Communities can create customizable forms to gather information for targeted purposes (e.g. Travel, Sole Sourcing, Contract for Services), if enabled.
Custom forms can be created for:
- Non-Catalog Item
- Request For Quote (RFQ)
- Justification (internal forms)
- Supplier Requests
- Expenses
- Contract
- Supplier Profile (internal forms)
To begin creating a form, go to the Administration module > click Settings > select Management tab > click Forms tab.
Add a Form
To add a form, click +Add Form > a pop-up window will appear to add the form name and description (optional) > select +Add Field.
Adding Form Fields
Once +Add Field is selected, a pop-up box will appear to configure the fields (as desired) to request targeted information that will be provided by users.
- Type: Defines the details required and how the information is requested from users. For example, Picklist type, will populate Options section to add option buttons to form.
- Name: Can insert the question/statement users will view
- Code: The code acts as an identifier for reporting. The fields must have unique codes. Codes will not be visible to users. Character limit of 20.
- Description: Longer description can be added and will display below the form field, if Show Description box is checked.
- Show Description: Displays the description on the page below the field. If unchecked the Description information will be shown in a help bubble next to the field.
- Mandatory: Requires the user to take action on the field question, by selecting Yes, No, or Conditional. If Conditional is selected, you will have a box to choose Conditional Field that are based on option inserted in Type box (either Blank or Not Blank).
- Visible: This can either be Yes or Conditional (based on a previous answered entry).
- Help Text: A message to help users with their entry.
- Default Value: A value set to automatically appear in the entry that can be changed by the user if needed. This would be used if the answer 9 times out of 10 will be Yes, then you can set the default value to Yes.
Type Fields
You can find the various options for the Type of field available listed below:
- Checkbox: Allows the user to check the box or leave unchecked for a Yes/No answer or as a mandatory checkbox, the user is required to check the box confirming that they have read the information.
- Date: Provides a calendar to select a date.
- Date/Time: Provides a calendar to select a date and time format fields to define a time.
- Decimal Number: Allows for decimal numbers (i.e. 1.5).
- Help/Information: Opens up the field for Content/Type as a mandatory field on your form.
- Hyperlink: Opens a mandatory field where you can enter a hyperlink on your form.
- Money: Formats the field to currency and requires numbers to be entered.
- Multiselect: Add Option will appear.
- Number: Requires numbers to be entered.
- Paragraph Text: Allows for free form text.
- Picklist: Add Option will appear.
- Radio button: A group of Radio buttons
- Text: Allows for free text to be entered (limited to 255 characters)
Conditional Fields
Form fields can be conditionally visible, meaning visible information is dependent on previous fields selected.
To use this feature on the Add Field pop-up box, go to the Mandatory field > select Conditional > click the dropdown to choose desired option in Conditional Field (the field visibility is dependent upon). Once selected, the Type and Value fields will populate to choose desired option.
The example below shows that Form 2 will be visible, the user selects Value as "Yes". If the user selects the Value as "No", then Form 2 will not appear.
Configure Usage
Once the form is created, user must configure usage to determine where the form should be used.
Note: When configuring a Form to use for Contracts or Expenses, the form field names cannot be exactly the same as Contract fields. Otherwise the export will error (e.g. "Contract/Expenses Type" exists in the contract data/fields in the UI). If you need to use the field again, you have to name it slightly different (lower case works). |
To configure usage, select More Actions > click Configure Usage > a pop-up box will appear to select desired option > click OK.
Additional Actions
You can find the more ways to manage your forms by selecting More Actions in the upper right corner:
- Copy: Allows for copying the existing form if a change needs to be made to an existing form.
Note: an existing form that has been used cannot be edited. The previously used form can be copied with a unique name (edited date is suggested) then the old form can be deleted and replaced with the new version. |
- Delete: Deletes the form but will not delete the form data that exists in the history of the system.
- Edit: Will only show if the form has not been used yet.
- Preview: Allows for a preview of the form and functional usage. The layout of the form will be determined by the location in the system where it will be used. For example, if the form is added to an RFQ, the fields will be horizontally arranged. If the form is used in the Justification section of Checkout, the fields will be arranged to fit appropriately vertically and horizontally in the checkout screen.
- Configure Usage: Allows the form to be used on Non-Catalog, RFQ, the Justification section on the checkout screen or a Supplier Request.
Enable Created Forms in Community Settings
Community Administrators must enable and assign forms in their Community settings. For instructions, please go to the applicable link below:
- Non-Catalog Form
- RFQ (Request For Quote) Form
- Justification Form
- Supplier Request Form
- Expenses Form
- Contract Form
- Supplier Profile Form