Our use of cookies

We use cookies to tailor your experience, gather analytics, and provide you with live assitance. By clicking "Accept" or continuing to browse our site you agree to the use of cookies. For more details please read our Cookie Policy.

Form Configuration Editor: Lightweight and Built-in SharePoint List Form editor

SharePoint Lists provides an easy and robust way of storing and manipulating data in SharePoint.  When you set up a new custom list, you also get OOTB data entry forms to perform CRUD (Create, Read, Update, Delete) operations easily. However, most of the time we will need to customize those OOTB forms in order to make them more user-friendly for business users or implement some business rules to control the User interface. Previously, The only way to customize List forms was by using Power Apps but now Microsoft has introduced a new built-in form editor to do some quick customizations without using Power Apps or any other external tool.  Today we will look at essentially what we can or can’t do by form editor feature and we will be using an Issue Tracker List scenario.

Use Case Scenario

Create an Issue Tracker List which allows users to lodge new issues with some extra features including

  • Hide the fields which are not required on the New Form.
  • Group fields into different sections to simplify data entry.
  • Show additional fields on the edit form to be filled by the assigned person.

AxioWorks SQList continuously export SharePoint lists and libraries as normalised SQL Server tables, making live SharePoint data available to reporting tools like Power BICrystal Reports, or SSRS.

Hide Fields using Conditional Formula

Let’s start off by creating a new List using the “Issue Tracker” template. Now we have a list with some predefined fields and OOTB forms.

Add a new multi-line text field called “Cause” for Assigned User to enter the issue root cause.

Now click on New Item. Once the form is open, you will see the settings dropdown at the top right corner of the form.

We have two options available, Edit Forms and Configure Layout

Edit Columns

This feature allows you to show/hide columns, move the field placement on the form and define conditions to control the field display mode. Now, there are certain fields that we don’t want to show up when a new issue is added by the user. Let’s Hide The AssignedTo, Status, and Cause fields when the user is adding a new Item using the formula below.

=if([$IssueSource] == ”, ‘false’, ‘true’)

Click Save. You will see those fields will be hidden from the form.

Group fields into different sections using Change Layout

In order to group the fields into different sections, we need to change the layout of form.

In the Format pane, you can choose to apply formatting to the following form sections:

  • Header
  • Body
  • Footer

We can define our custom layouts using the Json format which is similar to Custom List View formatting. For our scenario, lets add the custom JSON below.

{
"elmType": "div",
"attributes": {
"class": "ms-borderColor-neutralTertiary"
},
"style": {
"width": "99%",
"border-top-width": "0px",
"border-bottom-width": "1px",
"border-left-width": "0px",
"border-right-width": "0px",
"border-style": "solid",
"margin-bottom": "16px"
},
"children": [
{
"elmType": "div",
"style": {
"display": "flex",
"box-sizing": "border-box",
"align-items": "center"
},
"children": [
{
"elmType": "div",
"attributes": {
"iconName": "Bug",
"class": "ms-fontSize-42 ms-fontWeight-regular ms-fontColor-themePrimary",
"title": "Details"
},
"style": {
"flex": "none",
"padding": "0px",
"padding-left": "0px",
"height": "36px"
}
}
]
},
{
"elmType": "div",
"attributes": {
"class": "ms-fontColor-neutralSecondary ms-fontWeight-bold ms-fontSize-24"
},
"style": {
"box-sizing": "border-box",
"width": "100%",
"text-align": "left",
"padding": "21px 12px",
"overflow": "hidden"
},
"children": [
{
"elmType": "div",
"txtContent": "Issue  Tracking Form"
},
{
"elmType": "div",
"txtContent": "Issue will be assigned to th erelevant person based o the Issue Source. "
}
]
}
]
}

Now click on preview and you should see the updated Header.

To change the layout of the fields, Select Body and add the JSON below.

{
"sections": [
{
"displayname": "Issue Details",
"fields": [
"Title",
"Description",
"Priority",
"DateReported",
"IssueSource"
]
},
{
"displayname": "Upload relevant Files",
"fields": [
"Images",
"Attachments"
]
},
{
"displayname": "Investigation Ouctome",
"fields": [
"Status",
"AssignedTo",
"Cause"
]
}
]
}

Now your form should look like this.

Show additional fields on the edit form to be filled by the assigned person.

Create a new item in the issue tracker.

You will notice that some fields are not showing up in the Investigation Outcome section, that’s because we have made them hidden for a new form.

When you click on Edit, you will see the additional fields will appear on the form as well.

Now, we can set up a simple flow to assign the issue to the relevant person based on the IssueSource, and then the Assignee can add the details about the cause of the issue and change status once it’s fixed.

AxioWorks SQList continuously export SharePoint lists and libraries as normalised SQL Server tables, making live SharePoint data available to reporting tools like Power BICrystal Reports, or SSRS.

Conclusion

List forms provide a great platform to get started but soon you will get some additional requirements from the business users to make the forms more user-friendly be removing unnecessary fields or changing the layout to make it easier for users to fill in the data. For complex forms, we will need a more sophisticated tool that provides more control over the UI and additional logic building features like PowerApps but this Edit Form feature is a super-easy way of editing SharePoint Forms including changing layouts and controlling which fields to show or hide based on conditions.

 

 

Latest articles

Mover : Only Migration tool you will ever need to move your cloud content to SharePoint

11 Jun 2021

One of the biggest conundrum of any organization planning to move to SharePoint is how to move all their documents stored in various different […]
[read article]

New version of AxioWorks SQList released (7.0.0.0)

04 Jun 2021

A new version of AxioWorks SQList is out today! We have been soooo busy for the past few months, but here we are with a brand new release of […]
[read article]

AxioWorks Newsletter June 2021: May has been a month of new releases

01 Jun 2021

Hello Reader, Welcome to another exciting issue of our monthly Newsletter! Each month, we try our best to bring to you content that is relevant and […]
[read article]

Form Configuration Editor: Lightweight and Built-in SharePoint List Form editor

16 May 2021

SharePoint Lists provides an easy and robust way of storing and manipulating data in SharePoint.  When you set up a new custom list, you also get OOTB […]
[read article]

AxioWorks Newsletter May 2021: April flew by faster than SpaceX

01 May 2021

Hello Reader, Welcome to another issue of our monthly Newsletter! Thank you for the great feedback on the past newsletters, our team has been working […]
[read article]

Bring Clarity to your SharePoint with MS Clarity

26 Apr 2021

Introduction There has been an exponential growth in SharePoint usage over the past few decades due to its vast set of capabilities to fulfill the […]
[read article]

AxioWorks Newsletter April 2021: A busy month!

01 Apr 2021

Welcome to our second Newsletter! Did you enjoy the first one? Or maybe you didn’t? Either way, do give us some feedback using the links at the […]
[read article]

MS Lists has finally landed in MS Teams

29 Mar 2021

During this Pandemic era, working remotely has significantly increased throughout the world and so is the usage of tools to facilitate collaboration […]
[read article]

AxioWorks Newsletter March 2021: Our first!

01 Mar 2021

We have just sent out our first newsletter and, being it our first one, we thought we dedicate a post to it. All future ones will go out just by […]
[read article]

7 Reasons why SQL Server tables are a better option for reporting then SharePoint Lists

28 Feb 2021

SharePoint Lists plays a pivotal role in any SharePoint development primarily because it is the preferred source of data storage in SharePoint. All […]
[read article]

Get SharePoint and SQL news to your inbox

Stay up-to-date with industry news and trends, SQL and SharePoint innovations and all the latest from AxioWorks by subscribing to our monthly newsletter.

Subscribe to the AxioWorks newsletter

*