Schemas

Schemas

How to create and configure schemas to customise the pop-up forms users see when creating or editing records in the Clew Platform

Contents

• 1. Introduction & Context
• 2. Key Features & Functions
• 3. Requirements
• 4. Step-by-Step Guide
  • Creating a Schema
  • Using the Builder
  • Understanding Sections
  • Editing an Existing Schema
• 5. Common Issues & Troubleshooting
  • Frequently Asked Questions
• 6. Related Articles

1. Introduction & Context

Schemas are customisable pop-up forms that control what fields users see and interact with when creating or editing records in any module of the Clew Platform.

The Clew Platform uses dynamic forms for configuration, referred to as schemas. A create schema controls the form users see when adding a new record; an edit schema controls the form when they open an existing record to update it. The two can be configured independently, so each form shows only what is relevant to that action.

Who is it for? System Administrators who configure how modules look and behave for end users.

What does it impact? Schemas affect what users see when they click Add or open a record to edit it. Changes take effect once the schema is saved and synchronised.

2. Key Features & Functions

• Separate create and edit schemas: Each form action is configured independently, allowing different fields to be shown at each stage of the record lifecycle.
• Sections and items: The form is organised into sections (groups of related fields) and items (individual fields within each section). You can add, move, and rename sections to match your workflow.
• Rules: Conditional logic that controls when fields appear or become required. For example, if a field equals a specific value, another field can be hidden or made mandatory.
• Builder view: A visual editor for arranging fields, sections, and rules. Displays all core and custom fields available for the selected module and custom type.
• Sync: After changes to custom fields, schemas must be synchronised to reflect the updates. A Sync button is available on the Schemas admin page.
• Prepared Schema: A read-only sub-panel showing the underlying code the schema generates, useful for reference and troubleshooting.

3. Requirements

• System Administrator access is required to create and edit schemas.
• The module and custom type the schema applies to must already be configured in the system.
• Any changes to a custom field will impact the schema. After updating a custom field, the schema must be synchronised for the changes to appear on the form.
• Title Translations are only applicable if more than one language is enabled on your Clew Platform instance.

4. Step-by-Step Guide

Creating a Schema

1. Go to Admin > Schemas. The page lists any existing schemas.
   

   The Admin Schemas page listing all configured schemas.

2. Click Add to open the new schema form. Complete the following fields, then click Create:

   Field	Description
   Title (required)	The name for this schema. Use a name that makes the module, custom type, and form action clear, for example Risk: Project Risk: Create.
   Title Translations	Only applicable if more than one language is enabled on your Clew Platform instance.
   Module	The module this form applies to (for example Risk or Action). Selecting a module activates the Type field.
   Type	The custom type within the module this schema applies to (for example Risk or Opportunity).
   Form Action	Select Create to configure the form shown when a user adds a new record, or Edit to configure the form shown when a user updates an existing record.

   

   The new schema form. Complete all fields and click Create to continue.

3. After clicking Create, the page reloads showing the Builder section where you configure the form. A Prepared Schema sub-panel also appears below, showing the underlying code the schema generates.

Using the Builder

Click Builder to open the form editor. The builder shows all core and custom fields available for the selected module and custom type. You can also find all fields for a custom type on the relevant Custom Type page in Admin.

The Builder showing sections, fields, and action icons for configuring the form layout.

Two display filter checkboxes appear at the top of the builder:

• Only show enabled sub-item panels: Hides sub-item panels that are not enabled for the current custom type, keeping the builder focused.
• Only show visible nodes: Displays only the fields and sections that are currently visible based on your configured rules, making it easier to review the active form layout.

Each field and section has action icons on the right side:

Expanding a section reveals additional options:

• Add Instruction: Adds a text instruction or guideline that appears at the top of the section on the form, visible to end users.
• Add Section: Creates a new section within the form.
• Transfer node here: Moves a selected field or instruction to this location. Only appears after you have selected one or more fields or instructions using their checkboxes.

Adding rules: Rules control field visibility and requirements based on conditions. Select the Rule option on a section to add a condition and effect. For example, if Create as Simple Risk? equals True, the Category field can be hidden. This keeps the form focused by only showing fields relevant to the user's choices.

Understanding Sections

Every new schema includes pre-existing sections that group core fields by type. Three sections are always present:

Dates

Automatically includes core date and datetime fields such as due dates and review dates.

The Dates section automatically includes core date and datetime fields.

Linked Item

Shows modules connected to the current module. On a create form, these fields allow users to link a new record to existing records in related modules.

The Linked Item section shows related modules available for linking on the create form.

Extra Fields

Displays any custom fields created for the module. From here, you can move them to other sections or configure them further.

The Extra Fields section contains all custom fields created for the module.

Once you have finished configuring the builder, click Save at the bottom of the page. You can also save using the button at the top. Save frequently as unsaved changes are lost if you refresh or leave the page.

Return to the module and click Add. The form will open as a pop-up showing your customised layout. If the schema does not reflect recent changes, go to Admin > Schemas and use the Sync button.

The Add form opening as a pop-up with the schema's customised field layout applied.

Editing an Existing Schema

1. Go to Admin > Schemas.
   

   The Schemas list. Click the hyperlinked title to open and edit a schema.

2. Click the hyperlinked title of the schema you want to update.
3. Make your changes in the Builder following the same steps as when creating a schema. The process for editing an existing schema is identical to configuring a new one.
4. Click Save when done.

5. Common Issues & Troubleshooting

Best practices:

• Save frequently in the builder. Refreshing or navigating away without saving will discard changes.
• After any change to a custom field, always sync the relevant schema to keep the form consistent.
• Use the Only show visible nodes filter when reviewing a complex schema to see only the currently active fields.
• Use clear schema titles that include the module, custom type, and form action so they are easy to identify in the admin list.

Frequently Asked Questions

Can I use the same schema for both creating and editing records?

No. Create and edit schemas are separate. You need to create one for each form action using the Form Action field.

Can I apply one schema to multiple custom types?

No. Each schema is tied to a specific module and custom type. Create a separate schema for each type that needs a different layout.

Why do my changes not appear after saving?

If changes are not appearing after saving the schema, go to Admin > Schemas and click Sync. This is especially important after changes to custom fields.

Where can I find all the fields available for a custom type?

Go to the relevant Custom Type page in Admin. All core fields and custom fields for that type are listed there.

6. Related Articles

• Workflows & Automations
• Schemas & Forms