Customizing Self Service forms

This section provides information about how to customize the BMC Remedyforce Self Service forms.

What can be customized

BMC Remedyforce allows you to customize the BMC Remedyforce Self Service forms:

• Incident form by using Incident object (Self Service: Service Request field set)
• Service Request form by using Request Detail object (Service Request Left Panel and Service Request Right Panel field sets)

Each form is composed of one or many fields. The location of the field on the UI depends upon the field set to which the field is added. A field set is a group of fields that is used to store related information. For example, a field set that provides details of an incident can contain fields such as Description, Category, and Opened Date. An administrator can add or remove fields from a field set. After you add a field to a field set, it is displayed on the UI.

You can customize forms by adding or removing fields from the field sets that are available for the object form. When you add fields from a field set, these fields appear on the custom form in the order in which these fields appear in the field sets. You can create custom fields for the object and add these custom fields to the form from the field sets. When you create a custom field, it is available for each of the field sets that are to be added on the custom form.

The following steps provide an overview of how to customize the Ticket or Service Request form in Self Service:

1. Create any custom fields that you need.
2. From the out-of-the-box field sets, add, remove, and reorder the fields that you want to add to the custom form.
3. In the Remedyforce Administration tab, assign the custom version of the forms to the required profiles.

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Understanding field sets

This section provides information about the field sets of the object forms that can be customized for Self Service. The available fields and the fields that are displayed on the existing forms are also listed.

Self Service: Service Request field sets

To customize the Ticket form in Self Service, BMC Remedyforce provides out-of-the-box field sets with commonly used out-of-the-box fields. By default, some fields of these field sets are displayed on the Ticket custom form. You can add more fields to the custom form or remove existing fields from the custom form. For more information about customizing field sets, see To customize field sets .

The Incident object contains the following out-of-the-box field sets for the Incident custom form of Self Service:

• Self Service: Service Request Left Panel
• Self Service: Service Request Right Panel

For each out-of-the-box field set of the Incident form of Self Service, the following table lists the available fields and the fields that are displayed on the Incident custom form by default.

Field sets of the Incident form of Self Service 

The Description field is mandatory on the Self Service > What Do You Need Help With form. If you choose to remove the field from the In the Field Set list, the field becomes optional.

If you create custom fields for the Incident form of Self Service, these custom fields are added to the Available for the Field Set list of all field sets of the Incident object. For more information about creating custom fields, see .

Request Details field set

BMC Remedyforce provides the following out-of-the-box field sets for the Request Detail object for customizing Service Request form:

• Service Request Left Panel--Use this field set to add fields in the left panel of a service request.
• Service Request Right Panel--Use this field set to add fields in the right panel of a service request.

By default, these field sets do not have any fields assigned to them. You can customize the Service Request form by adding custom fields to these field sets. When you add custom fields to the field sets, the custom fields appear on the Service Request form in the order in which these fields appear in the field sets. When you create a custom field, it is available on each of the field sets that are to be added on the custom form. For more information about customizing field sets, see To customize field sets.

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Best practices for customizing forms

BMC recommends that you implement the following best practices when you customize forms:

The configuration of your org has changed, please reload the page. 
Missing dependent object: Field: <deleted custom field name>

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To customize field sets

By default, fields are made available in the fields sets that you can include in your form. However, to create a custom field to use in a custom form, see Salesforce Help. These custom fields are added to all field sets of the object.

1. Navigate to Setup > Create > Objects.
2. In the Label column, click the required object name.
3. In the Field Sets section, in the Action column for the field set that contains the fields that you want to add to the custom form, click Edit.
   For more information, see Understanding field sets.
   All the fields are categorized based on the related fields.
4. (Optional) If the field that you want to add to your custom form is not available in the Available for the Field Set list, select the required related field in the Incident list and drag-and-drop the field in the Available for the Field Set list.
5. From the object palette, drag-and-drop the field to the In the Field Set list.
   The custom form displays all fields that are added to the In the Field Set list. The order in which fields appear in the custom form depends on the order in which the fields are arranged in the object palette. You can rearrange the fields in the Field Set list by dragging and dropping.
6. (Optional) To remove the selected fields from appearing in the custom form, click the x button that appears on the field name.
   After creating a record of the custom object, if you remove a field from the field set, the value of the field is not deleted from the record. When you add the field to the field set again, the field retains the earlier value and you do not have to enter a new value for the field.

7. Click Save.
   The customized form appears when you open an existing object record or create a new record. If you have opened an existing record, refresh your browser to view the fields that you have added and removed during customization. The customized form is also available if you log on to BMC Remedyforce later.

   Note

   If you want to switch to the standard form, you must make the required changes in the Form Assignment tab of Application Settings, then refresh your browser or log on to BMC Remedyforce again.

8. Repeat step 3 through step 7 for each field set that contains the fields that you want to add to the custom form.
   If you add a field from multiple field sets, the field appears in multiple locations on the custom form.

   Note

   If you are customizing the object form for the first time, you must assign the custom version of the form to the required profiles. For more information, see Assigning custom forms to a profile. If you want that the field that you have added must be available on the form in the read-only format, see To enable Read-only permission for a field added to a form for the required profiles.

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To enable Read-only permission for a field added to a form for the required profiles

If you have added a field to an object form and you want that no user can make any change to the field, you can make the field read-only for the users of the required profiles.

1. Navigate to Setup > Manage Users > Profiles.
   A list of all profiles in your Salesforce organization is displayed.
2. In the Profile Name column, click the required profile.
3. In the Field-Level Security section, select the object that you want to modify and click View.
4. Click Edit.
5. Select the Read-Only check box for the required field.
6. Click Save.
7. Repeat step 2 through step 6 for each profile.

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To enable permissions for a custom object for the required profiles

If you have added a custom object and you want to configure permissions, you can provide different level of access for the users of the required profiles.

1. Navigate to Setup > Manage Users > Profiles.
   A list of all profiles in your Salesforce organization is displayed.
2. For the required profile, in the Profile Name column, click Edit.
3. In the Custom Object Permissions section, select the required access rights for the custom object that you have created.
4. Click Save.
5. Repeat step 2 through step 4 for each profile.

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To create custom lookup fields for custom objects

You can create custom lookup fields that you can use on the custom form of an object.

1. Navigate to Setup > Create > Objects.
2. In the Label column, click the required object name for which you want to create the lookup field.
3. In the Custom Fields & Relationships section, click New.
4. Select the Lookup Relationship option button, and click Next.
5. From the Related To list, select the other object to which this object is related, and click Next.
6. In the Field Label and Field Name fields, type the label and name of the field.
7. Click Next.
8. (Optional) If you are creating the lookup field to be added in the Self Service: Service Request form, select Read-Only or Visible field-level security for the Remedyforce Client profile and other profiles whose users access Self Service.
   This step is required to make the custom lookup field visible in Self Service.
9. Click Next.
10. Select the page layouts that should include this field.
    You can accept the default selection.

11. Click Save.

    Note

    If you are creating a lookup field to add it to the Self Service: Service Request form and you find that the lookup field is not appearing in the form in Self Service, see To enable the lookup fields on the Self Service: Service Request custom form.

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To enable the lookup fields on the Self Service: Service Request custom form

If you have added a lookup field to the Self Service: Service Request form and the field is not visible on the form, you must make the field available in Self Service.

1. Navigate to Setup > Create > Objects.
2. In the Label column, click Incident.
3. In the Custom Fields & Relationships section, click the required custom lookup field.
4. In the Custom Field Definition Detail section, click Set-Field Level Security.
5. Depending on your requirements, select Read-Only or Visible field-level security for the Remedyforce Client profile and other profiles whose users access Self Service.
   For the Column Header field set, in the Set-Field Level Security ensure that you select the Visible field-level security for the Remedyforce Client profile.
6. Click Save.

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To configure object-level permission for a lookup field

If you have added a lookup field on an object to the Self Service: Service Request custom form in a field set, however, the lookup field is not visible on the custom form, you must ensure that the object-level permission is enabled for the lookup field.

1. Navigate to Setup > Create > Objects.
2. In the Action column, click Edit beside the object name on which you have created the lookup field.
3. In the Optional Features section, click the Available for Customer Portal check box.
4. Click Save.

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