Custom Forms & Custom Fields¶

Module: Custom Forms Management | Audience: Admin, Owner

Table of Contents¶

Overview
Supported Entities
Navigating to Custom Forms Management
List Masters
Creating a List Master
Adding Options to a List Master
Editing and Deleting
Building a Custom Form
Step 1 — Select an Entity
Step 2 — Create a Custom Section
Step 3 — Add Custom Fields
Step 4 — Reorder Sections and Fields
Deleting Sections and Fields
Field Types Reference
System Field Visibility
How Custom Fields Appear to End Users
Permissions

Overview¶

Custom Forms let administrators extend the built-in forms of core AMS entities with additional fields — without any code changes. Once configured, the custom fields appear automatically on the create and edit screens of the relevant entity for all users.

Use custom forms to capture organisation-specific data that the standard AMS fields do not cover — for example, an asset's insurance policy number, a disposal reason code, or a location's floor plan reference.

The feature has two layers:

Layer	What it does
Custom Sections & Fields	Named groupings of custom input fields added to an entity's form
System Field Visibility	Show, hide, or mark built-in AMS fields as mandatory per entity

Supported Entities¶

Custom fields can be added to the following entities:

Entity	Where the custom fields appear
Asset	Asset create / edit form
Asset Transfer	Transfer request create / edit form
Asset Disposal	Disposal request create / edit form
Asset Category	Asset category create / edit form
Location	Location create / edit form
Audit	Audit request create / edit form

Navigating to Custom Forms Management¶

Path: Sidebar → Custom Forms Management | URL: /custom-forms

The sidebar group contains two pages:

Page	URL	Purpose
Custom Forms	`/custom-forms/entity-forms`	Build and manage custom sections and fields per entity; configure system field visibility
List Masters	`/custom-forms/list-masters`	Create and manage reusable option lists for choice-type fields

Important: Both pages require the view_custom_form_scr permission. If you do not see "Custom Forms Management" in the sidebar, contact your system administrator.

List Masters¶

A List Master is a reusable named list of options (e.g. "Condition Grades", "Department Codes") that can be shared across multiple choice fields on any entity. Create your lists here before building fields that reference them.

Creating a List Master¶

Path: Sidebar → Custom Forms Management → List Masters | URL: /custom-forms/list-masters

Click + Create and fill in:

Field	Required	Description
Name	Yes	Unique name for the list (e.g. "Asset Grade")
Description	No	Optional notes about the list's purpose

Click Save. The list appears in the table with zero options.

Adding Options to a List Master¶

Path: List Masters → click a list row → Options | URL: /custom-forms/list-masters/:id/options

Click + Add Option and enter:

Field	Required	Description
Label	Yes	The option text displayed to users (e.g. "Grade A")

Repeat for each option. Options are ordered and can be reordered by drag-and-drop.

Tip: Keep option labels concise. They are shown as dropdown choices or radio/checkbox labels on the end-user form.

Editing and Deleting¶

Edit a list master or option by clicking its edit (pencil) icon.
Delete a list master only if no custom field currently references it. Deleting a list master that is in use is blocked to preserve data integrity.
Delete an individual option from the options table using the delete icon on that row.

Building a Custom Form¶

All custom form configuration is done from the Custom Forms page.

Step 1 — Select an Entity¶

Path: Sidebar → Custom Forms Management → Custom Forms | URL: /custom-forms/entity-forms

The page shows a Forms Overview table listing all supported entities with their current section and field counts. Click a row to open the form builder for that entity.

Step 2 — Create a Custom Section¶

A Custom Section is a named grouping of fields that appears as a collapsible panel on the entity's form. Every custom field must belong to a section.

In the Custom Fields panel, click + Add Section and enter:

Field	Required	Description
Name	Yes	Section heading shown on the form (max 128 characters)

Click Save. The section appears in the Custom Fields table. Add as many sections as needed — for example, "Financial Details" and "Compliance Information".

Tip: Group related fields into the same section to keep the end-user form readable.

Step 3 — Add Custom Fields¶

Inside a section, click + Add Field. A dialog opens with the following settings:

Basic Settings¶

Field	Required	Description
Label	Yes	Field label shown to the user (max 255 characters)
Field Type	Yes	Input type — see Field Types Reference
Hint Text	No	Helper text displayed below the field (max 500 characters)
Default Value	No	Pre-filled value when the form opens
Mandatory	No	If on, the field must be filled before the form can be submitted
Hidden	No	If on, the field is saved but not shown on the form
Order	Auto	Controls the display order within the section

Settings for Choice Fields¶

Fields of type Choices or Multiple Choices require two additional settings:

Field	Required	Description
List Master	Yes	The option list to use — must be created in List Masters first
Render Type	Yes	How the options are displayed — see the table below

Render Type	Field Type	Description
Single Select Dropdown	Choices	A searchable dropdown; user picks one option
Radio Button	Choices	Inline radio buttons; user picks one option
Multi Select Dropdown	Multiple Choices	A searchable dropdown; user picks multiple options
Checkboxes	Multiple Choices	Inline checkboxes; user picks multiple options

Validation Rules¶

Certain field types support additional validation constraints set when defining the field:

Field Type	Available Validation Rules
Textbox	Minimum length, maximum length, regex pattern
Multiline Text	Minimum length, maximum length
Numeric (Integer)	Minimum value, maximum value
Decimal	Minimum value, maximum value, decimal places
Date	Minimum date, maximum date, disallow past dates, disallow future dates
Email	Standard email format — always enforced automatically
Choices / Multiple Choices	Minimum selections, maximum selections

Click Save to add the field to the section.

Step 4 — Reorder Sections and Fields¶

Reorder Sections: Click Reorder Sections (enabled when two or more sections exist). Drag sections into the desired order and save.
Reorder Fields: Click Reorder Fields within a section (enabled when two or more fields exist). Drag fields into the desired order and save.

The order set here is the order fields appear on the end-user form.

Deleting Sections and Fields¶

Delete a field: Click the delete icon on the field row. This removes the field definition. Existing data already stored for that field in submitted records is not automatically purged.
Delete a section: Click the delete icon on the section header row. All fields inside the section must be deleted first.

Important: Deleting a field or section is permanent. Review usage carefully before deleting, as historical records may contain data for the deleted field.

Field Types Reference¶

Field Type	Input shown to user	Notes
Textbox	Single-line text input	Supports min/max length and regex validation
Multiline Text	Multi-line text area	Supports min/max length validation
Numeric (Integer)	Number input (whole numbers only)	Supports min/max value validation
Decimal	Number input with decimal places	Supports min/max value and decimal places validation
Choices	Single-value selector	Requires a List Master; rendered as dropdown or radio buttons
Multiple Choices	Multi-value selector	Requires a List Master; rendered as multi-select dropdown or checkboxes
Date	Date picker	Supports min/max date, past/future date restrictions
Email	Text input	Automatically validates email format

System Field Visibility¶

In addition to custom fields, you can control which built-in AMS fields are shown on an entity's form and whether they are mandatory.

Path: Custom Forms → select entity → Standard Fields panel

The Standard Fields panel lists every built-in field for the entity. For each field you can:

Toggle	Effect
Hidden	Hides the field from the form entirely
Mandatory	Makes the field required (overrides the default; disabled for fields that are always mandatory)

Changes take effect immediately for all users on that entity's create/edit form.

Note: Fields that are always mandatory in the system (e.g. Asset Name, Asset Category) cannot be hidden or made optional — their toggles are disabled.

How Custom Fields Appear to End Users¶

When an end user opens a create or edit form for a configured entity (e.g. Create Asset), the custom sections and fields are rendered automatically below the standard form sections.

Each custom section appears as a labelled panel.
Fields within each section appear in the configured order.
Mandatory custom fields are marked with an asterisk (*) and must be filled before the form can be submitted.
Hidden fields are not shown but are still saved with their default value if one is set.
Choice fields display as the configured render type (dropdown, radio buttons, multi-select, or checkboxes).
Values entered in custom fields are saved alongside the entity record and visible when viewing or editing the record later.

Note: Custom field values are stored separately from the core entity fields. They are included when exporting or reporting on that entity if the report is configured to include custom fields.

Permissions¶

Permission	What it controls
`view_custom_form_scr`	Access to all Custom Forms Management pages (Custom Forms and List Masters)

Users without this permission do not see the "Custom Forms Management" sidebar group. All sub-pages — entity form builder, section/field management, list master management, and options — require this permission.

End users do not need any special permission to fill in custom fields; the fields appear automatically on the entity's create/edit form based on their existing access to that entity.