  • text section: The text section is available for you to add instructions or information within the form.  

  • table: You can add a simple table to your form and designate the columns of the table for your users to fill out.  

  • grid: You can provide a dynamic table for users to fill in needed data.  More information can be seen here.  You can add charges from grids only on service requests.

  • charges: The charges option gives you a place for your users to enter in the quantity of units of services required for their project and then add the charges to build their own quote.  This options is available on service requests and reservations if add-on charges are allowed on reservations.

 

Once you have selected the field type, you may complete the field details. Necessary field details to consider are:

  • label: This is the name of the field. You may enter free text label.  
    • HTML use on labels is not recommended but is available.  Some minor validations will be applied to make sure HTML is formatted correctly.  Incorrectly formatted HTML can make the form unusable so please do make sure any HTML used is correct.

    • You can use the label search to find a field you want to view or modify within the form.
  • unique ID: You may name the unique identifier anything you wish, or if you leave it blank, the system will define one for you.  This field is necessary for show_if conditions within the form.

  • type: This is the type of field you added.

  • default value: Indicate the options for the field. To specify predetermined options for radio buttons, pull-down menus and check-boxes, separate all of the options with a comma.

    • Although not required, it is best if you do not put a space after each comma in the value list.

    • For example, to show the options "yes", "no" and "maybe" in a check-box field, we recommend typing "yes,no,maybe". Do not include quotation marks.

  • required?:  Indicate if the field is required.

    • If you want to highlight fields as important with the required asterisk but not actually inhibit a user’s ability to submit a form without that information, you can mark fields as required and then on the core’s Administration>Other Settings>Custom forms settings turn off Customer must complete all fields marked as required.

  • show if: Indicate if you want the field to only show when specific conditions are met in other fields. Type in the field unique ID “=” the condition, for example Do_you_agree_to_the_terms?=yes.

    • You can combine two or more conditions with logical AND and OR operators by using the && and || symbols in show if statements. Note that && has a precedence over || and will be evaluated first.

  • include in emails: Indicate whether this field should be included in service request submission emails.  
    • These fields will be displayed in a table on emails sent to core staff when a request is submitted.

As you are adding and updating the fields, the Form Preview will display your fields as they will display on the form. (Figure 4) 

Figure 4: Form Preview section will show the fields as they will display on the form.

STEP 3: Click save to save your form.

To preview the way your form will look, simply view the form in the Form Preview Section. (Figure 5)

Your new form displays in the Custom Form list. (Figure 5) 

Figure 5: Your new form now displays in the Custom Forms list.


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