Custom Forms

What are they and what are they for?

A Custom Form is your own version of the form a given AdmCloud screen already uses. Instead of always showing the same form to every user, you can create as many variants as you need for the same screen (for example, a simplified form for the sales team and a full one for accounting) and assign each variant to the right User Group.

For every field on the original form you decide whether it's shown or hidden, whether it's read-only, whether it's required, what label the user sees, and what default value is proposed. This applies to both the screen's standard fields and any Custom Fields you've already created on it.

How to use it

1. Create the form from the screen you want to customize. On supported screens (Customers, Vendors, Employees, Items, Invoices, Purchase Orders, Journals, etc.) look for the Customize Form link; clicking it opens the creation of a new Custom Form already linked to that screen. The designer title states which screen the form belongs to (for example New Form - Sales Orders), both when creating it and when editing it.
2. Give it a name. Enter the Form Name and, if you want it to be the one used by default on that screen, check Default.
3. Configure the fields. On the Fields tab, for every field available on the original screen, mark whether it is Visible, Read-only or Required, adjust its label and, if applicable, its default value.
4. Assign it to User Groups. On the User Groups tab, choose which groups this form applies to and, optionally, mark it as that group's default form for this screen.
5. Save. The form is immediately available, both in the Custom Forms list and on the Forms tab of User Groups.
6. Review or edit an existing form. From the Custom Forms list you can open any form already created to review its configuration or edit it, according to your permissions.

Key capabilities

• Applies to more than 60 AdmCloud screens: cards (Customers, Vendors, Employees, Items) and transactions (invoices, purchase and sales orders, journals, inventory adjustments, service requests, and many others).
• For every field you can control whether it's Visible, Read-only, Required, its Label and its Default Value.
• A form can be marked Default at the screen level (only one per screen) and also assigned as the default within one or more User Groups. When a user opens the screen, AdmCloud first looks for their User Group's default form and, if none exists, falls back to the screen's general default form.
• A form can be marked Protected, so only its Owner can edit its structure.
• If you add new Custom Fields to the original screen after creating a Custom Form, AdmCloud picks them up automatically the next time you edit the form.
• On the Purchase Orders, Purchase Requests and Quote Requests screens, the form can also hide the "Item Name" column on the lines grid.

Key fields

Validations when saving

• Form Name is required.
• Form Name must be unique per screen: you cannot reuse the same name on two forms of the same screen.
• The form must have at least one field configured.
• Owner is required.
• If the form is "Protected", only the Owner can save changes to its structure.
• You cannot create two "Default" forms for the same screen.
• Every field on the form must have its internal Name and its Label.

Deleting a custom form

AdmCloud blocks deleting a Custom Form that is still in use: if any Item, Customer or Vendor has it assigned, or a transaction was created with that form, the system shows you the list of those records so you can review them before you're allowed to delete it.

Availability, plan and permissions

• This feature requires the Enterprise plan and, in addition, the "Custom Forms" feature to be enabled on your company. If your plan or your configuration does not include it, the option won't be available.
• Access is controlled by the "Forms" permission on the user group, with separate levels for view, add, edit and delete.
• A custom form cannot enable fields your plan does not include. The list of configurable fields only shows the fields the original screen already shows for your company. Fields that depend on functionality outside your plan (for example, "Production Item" without Manufacturing, "Sales Territory" without that functionality, or the Subsidiary fields when you don't use subsidiaries) are not listed and, even if they were left marked as visible on a form created earlier, they still won't show up on the screen. If you add that functionality later, the fields show up in the list again and you'll be able to configure them.
• The tab for assigning Custom Forms as a User Group's default only appears when this feature is available for your company.
• A form marked as "Protected" can only be viewed and edited by its Owner.

Tips and common pitfalls