Custom Forms

Custom Forms

How to create and manage custom forms to give users additional edit views on records and tailored column sets in Datagrid

Contents

• 1. Introduction & Context
• 2. Key Features & Functions
• 3. Requirements
• 4. Step-by-Step Guide
  • Creating a Custom Form
  • Configuring Restrictions
  • Editing and Deleting Custom Forms
• 5. Common Issues & Troubleshooting
• 6. Related Articles

1. Introduction & Context

Custom Forms are additional edit forms for records in a Clew Platform module, and they can also be surfaced as column sets in Datagrid, giving different users a focused, tailored view of the fields they need.

There are two main use cases. In Datagrid, a custom form creates a named column set that users can switch to, making it easy to work with a specific group of fields without configuring columns manually. In record view, a custom form can restrict which edit fields are shown to specific users, based on their role, team, or whether they are named in a field such as Owner.

Who is it for? System Administrators who configure custom forms. End users access the forms via the record view or the Datagrid columns selector.

What does it impact? Custom forms control which fields are visible and editable for specific users on a record, and which column sets are available in Datagrid.

2. Key Features & Functions

• Datagrid column sets: When Show on Datagrid is enabled, the custom form appears as a named column set in the Datagrid columns selector. Users can switch to it to see only the fields in that form.
• Restricted record edit view: Custom forms can be restricted by field, role, or team so that only the relevant users see the link to the form. For example, only users set as the Owner of a record can see a form that shows owner-specific fields.
• Custom Type scoping: Restrict a form to a specific custom type within a module so it only appears where relevant.
• Required fields: Mark specific fields as mandatory within the custom form, independently of the main record schema.
• Field ordering: The order fields are added to the form controls how they appear to the user, top to bottom in form view and left to right in Datagrid columns.

3. Requirements

• System Administrator access is required to create and manage custom forms via Admin.
• Custom forms are available across all Clew Platform modules.
• End users must have update permission on a record to see the link to a custom form in record view.
• If a module's table header appears pink on the Admin Custom Forms page, the module is disabled and custom forms cannot be added to it.

4. Step-by-Step Guide

Creating a Custom Form

1. Go to Admin > Custom Forms. The page lists existing custom forms grouped by module. Scroll to the module you want to create a form for and click Add.
2. The form page loads. Complete the following fields and click Savewhen finished:

   Field	Description
   Title (required)	The name of the custom form. This is displayed in Admin and is what end users see when accessing the form via record view or Datagrid columns.
   Description	An internal description of the form's purpose. Only visible in Admin and useful as a reference for other administrators.
   Form Fields (required)	The fields to display in the form. The order you add them here determines how they appear to users: top to bottom in form view, and left to right in Datagrid columns.
   Required Form Fields	Fields that must be completed before the user can save. Order is not relevant here.
   Show on Datagrid	Set to Yes to make this form available as a column set under Columns in Datagrid.
   Icon	An icon displayed alongside the form title when users see the link in record view.

Configuring Restrictions

The Restrictions section of the form controls who can see the custom form link. All restriction fields are optional.

The Restrictions section of the custom form configuration page.

Editing and Deleting Custom Forms

Go to Admin > Custom Forms. On the row for the form you want to update:

• Click the pencil icon to open and edit the form.
• Click the bin icon to delete the form. This action is irreversible.

Use the pencil icon to edit a form and the bin icon to delete it.

5. Common Issues & Troubleshooting

Best practices:

• Always add a description to your custom form. It is only visible in Admin but helps other administrators understand the purpose of the form at a glance.
• Pay attention to field order when configuring Form Fields. The order is the display order for both the form view and the Datagrid column set.
• Use Custom Types restrictions when a module has multiple types to avoid the form appearing where it is not relevant.
• Deletions are irreversible. If a form may be needed again in future, consider leaving it in place without restrictions rather than deleting it.

6. Related Articles

• Workflows & Automations
• Schemas & Forms