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Creating Custom Forms

Custom Forms enable you to include your organization's unique information in Workfront. You can categorize work based on custom attributes and include all of the data needed for tracking. 

You can create a new custom form from scratch, or you can create a new custom form that is based on an existing custom form.

Creating a Custom Form from Scratch

You must have at least a Plan license with administrative access to Custom forms in my group to be able to create custom forms. For more information about allowing users administrative access, see "Administrative Access."

To create a custom form:

  1. Click Setup in the global navigation bar. 
  2. Click Custom Forms.
    Within the custom forms section, you can review all existing custom forms and all custom fields that have been created. In addition to reviewing this information, you can see who created a form and what fields are associated with what forms.
    custom_forms_main_ui.png
  3. Click New Custom Form. You can select which object type you want to associate the custom form with. The object type that you select is the only object type to which the form can be applied. 
  4. The form opens in the Form Settings tab by default. Specify a name and a description for the custom form.
    form_settings_custom_form.png
  5. Click Done.
  6. (Optional) You may click Apply at any point during creating a custom form, to save your changes and keep the form open.
  7. Click the Add a Field tab to add the fields for your custom form.
    You can add up to 500 fields on a single custom form. However, performance degradation can occur when more than 100 fields exist on a form, depending on the complexity of your custom form. Examples of complex forms include forms with cascading parameters, calculated custom data fields, and multiple value options in a given field.
  8. (Conditional) Click Field Library to add an existing field to the custom form. The field library displays all of the existing fields for the organization.
    When you modify an existing field, any changes you make impact the field on all forms. You receive a prompt notifying you of this impact. 
    add_a_field_tab__custom_form.png
  9. (Conditional) Click New Field to create a new field and add it to your form. You can select from seven different field types when creating a field.
    Select from any of these fields:
    Single Line Text Field:  Displays strings of free-form text
    Paragraph Text Field:  Allows you to add a paragraph of free-form text
    Dropdown:  Provides the ability to include a list of drop-down options
    Calculated:  Allows you to define an expression and display the result on the Custom Form
    For more information about calculated custom fields, see "Understanding Calculated Custom Data."
    Date:  Displays a calendar to select a date format - Includes the ability to add a timestamp
    Checkboxes:  Displays a list of checkbox options
    Radio Buttons:  Displays a list of radio button options
    Descriptive Text:  Allows you to link to pages and include instructions outside Workfront
    Section Break:  Allows you to break up the information on the form in separate sections. 
  10. When you add a new field, the Field Settings tab opens by default.
    field_settings_tab___custom_form.png
    Specify the following information for the new field:
    Label: This is the name of the custom field and it is required.
    Instructions: Specify any additional information about the field. The instructions display in a tooltip next to the field, on the custom form. 
    custom_field_tooltip.png
    Format: Specify the format for the data captured in your field.
    NOTE This field cannot be edited after the form is saved. If you intend to use your field in mathematical calculations, ensure that you select a Number of Currency format.
    (Conditional) Size: Select a size for your field. Only text fields have this option. 
    (Conditional) Choices: Select the multiple choices for your field. Only multi-select fields (Checkboxes, Dropdowns, and Radio Buttons) have this option.
    (Conditional) Display Time of the Day: Only the date field has this option. Select if you want to show the time of the day along with the date for a custom field.
    (Conditional) Calculation: Specify the calculation for your field. Only calculated fields have this option. 
    HTML tags, mathematical expressions, and other unique characters are not supported in field names.
    (Conditional) Descriptive Text: Specify the text to display as your field on the custom form. Only the Descriptive Text field has this option.
    (Conditional) Hyperlink: Specify the hyperlink to display as your field on the custom form. Only the Descriptive Text field has this option.
    Make a required field: Select this if you want the field to be required.
    Display field changes in update feeds: Select this if you want the update stream of the objects with this field to capture when changes are made to the field values. This option is not available for Calculated fields. 
  11. (Conditional) To decide which fields should appear on a form, based on what selections users have made on existing fields, you can Add Logic to fields. For more information on how to add logic to custom fields, see "Display Rules on Custom Forms".
  12. (Conditional) To break up the information on your form in sections, you can add a Section Break to the form. You can nest additional custom fields under one section. Specify the Additional settings of your Section Break:
    In order to VIEW this section, people must have permission to ...: Specify what permissions the users must have on the object associated with the form in order to view the section and the fields that it contains when the form is attached to the object.
    Select from the following permissions:
    - View: The user has to have View permissions to the object to be able to view this section.
    - Manage: The user has to have Manage permissions to the object to be able to view this section.
    - Admin only: Only the admin can see this section. 
    In order to EDIT this section, people must have permission to ...: Specify what permissions the users must have on the object associated with the form in order to edit the information in the fields that it contains when the form is attached to the object. 
    Select from the following permissions:
    - Manage: The user has to have Manage permissions to the object to be able to edit this section.
    - Admin only: Only the admin can edit this section. 
    NOTE The access you are setting here is related to the permissions of the user to the object associated with the custom form, and not to the permissions of the user to the custom form itself.
  13. Select the Form Sharing tab to configure user access to the custom form.
    IMPORTANT By default, the form is visible to all users in the system. This means that each user in the system has access to view the custom form only when it is applied to an object the user has access to at least View. By making the custom form visible system-wide, users cannot automatically find the form to attach it to an object, nor can they see it in the Custom Forms area in Setup, if they have access to see that area. They can attach the form to objects where they have access to do so. 
    for_sharing__custom_form.png
  14. (Optional) To restrict visibility to only you and the users in your Home Group, click make private.
  15. (Optional) In the Give custom form access to field, designate specific users, teams, roles, groups, or companies that you want to have access to the custom form.
    In addition to being able to view the custom form on objects, users who you add to this list (either directly or via membership in a team, role, group, or company) are able to:
    - Apply the custom form to objects. Users must have Manage rights on the object. (For information about how to apply a custom form to an object, see "Applying Custom Forms to Objects.")
    - When you grant access to a group, in addition to being able to view and apply the custom form to an object, members of the group also gain access to modify the custom form via the Setup area.
    Begin typing the name of the user, team, role, group, or company, then click the name when it appears in the drop-down list. Repeat this process to grant access to multiple users, teams, roles, groups, or companies.
    Ensure that all users who have access to this custom form also have access to any objects where the form is used.
    By default, the custom form is shared with the user who created the form, and the Home Group of the user who created the form. At least one group must have access to the form. If you remove the Home Group of the creator of the form, and no other groups are given access to the form, the Home Group of the creator of the form is re-added when you save the form.
    form_sharing__custom_form_private_form.png
  16. (Optional) Click Preview to see how the form will look when being used, then click End Preview to return to editing the form.
  17. Click Save+Close to save your changes.
    Or
    To exit the custom form builder without saving changes, click the (x) to close the form builder
    Or
    click Cancel, then click Go Ahead and Close.
    All changes made to the form are lost.
  18. Apply the form to the object that you associated the form with.
    For information about how to apply a Custom Form to an object, see "Applying Custom Forms to Objects." 
    After the custom form is applied to an object, users with permissions to manage the object and edit the custom form can edit the information in the custom fields.

Creating a New Custom Form Based On An Existing Custom Form

  1. Click Setup in the Global Navigation Bar. 
  2. Click Custom Forms.
    Within the custom forms section, you can review all existing custom forms and all custom fields that have been created. In addition to reviewing this information, you can see who created a form and what fields are associated with what forms.
    custom_forms_main_ui.png
  3. Select the custom form that you want to use as the basis for a new custom form.
  4. Click Copy.
    The Custom Form Copy dialog is displayed.
  5. Specify the following information:
    Form Name: Specify a new name for the custom form.
    Form Type: Select which object type that you want to associate the custom form with. The object type that you select is the only object type to which the form can be applied. 
    NOTE You can change the object of the form as you are copying a custom form. This is helpful when you want to create an identical form for two different objects. For example, you can copy an Issue custom form and create a Project custom form which has the same fields and the same logic as the original Issue form. 
  6. Click Copy Form.
  7. Select the form that you just copied, then click Edit.
  8. Make any desired changes to the form, then click Save+Close.
  9. Apply the form to the object type that you associated the form with (as described in Step 5).
    For more information about how to apply a custom form to an object, see "Applying Custom Forms to Objects."