Forms

As databases grow to include additional field sets and fields, the record input forms and detail screens may become longer and more complex. Forms provide the capability of guiding community members through the process of adding, updating and viewing database records.

A form is a customizable subset of database fields, which may be used to restrict the amount of information presented while managing records. In addition to adding and updating a record using a form, each form has it's own detail view which may be used while viewing records. By selecting a form prior to viewing a record, only the respective fields of that form will be displayed.

By default one form is provided for each database, the "View all" form. This form presents all fields a member is permitted to see and may be split across multiple pages by using field sets. There is also one detail view of a record that has the same fields shown in the same order, presented on a single page in a read-only state.

To access the forms feature, edit a database, press the button labeled "Basic" on the upper gray menu bar, and expand the "Forms" drop-down bar on the lower portion of the page.

Adding a new Form

The following steps may be used to create a new database form:

Edit a database and select the "Basic" tab.
Click the "New" link on the "Forms" drop-down menu. You will be brought to the "Add Form" page.
The "Save Form" button is grayed out because the form's fields have not yet been configured. Complete any required fields indicated by a red star, and select the button labeled "Edit Fields". For further information on the fields provided on this page, see Form Properties.
By default a "Database Fields" field set is created. To add a new field set select the "add new field set" link, complete any required fields indicated by a red star, and select the button labeled "Save". Similarly to edit and existing field set, select the edit icon located to the right of the field set's name, make any desired changes and press the button labeled "Save". For further information see Field Set Properties.
To add a field to a field set, check the appropriate box in the "Available Fields" area, and select the move button to the left of the desired field set. Similarly, to remove a field from a field set, check the field's box in the field set area, and press the button labeled remove.
The order of fields and field sets may also be changed by selecting the move up and move down buttons.
Once finished managing fields sets and fields, press the button labeled "Save Form" to apply the changes.

Editing an Existing Form

The following steps may be used to edit an existing database form:

Edit a database and select the "Basic" tab.
Expand the list of forms by clicking the "Forms" drop-down bar.
Select the edit icon to the right of an existing form. You will be brought to the "Edit Form" page.
Complete any required fields indicated by a red star, and select the button labeled "Edit Fields" to manage the fields and field sets. For further information on the fields provided on this page, see Form Properties.
To add a new field set select the "add new field set" link, complete any required fields indicated by a red star, and select the button labeled "Save". Similarly to edit and existing field set, select the edit icon located to the right of the field set's name, make any desired changes and press the button labeled "Save". For further information see Field Set Properties.
To add a field to a field set, check the appropriate box in the "Available Fields" area, and select the move button to the left of the desired field set. Similarly, to remove a field from a field set, check the field's box in the field set area, and press the button labeled remove.
The order of fields and field sets may also be changed by selecting the move up and move down buttons.
Once finished managing field sets and fields, press the button labeled "Save Form" to apply the changes.

Form Properties

This is the set of properties used to define a form. Required fields are marked with a red star.

Language Drop Down

The language drop-down menu only appears if multilingual support has been enabled for the site. It is used in conjunction with the form name, description, form header/footer, and record header/footer fields. Select a language from the drop-down menu and complete the fields. The text entered for the fields will appear in the database tool when the respective community display language has been selected. Select another language and complete the fields if multilingual support is desired.

Note: If the "Form Name" is completed in only one language, the text entered will be displayed for each language the community supports.

Form Name

Provides a descriptive name/title for the form.

Restricted

When enabled, the form will only be accessible to community members who have the edit database permission. For further information, see Database Permissions.

Description

Enter text in this field to provide a description of the form to community members, while adding, updating and viewing records.

Form Header

Enter text to be displayed on the top portion of the form while adding and updating records. Both text-based and HTML-based headers are supported.

Show form header on first page only

Forms containing field sets with page breaks will cause the form to span multiple pages. Select this option to show the form header on the first page only.

Form Footer

Enter text to be displayed on the bottom portion of the form while adding and updating records. Both text-based and HTML-based footers are supported.

Show form footer on last page only

Forms containing field sets with page breaks will cause the form to span multiple pages. Select this option to show the form footer on the last page only.

Record Header

Enter text to be displayed on the top portion of the form while accessing a record's detail view. Both text-based and HTML-based headers are supported.

Record Footer

Enter text to be displayed on the bottom portion of the form while accessing a record's detail view. Both text-based and HTML-based footers are supported.

Deleting a Form

To delete a form, follow the steps below:

Expand the list of forms by clicking the "Forms" drop-down bar.
Click the delete icon.

Selecting a Default Database Form

The default database form is what members of the community will see upon accessing records from areas that do not have a form already defined. Such areas include, views without and associated form, community search results, related content links, and accessing records using GoURLs. To select a default database form, follow the steps below:

Expand the list of forms by clicking the "Forms" drop-down bar.
Select a default form by clicking the respective radio button.
Click the "Save" or "Save and Continue" button to apply the changes.

Preventing Database Form Selection

When more than one database form has been created, adding, editing, and viewing records from areas that do not specify a default form will present a form selection page. GoURLs are an exception. Using any form of GoURL to add, edit, or view a record will not prompt a member to select a form. To prevent a form selection page from appearing while managing records, follow the steps below:

Expand the list of forms by clicking the "Forms" drop-down bar.
Select "Use default form when form is not provided".
Click the "Save" or "Save and Continue" button to apply the changes.

Customizing the Form Selection Page

Adding, editing, and viewing records from areas that do not specify a form will present a form selection page. The form selection page contains a customizable text or HTML-based header and footer. To provide a header and footer on the form selection page, follow the steps below:

Expand the list of forms by clicking the "Forms" drop-down bar.
Select the "Customize" link to display the header, and footer configuration area.
Enter text or HTML as desired and press the "Save" or "Save and Continue" button to apply the changes.

Restricting a Form's Accessibility

By default all members of a community may access each form. In certain scenarios it may be desirable to show a form only to individuals with the edit permission for the database. To restrict a form's availability to only members with the database edit permission, follow the steps below:

Note: If a form is set as "Default", it cannot be "Restricted".

Expand the list of forms by clicking the "Forms" drop-down bar.
Click the "Restricted" check box for the desired form.
Click the "Save" or "Save and Continue" button to apply the changes.

Forms Applied to Views

Views have the capability of utilizing a form to guide member interaction with records. By associating a form to a view, members will automatically be presented with the form while adding, updating and viewing records from the respective view. For further information, see Associating a Form to a View.