How to Choose Which Fields Appear on the Task, Project and Employee Forms in CrmLeaf

Overview

Form Settings lets an Administrator decide which fields show on the Task, Project and Employee forms, and which of those fields are mandatory before the record can be saved. This is different from Custom Fields: Custom Fields adds an entirely new field to a form; Form Settings controls whether an existing field is shown at all, and whether filling it in is optional or required. Use it to trim a long form down to what your team actually fills in, or to make a field mandatory that your process depends on.

How It Works

Each of the three forms is broken into the same sections it renders in. For every field in a section you choose whether it is shown, and if it is shown, whether it is required. A small number of fields are locked and cannot be changed either way — they are always shown and always required, regardless of what you set.

Open Form Settings → Choose the form → Show or hide each field → Mark fields mandatory → Save → Confirm on the live form

• Three forms are configurable: Task, Project and Employee. The Task form's fields are grouped into Task Info and Other Details; the Project form into Project Details and Other Details; the Employee form into Account Details, Identity and Benefits, Bank Details, Nominee Details and Other Details.
• Configuring the Task or Project form needs the same permission that governs that module's own settings screen — manage_task_setting for Task, manage_project_setting for Project — so Form Settings is never an easier route to a change than the module's own settings page. The Employee form has no equivalent settings screen of its own, so the Form Settings permission alone governs it.
• A field can be locked. A locked field is always shown and always required; Form Settings will not let you hide it or make it optional.
• Some fields only appear in Form Settings once you add them. Until an Administrator brings such a field under Form Settings, it renders exactly as it always has, unguarded by this screen.
• Changes apply the next time someone opens the form — there is no retroactive effect on records already saved with a field that has since been hidden or made mandatory.

Who Can Use This Feature?

Administrator

• Choose which fields appear on the Task, Project and Employee forms.
• Mark any unlocked field as mandatory or optional.
• Bring an available-but-not-yet-configured field under Form Settings.

This functionality is available only to Administrators holding the relevant permission — see How It Works for which permission governs each form.

Prerequisites

• The module behind the form (Tasks, Projects or Employees) is enabled for your account.
• You hold manage_task_setting or manage_project_setting to configure those respective forms, or the Form Settings permission for the Employee form.

For Administrators

Step 1: Open Form Settings

Go to: Settings → Form Settings

What to do: Choose the form you want to configure — Task, Project or Employee. Only forms whose module is enabled and whose permission you hold are offered.

What to verify: The form you intend to configure is available in the list.

Step 2: Show or hide fields, and set which are mandatory

What to do: Work through each section of the form. For each field, decide whether it should be shown, and if shown, whether it should be required. Locked fields cannot be changed — leave them as they are. Save your changes.

What to verify: No validation error blocks the save, and the fields you changed no longer show a lock icon or, if they were locked, you left them untouched.

Step 3: Confirm on the live form

What to do: Open the actual Task, Project or Employee form and confirm the fields you hid are gone, the fields you kept are present, and the ones you marked mandatory block saving until they are filled in.

What to verify: A colleague who was not involved in the change can complete the form without confusion.