Customizing forms for groups

Track-It! allows you to create customized forms to suit the business requirements for groups in your organization. You can create customized forms for Ticket, Assignment, Solution, Asset, Change Request, Master Item, Purchase Order, and Purchase Item modules.

Form customization helps you change the look and feel of the form by allowing you to add or remove various form objects and set their properties.

For example, form requirements of a group working on HR issues might be different from the group working on IT issues. You can customize forms to cater to their distinct needs.

This topic contains the following information:

• • Video
  • Key features
  • Key considerations
  • Before you begin
  • Creating a custom form
    • Aligning, resizing, or deleting the form objects
    • Customizing the Details section
      • To customize the Details section
  • Form controls
  • Form toolbar
  • Assigning a default form to a group
  • Editing or deleting a custom form

Video

The following video (15:28) provides information about form customization in Track-It!:

https://youtu.be/_b2rYryZGPM?list=PLibAMtD70sYGYdao7TNnEiuvoHy_z8t4V

Key features

• On the Primary Application Forms page, you can see out-of-the-box system forms for the Ticket, Assignment, Solution, Asset, Change Request, Master Item, Purchase Order, Purchase Item, and Software Licenses modules. You can sort the System column to differentiate between the system forms and custom forms. The System column shows a tick mark for the system forms.
• You cannot modify the system forms. However, you can copy the system forms and create a custom form from it.
• To create a custom form, you must select a form from the existing forms available for a module, based on which the new form is copied. A customizable version of the new form opens in a new browser tab. The new form is displayed with Form Toolbar at the top and the Form Controls pane at the right side of the window.
• The Form Controls pane shows the Form Properties when the Customization window is launched. The Form Height and Form Width are read-only properties and you cannot edit it. It is automatically calculated based on the fields present on the form. However, the hidden fields are not considered while calculating the height and width of the form. You can edit other properties such as Form title and so on.
• When you click a customizable object, a red border with green handles appears and you can move or resize the object. Also, you can view the object properties in the Form Controls and modify the object to meet your specific requirements. If multiple objects are present within the same frame, you can access properties of one object only.
• You can edit the object properties such as Label, Required, Field style, Visibility, Filter, and so on. 
• You can add or remove fields, buttons, controls, and menus to the form and edit them.
• Track-It! provides additional date fields, integer fields, and text fields that you can use for database customization.
• A Static Text option is available under the Controls section in the Form Controls for adding static text to the form.
• A control can be precisely positioned by using X Pos and Y Pos properties in the Form Controls. Position and size attributes are measured in pixels.
• You can resize the objects using any of the following methods:
  • Use options on the Form toolbar.
  • Use the Height and Width properties in the Form Controls.
  • Drag the edges of the object and adjust the size.
• Currently two Actions—Open Link and Open Form are available for the Customized Tool Button. You can either associate a custom button with a web URL or you can associate it with a form. Currently you can only link the Requestor and Category forms to the Customized Tool Button.
• The Customized Tool Button also allows you to change the image that is displayed on the button. This option is available only for the Customized Tool Button.
• You can add the Save as Template button that allows you to use the fields that are populated on the current form and create a template.
• If you want to use any custom lookup fields for Ticket or Assignment forms, you must add values for the field. For more information, see Configuring-values-for-a-Help-Desk-lookup-field.

Key considerations

• The right side pane containing fields, buttons, controls, menus, and properties is referred as the Form Controls in the documentation.
• The word object in the form is used to refer to fields, buttons, controls, and menus for documentation purpose.
• The options available under the Fields and Buttons vary based on which form you select for customization. Options that already exist on the default forms appear dimmed in the Form Controls.
• If a required field is changed to a read-only field, you cannot enter data or save the form.
• To save an edited property, you must press the Enter key after editing a property setting.
• The custom forms remain the same after upgrading from any previous version of Track-It! even if there are added module fields and/or linkages to other module(s).

Before you begin

Ensure that you have enabled popups for your browser, because the Form Customization window always opens in a new browser tab.

Creating a custom form

Perform the following steps to create a custom form:

1. On the header bar, expand the hamburger menu  and select Configuration.
2. Click Form Definitions and from the Form Customization menu, select Primary Application Forms.
3. On the Primary Application Forms page, click New.
4. In the New Form dialog box, in the Module list, select one of the following modules—Ticket, Assignment, Solution, Asset, Change Request, Master Item, Purchase Order, and Purchase Item.
5. In the Copy Form list, select an appropriate form.
6. In Form Title field, enter a unique name for the custom form.

7. Click Save.
   The Form Customization window is displayed in a new browser tab, as shown in the image:

   

8. In the Form Customization window, perform one or more of the following tasks based on your requirements:
   For information about the available objects, see Form controls.

   Task	Procedure
   To move an object on form	Click the object you want to move. Drag it to the preferred position on the form.
   To customize an object on form	Click the object that you want to customize (field, button, control, or menu). Properties for that object are displayed in the Form Controls. Edit the default property settings as required. Press Enter. Note You can press Enter or Tab after modifying form properties before you save the customization.
   To add a new object to the form	Click an object in the Form Controls and drop it to the preferred position on the form design surface.
   To create a Customized Tool Button	In the Form Controls, click the Buttons tab. Click the Customized Tool Button button and drag it to the preferred position on the form. In the Form Controls, in the Action property, select an appropriate option. Perform the following tasks depending on the Action selected: For the Open Link action, in the URL property, type the hyperlink. For the Open Form action, in the Form property, select an appropriate form (Requestor or Category). Press Enter.
   To add Save as Template button	In the Form Controls, click the Buttons tab. Click the Save as template button and drag it to the preferred position on the form. Press Enter.

9. Click Save.

Aligning, resizing, or deleting the form objects

When you change the properties of fields, it might change the width and height of the fields. You might have to align the fields and set their sizes to be consistent with other elements on the form. To use the align and size options on the Form toolbar, select multiple objects. Objects are aligned with or resized to the first object that you select. For more information, see Form controls.

Customizing the Details section

Consider the following points while customizing the Details section:

Form controls

The following table provides a brief description about the form objects, such as fields, buttons, controls, and menus. You can edit each object's properties in the Form controls and customize it according to your requirements.

Form toolbar

The Form toolbar allows you to align, resize, and delete the objects.

Assigning a default form to a group

1. On the header bar, expand the hamburger menu , and select Configuration.
2. Select Form Definitions > Form Customization > Assign Forms to Groups.
3. On the Assign Forms to Groups page, in the Group list, select a group for which you want to assign the form.
4. From the Forms lists, select a form for each of the required modules.
5. Click Save.

Editing or deleting a custom form

1. Open a custom form from the Primary Application Forms page (expand the hamburger menu , select Form Definitions > Form Customization > Primary Application Forms).

2. Perform one of the following actions:

   Task	Procedure
   To edit a custom form	Click Edit. Edit the required fields. Click Save.
   To delete a custom form	Click Delete . In the Delete Record dialog box, click Yes. Note You cannot delete the default system forms. You can only delete the custom forms.