Define Properties for a DataGuide Form

After you click New Form from the Forms Manager screen, the first tab that appears in the Properties tab. Here, you define these particulars of the form.

File Properties

The Name and Object fields are required for the form.

Enter a name for the form in the Name field.
Use the Object dropdown to Choose the SObject that is the basis of the form.

Once an object is specified for the form, it can’t be changed, even in later versions. You must create a new form to change the object.
Enter a short description of the form.
Create a form filter that only populates the form if certain criteria is met.
Continue with mapping object.

Object Selection

Use the Object dropdown to select an Object that will be the basis of the form.

You can use the Search field to type in text and the object list will sort to match the text entry.
Choose the desired object.

Once you select an object, it can’t be changed for this form. To change the object, create a new form and select the new object.
Continue with Form Filters to add a filter to the form.

Form Filters

Form filters can be used to determine when the form is visible to the end user. Not creating a filter enables the filter to be visible to all users for the object selected.

You must establish a primary connection between your form and a source object within FieldFX.

Use Cases

This is crucial since it specifies where the form resides and what record data the form it can access.

	Use Case	Description	Example
Form filters are most commonly used in these use cases:	Conditional Field Visibility	You can show or hide fields based on user input.	If a technician is using an Equipment service form and selects "Equipment Failure" as the reason, additional detail fields are shown.
Role-Based Access Control	A form is shown with different fields or sections based on the user’s roles.	Managers can only see pricing information while technicians only see service details on the same form.
Dynamic Form Adjustments	The form layout can be adjusted dynamically based on the form selections.	On a form and if a user selects "Preventative Maintenance" work type, only relevant fields appear for that work type.
Filtering Lookup Values	You can limit the selectable values in lookup fields.	If a use selects a specific asset type on a maintenance form, only the compatible replacement parts appear in the next dropdown.
Required Filter Logic	Depending on previous selections on a form, make certain fields mandatory.	For a technician completing a service form and a customer declines the service, the tech selects "customer decline", make the reason field mandatory.
Region-Specific Forms	Depending on the user’s location, adapt the form specific to their region.	For a technician in a certain region, have the form they use show additional required regulatory compliance fields, but if they are in another region, those fields are hidden.
Auto-Populating Fields	Fields are pre-filled based on selections from previous fields.	If the form user selects a particular customer, other fields are automatically filled in with the customer’s information like account number and contact details.

Use Case

Description

Example

Form filters are most commonly used in these use cases:

Conditional Field Visibility

You can show or hide fields based on user input.

If a technician is using an Equipment service form and selects "Equipment Failure" as the reason, additional detail fields are shown.

Role-Based Access Control

A form is shown with different fields or sections based on the user’s roles.

Managers can only see pricing information while technicians only see service details on the same form.

Dynamic Form Adjustments

The form layout can be adjusted dynamically based on the form selections.

On a form and if a user selects "Preventative Maintenance" work type, only relevant fields appear for that work type.

Filtering Lookup Values

You can limit the selectable values in lookup fields.

If a use selects a specific asset type on a maintenance form, only the compatible replacement parts appear in the next dropdown.

Required Filter Logic

Depending on previous selections on a form, make certain fields mandatory.

For a technician completing a service form and a customer declines the service, the tech selects "customer decline", make the reason field mandatory.

Region-Specific Forms

Depending on the user’s location, adapt the form specific to their region.

For a technician in a certain region, have the form they use show additional required regulatory compliance fields, but if they are in another region, those fields are hidden.

Auto-Populating Fields

Fields are pre-filled based on selections from previous fields.

If the form user selects a particular customer, other fields are automatically filled in with the customer’s information like account number and contact details.

Step-by-Step Guides

Click in the Form Filter field to start adding a filter.
Under the Take Action When heading, choose:
- All Conditions Are Met - Show the form if all the conditions are met
- Any Condition is Met - Show the form if one of the multiple conditions is met
  
  If there is only one condition, this option functions the same as All Conditions Are Met
- Custom Logic is Met - Show the form if the defined custom logic is met
After you define the condition, you can click + Add Condition to add a new condition or click + Add Group if you want to group conditions together.

Define Condition

The definition of the condition is the same for whatever criteria was chosen above.

Click into the first field and choose the object that was chosen in Object Selection.

Only fields for that object appear in the dropdown.
Choose a field for that object from the selection of fields.

The fields shown vary depending on the object chosen and whether the intended user has access to that field.

Some fields may require you to select subfields
Choose an operator for that field.

The operators vary depend on the chosen field.
Enter the variable the condition needs to match.
Click to remove the condition.
Click + Add Condition to add a new condition.

Repeat the steps above.
Click + Add Group to group a new condition in a group.