I’ve been looking at Forms, SharePoint, and Flow to potentially provide a solution to a need we have: Show
I need to have multiple forms populate various fields in a SharePoint List record. Is something like this possible? Here’s the scenario: Let’s say I have a SharePoint list with 12 fields. I would like to have the submission of Form #1 trigger the creation of a SharePoint list record. THis first form would have say, 5 fields leaving 7 unpopulated fields in the record. That much is very easy with Flow. I would then I would like a notification to go to another person and present that person with Form #2 which would prompt for 4 fields and populate those in the SharePoint record created from Form #1. This leaves 2 fields left. Then I would like a third person to receive a notice to fill out Form #3 which would populate the remaining 2 fields in original SharePoint List record. Ideally, notifications for Form #2 and Form #3 would go out concurrently, and completed as the user is available. Then, when all three forms are successfully submitted, a final notification goes back to the first user to approve the record. I know this is rather complex, and likely outside the scope of Flow and Forms, but I thought I might give it a shot. Suggestions? (Visited 555 times, 4 visits today)
Applies to: SharePoint online and On-Premises DescriptionEvery SharePoint list has three forms: New, Edit and Display. These are used to create a new item in list, edit an existing item and see the details of an existing item respectively. In NITRO terminology a combination of these three is called a ‘Form’. NITRO allows multiple ‘Forms’ on a list with each having its own set of form features such tabs/sections, columns, validations, permissions, lookup and associated list settings, e-signature etc. That is, on the same underlying list and columns we can have different types of forms as per the business requirement. Within each ‘Form’, we can use a single configuration to define the New, Edit and Display forms. If there are slight variations then column permissions can be used to differentiate the forms. For example, a tab can be hidden from the New form by using the condition ‘ID is Empty’ if rest of the tabs and fields are same for all three. Alternatively, we can create separate configuration for New/Edit/Display forms for the same ‘Form’ if there is significant difference in the form layout or functionality. For New/Edit/Display, we can use the NITRO system designed form that just includes all the visible fields in a simple layout or use the custom design to define the form as required with all the features mentioned above. In this article, we have described different possible scenarios and also sample use cases. Typical Scenarios
Important things to note
Create multiple ‘Forms’To create multiple ‘Forms’, go to Nitro Forms/Portal Forms –> “Manage Forms” button in ribbon –> Click “+New Form” button to create new Form After creating new Form, we can customize the forms (New/Display/Edit) as per the requirement. Different areas to consider the form selection to open an existing item when there are multiple forms1. Portal list viewsIn Portal List view page configurations, we can select the Display form and Edit form page settings in page actions sections. Go to Portal Site –> Portal Settings –> Portal Pages –>List View Page For example we have two Forms G1 and G2. If we create item using G1 Form new form, the item will be always opened with G1 Form display/edit forms irrespective of the configurations in view settings. This view settings will be considered only if the G1 related display/edit forms are not available. Also if the ticket is created in back end and if we are opening it from Portal then also the configured Form will be opened if the similar Form key does not exist in portal forms. 2. Edit button in display form Edit button from item display form will open the default Form that is used for created them. 3. Associated Items We can select the Form from associated item column settings (see screenshot below). Go to Portal Settings –> Portal Forms –> Edit the list forms –> Associated item Settings How to create new item links for different forms in portal (quick links, top links) and back end (quick launch)?In Portal SitePortal Top link creation1. Copy the new Form URL and create links in Menu sections To copy the new Form URL, Go to Portal Settings –> Portal Forms –> click on “Manage Forms” in the ribbon –> click on copy URL as shown below Next, go to Portal Settings –> Common UI Settings –> New Menu Item link –> Select URL type as “Other” and paste the copied URL and save settings Quick Tile configurationCopy the new Form URL, refer instructions in Portal Top link creation section to copy the desired form URL Go to Portal Settings –> Home page settings –> Quick Links –> Click on New Tile under Configure Tiles section –> In Back end siteCopy the new Form URL and Configure the URL in Quick Launch Go to List Settings –> Crow Canyon Nitro Forms –> Select the form under “Select a form to design” –> Forms Settings and copy the URL Next, create new quick launch link Go to Site Settings –> Quick Launch links –> Configure the new link How to make a form as default Form?By default any list come up with one default Form with the name of the list and there is no way to make other Form as default. How to configure such that “Use a specific form to create item from Crow Canyon Custom Actions but the created item should always be opened with default form”?Go to back end site –> List Settings –> Crow Canyon Custom Action settings –> Edit the Custom Action –> Edit the Add Item action and unselect the check box “Use this Form to display/edit item from the site” and save the settings such that irrespective of the Form used to create the item from custom action, it always opens with default Forms. Sample Use Cases1. There are three different departments and each department has its own set of columns in addition to common columns. To make the separation of departments, we can configure multiple forms Use Crow Canyon NITRO Forms and configure different desired Forms. 2. How to provide the validations ability in Crow Canyon Custom Actions? In Custom Actions, it is not possible to make the column as required. If we would like to make the column as required in Custom actions (Update Item actions), we can configure new Form and add the required columns to form and set the column as required in the form. Select the configured Nitro form in Custom Actions update item action. Similarly, we can configure any desired validations in the new Forms and invoke the form from custom action. Go to Custom Actions settings –> Edit Update list Item action–> Select the configured Nitro form with desired validations in the settings. |