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Managing Custom Forms

Workfront enables you to remove custom forms from an object after they have been applied.

In addition, if multiple custom forms have been applied to an object, you can change the order in which the custom forms appear.

Anyone with Contribute permissions to the object can modify the Custom Forms on the object. 

You must be a System Administrator or a user with a Plan license and administrative access to Custom forms in my group to modify Custom Forms. 

For more information about administrative access, see "Administrative Access."

For information about how to apply custom forms to an object, see Applying Custom Forms to Objects.

Changing the Order of Custom Forms

  1. Navigate to the object where you want to change the order of the custom form.
    For example, to manage the custom forms of a project, navigate to the project, then click Edit Project.
  2. In the Custom Forms section, click Manage Forms.
    custom_form_edit_single_object.png
  3. Reorder the forms by dragging a form then dropping it to a new location in the list of forms. 
  4. Click I'm done managing.
  5. Click Save Changes.
    The new form arrangement is saved. 

Removing a Custom Form from an Object

When you remove a custom form from an object, all the information captured in the custom fields of the form is lost and cannot be recovered. 

To remove a custom form from an object: 

  1. Navigate to the object where you want to remove the custom form.
    For example, navigate to a project. 
  2. Click Edit Project. 
    edit_project_link_and_area.png
  3. Click Custom Forms.
  4. Click Manage Forms, then click the X icon to remove a form from the project.  
    manage_forms_on_a_project.png

  5. Click I'm done managing.
  6. Click Save Changes
    The form and the information captured in the custom fields are removed from the project.

Editing Multiple Custom Forms When Bulk Editing Objects

When you are bulk editing objects that have multiple custom forms applied, you can edit the way forms are displayed on those objects, as well as edit common fields among the custom forms.

Only the custom forms that are attached to all objects can be edited in a bulk edit. 

To edit multiple custom forms when editing objects in bulk:

  1. Navigate to a list of objects.
  2. Select several objects in the list, then click Edit.
  3. Click Custom Forms.
    Only the custom forms attached to all the selected objects can be edited. 
    common_custom_forms_in_a_bulk_edit.png
  4. Start editing fields on the custom forms.
    When fields are edited, a visual indicator is shown on the field, showing that the field has been edited. 
    If a field is included on more than one custom form, all values of those fields are updated on each form when you update the field. 
    bulk_customform_fieldedit.png
  5. Click the Make a selection drop-down menu and select additional forms to add to all the selected objects. 
    Consider the following when applying additional forms:

    • Objects can have up to 10 custom forms.

    • You can apply forms only when the form is not already applied to any of the objects that you are editing. A form that is already attached to one of the objects does not appear in the drop-down menu. 

    • After you apply an additional form, any fields that form has in common with other forms are displayed in the Common Fields section, and they can be edited.

  6. (Conditional) If you added custom forms to all the objects, but you have not saved the objects yet, you can change the order in which the custom forms appear on the objects.
    For more information about changing the order of the forms, see "Changing the Order of Custom Forms."
  7. Click Remove Form to remove a custom form from the objects.
    For more information about removing custom forms from objects, see "Removing a Custom Form from an Object."
    Consider the following when removing forms in bulk from several objects:
    • If you have made changes to the form, removing it results in your changes being lost and they cannot be recovered.

    • After you remove a form, any fields from that form that were in the Common Fields section are removed from this section and can no longer be edited here.

  8. Click Restore Form to restore the form to the state it was in before you edited the objects.

  9. (Optional) Click the collapse arrow next to the name of the form to collapse one form at a time.
    expand_collapse_icon.png
    Or
    Click Collapse Forms to collapse all forms at the same time. 

  10. (Optional) Click the expand arrow next to the name of the form to expand one form at a time.
    Or
    Click Expand Forms to expand all forms at the same time. 

  11. Click Save Changes.  

Modifying an Existing Custom Form

You can modify a custom form any time after it has been created. There is no notification system to alert other users using the form of the changes you make on it. For this reason, we recommend reducing the number of times when you edit a custom form because it might be used by other users.

If you remove fields from a custom form, the historical data is removed also from the objects associated with the form. 
For more information about removing fields from a custom form without losing historical data, see "Removing Fields from a Custom Form without Losing Data." 

To modify 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_area.png
  3. Click the name of the custom form that you want to modify.
    For more detailed information about changes you can make, see "Creating Custom Forms."
  4. Make any desired changes, then click Save+Close.

Removing Fields From a Custom Form Without Losing Data

To improve system performance and to make forms easier to use for users, you might want to remove fields from a custom form when the fields are no longer being used. Depending on the method that you use to remove fields from a custom form, you might lose historical data associated with the fields that you are removing.

IMPORTANT Removing fields from a form that has over 500 fields cannot be undone. Remove fields from a custom form that has over 500 fields only if you are certain that you will not want to re-add fields to the custom form in the future. Each time you remove a field, another field cannot be added to the custom form until the custom form has fewer than 500 fields. 

To remove fields from a custom form while maintaining the historical data:

  1. Determine which fields you want to remove from the original custom form. Do not remove any fields from the original custom form at this time.
  2. Create a new custom form, as described in "Creating Custom Forms."
    1. Add the fields to the new form that you want to remove from the original custom form.
    2. Save the new custom form that includes all of the fields that you are going to remove from the original custom form.
  3. Limit access to the custom form to only users with administrative access. 
  4. Apply the new custom form to the object where the original custom form is already applied, as described in "Applying Custom Forms to Objects."
    Applying the new custom form to the object ensures that historical reporting data is not affected.
  5. Modify the original custom form and remove any fields. Remove only the fields that you previously added to the new form (in Step 2).
    For information about how to modify a custom form, see "Modifying an Existing Custom Form."
    The fields that you removed from the original custom form are now available only on the new custom form that you created. Users are able to see the custom form on the object, but users without administrative access are not able to modify the custom form.
This article last updated on 2018-03-30 19:00:33 UTC