Creating a Form

Learn how to create a custom form and use the Form Builder.

 
User Permissions Needed: Account Administrator

The Form Builder

The Form Builder is where you can manage and configure forms and their details.

You can access the Form Builder from multiple locations within Kantata OX:

• After creating a Form, the Form Builder opens.
• Go to Projects > Forms > [Form Name]. On the Form page, select Edit Form.
• Go to Settings > Forms. The Forms page opens. Select the [Form Name] to open the Form Builder.
• In a project workspace, select an editable tab. Within the editable tab, select Edit Form to open the Form Builder.

The Form Builder is divided into two sections, with the Details, Fields, and Rules tabs on the left and the Form Builder Canvas on the right:

• The Details tab provides general information about your form. You can edit the Title, Description, and Default Status of your form from this tab. Changes made to the Title and Description appear on the canvas immediately.
• The Fields tab lists all the fields you can add and configure to the form. If you're on the Enterprise or Premier plan, custom fields are also included. 
• The Rules tab allows you to edit or remove rules for the form.
• The Form Builder Canvas is an editable area where you can add, configure, and rearrange fields.

See the Form Builder Keyboard Shortcuts section for details on more Form Builder tools.

How to Create a Form

1. In the left navigation, hover over Settings, then select Forms.
2. Click Add Form.
3. Select the Form Location:
   • Project Form
4. Enter the form Title.
   This title is what appears under the Forms section in the left navigation after publication. If the form is added to a project as a project tab, the form title will also appear as a tab name in the project.
   Note: The form title has a 255 character limit.
5. Select Configure Form. The Form Builder opens.
   - or -
   Select Save & Add Another to save the current form and create any other desired additional forms. Once you have added all of your forms, select Configure Form within the page of your final form. The Form Builder opens.

How to Add or Edit Form Details

In the Details tab, you can edit the Title, Description, and Default Status of the form.

1. Within the Form Builder, go to the Details tab.
   

2. The Details tab includes the following information:

   • Status—Whether the form is published or a draft. Published forms appear in the Forms section in the Project > Forms section in the left navigation.
   • Location—The area within the Kantata OX user interface where the form is displayed.
   • Title
   • Description—A field that appears directly underneath the Form title. You can add an external reference to this description by including a hyperlink.
   • Set as Default—When you set a project form as the default form, the form will open when you click the Add New (“   ”) project button in the left navigation or the Add Project button in the Project List. The form replaces the default Kantata OX form for new projects. This allows you to tailor the project creation process to match your business workflows.
3. Enter or edit information within the fields as desired.
4. Once you finish adding or editing fields, select one of the save options at the top:
   • Save Draft—Saves changes and saves the form as a draft. The form will not appear in the left navigation.
   • Publish—Saves changes and activates the form. The form will appear in the Forms section in the Project > Forms section in the left navigation.

How to Arrange or Remove Fields from the Fields Tab

1. Within Kantata OX, go to the Form Builder.
2. Within the Form Builder Canvas, located on the right side of the page, you can perform the following actions:
   • To move a field, hover over the field then use the move (“   ”) icon that appears to drag the field to another area on the canvas.
   • To remove a field from the form, click on the field in the canvas, then click Delete field in the configuration modal.
   • To add a field to a form, drag a field from the Fields tab and drop it in a highlighted area in the canvas.

3. Once a field is on the form, you can click the field to configure it.

- or -

If you want to save your canvas progress before configuring fields, select one of the save options at the top:

• Save Draft—Saves changes and saves the form as a draft. The form will not appear in the left navigation.
• Publish—Saves changes and activates the form. The form will appear in the Forms section in the Project > Forms section in the left navigation.

How to Configure Fields in the Form Builder Canvas

1. To configure a field after adding it, click on the field in the Form Builder Canvas.
2. You can set the following options:
   • Label—The label that will appear on the page when the form is used.
   • Placeholder—You can use the placeholder to provide a brief description or hint for the field.
   • Default Value—The value that pre-populates in the field when the form is opened. If the field has a commonly used value, enter it as the default value.
   • Tooltip—Use the tooltip to provide detailed guidance on how to complete the field. The tooltip appears as a question mark (“   ”) icon beside the field label. Hovering over the tooltip displays the tooltip text.
   • Required—If checked, the user must enter a value in the field in order to submit the form. Use this setting to ensure people fill out all fields that are essential for your organization's processes.
   • Read Only—If checked, the field will appear on the form but users won't be able to enter or select a value. This setting can be used in combination with a default value: If there’s information that should always be submitted and should not be changed by users, you can add a default value and mark the field as read-only.
   • Hidden—If checked, the field will be hidden on the form. This setting can be used in combination with a default value and the read-only option: If there’s information that should always be submitted and not changed by users, you can hide the field to reduce the number of fields that appear on the form.
   • Add a rule—You can configure a rule for the field to change the display and behavior of other fields based on the values entered or selected in the field.
3. Click the Close (“   ”) icon when you are finished configuring a rule.
4. Once you finish adding and configuring fields, select one of the save options at the top:
   • Save Draft—Saves changes and saves the form as a draft. The form will not appear in the left navigation.
   • Publish—Saves changes and activates the form. The form will appear in the Forms section in the Project > Forms section in the left navigation.

Field Availability

The following table lists all of the fields on the default Create a New Project page and maps them to their respective field in forms. Some fields are available only on the default Create a New Project page and, inversely, some fields are available only in forms.

* Only available when the form is used to create a new project.

How to Configure Field Rules

In the Rules tab, you can add, edit, and delete field rules that change the display and behavior of fields based on the values entered in specific fields. See the Custom Forms: Field Rules article for more information. 

Form Builder Keyboard Shortcuts