Create Community Forms

  • Updated

Communities can create customizable forms to gather targeted information for various purposes (e.g., Travel, Sole Sourcing, Contract for Services), provided the feature is enabled.

Custom forms can be configured for use in:

  • Non-Catalog Items

  • Request For Quote (RFQ)

  • Justification (internal forms)

  • Supplier Requests

  • Expenses

  • Contract

  • Supplier Profile (internal forms).

This feature is accessible to users with the Community Administrator, Community Profile, Community Features, Community Supplier Administrator, or Community Management roles.

 

Create a Community Form

  1. Navigate: Go to the Administration module > click Settings > select the Management tab > click the Forms tab.

  2. Add a Form: Click +Add Form > a pop-up window will appear to enter the form name and description (optional).

  3. Add Fields: Select +Add Field to begin configuring the form's content.

 

Adding Form Fields

When adding a field, a pop-up box appears to configure the following attributes:

Field Setting Description
Type Defines the details required and how the information is requested (e.g., Picklist, Checkbox, Text). The available options are detailed below.
Name The question or statement presented to users.
Code An identifier for reporting; must be unique and is not visible to users. Character limit of 20.
Description A longer description that can be displayed below the field if Show Description is checked.
Show Description If checked, the description is displayed below the field. If unchecked, the description appears in a help bubble next to the field.
Mandatory Requires user action: Yes, No, or Conditional (based on a previous field being Blank or Not Blank).
Visible Can be Yes (always visible) or Conditional (visibility depends on a previous answered entry).
Help Text A message to assist users with their entry.
Default Value A pre-set value that appears automatically but can be changed by the user (e.g., setting "Yes" as the default if it is the answer 9 out of 10 times).

Type Fields Available

The following types of fields are available for data input:

  • Checkbox: Allows a user to either check the box or leave it unchecked for a Yes/No answer, or can be configured as a mandatory checkbox requiring the user to confirm they have read information.

  • Date: Provides a calendar interface for the user to select a date.

  • Date/Time: Provides a calendar for date selection along with separate fields to define a time.

  • Decimal Number: Allows for numbers that include decimals (e.g., 1.5).

  • Help/Information: Opens up the field for Content/Type as a mandatory field on your form, typically used for static information or instructions.

  • Hyperlink: Opens a mandatory field where you can enter a URL to display a hyperlink on your form.

  • Money: Formats the field to currency and enforces that numbers be entered.

  • Multiselect: Allows users to select multiple options. The Add Option setting will appear when this type is selected.

  • Number: Requires that only whole numbers be entered.

  • Paragraph Text: Allows for free-form text input.

  • Picklist: Allows users to select a single option from a list. The Add Option setting will appear when this type is selected.

  • Radio button: Creates a group of mutually exclusive radio buttons for selection.

  • Text: Allows for free text entry, limited to 255 characters.

 

Conditional Fields

Fields can be conditionally visible based on previous selections:

  1. In the Add Field pop-up, set the Mandatory field to Conditional.

  2. In the Conditional Field dropdown, choose the field that determines visibility.

  3. Choose the desired Type and Value (e.g., "Warning" will be visible, if the user selects Value as "Checked". If the user does not select a Value, then "Warning" will not appear).

 

Configure Usage

Once the form is created, usage must be configured to determine where the form will be used (e.g., Non-Catalog, RFQ, Justification section, Supplier Request, Contract, or Expenses).

  1. Select More Actions > click Configure Usage.

  2. A pop-up box will appear to select the desired option(s).

  3. Click OK.

Contract/Expense Naming Note: When configuring a form for Contracts or Expenses, form field names cannot be exactly the same as existing Contract fields (e.g., "Contract/Expenses Type"). If you need to use similar data, name the field slightly differently (e.g., using lower case) to avoid export errors.

 

Additional Actions

Forms can be managed using the More Actions menu:

  • Copy: Creates a copy of an existing form. This is used when an existing form has been used and therefore cannot be edited. The copy can be edited, and the old form replaced.

  • Delete: Deletes the form, but the form data that exists in the system's history is retained.

  • Edit: Only shown if the form has not been used yet.

  • Preview: Shows a functional preview of the form. The layout (horizontal vs. vertical arrangement) depends on where the form will be used in the system (e.g., RFQ or Checkout Justification).

  • Configure Usage: Allows setting where the form will be used (Non-Catalog, RFQ, Justification, Supplier Request).

 

Final Step

Community Administrators must also enable and assign, the created forms within the Community settings.

 

What's Next/Related

  • You can also watch a short video on this process: