People Help

Create & Customize Forms

Forms are the structured representation of data. In Zoho People, there are pre-defined forms like Employee, Department, Designation, Leave forms, Training forms, Travel forms etc., to manage employees' information more effectively. Apart from the pre-defined forms, custom forms can also be created to build a module.

Forms

Zoho People is an online application that helps you to build your own custom forms easily and quickly, without writing a single line of code. With intuitive drag and drop feature, create multiple custom forms like Training Registration, Training Feedback, Travel Request, Contact form etc., as per your requirements and organize everything in an easy and streamlined way.

Note:

  • Only Paid users will be able to create custom forms. If you're not a paid user, please check out our Pricing details and upgrade to one of our paid plans.

How do I create new forms?

Please follow the steps below to create a new form.

  1. Log in as Administrator.
  2. Click 'Setup' at the top of the page.
  3. Go to 'Forms & Tabs'.
  4. Click 'Add new form' button.
  5. Specify the name of the form.
  6. Place the form under an existing tab or create a new Tab right there by clicking on the + icon.
  7. Add a description.
  8. Click 'Next'.
  9. Proceed with the form customization using the Drag & Drop tools.

You can later organize and pin up these forms to the pre-defined tabs or custom tabs.

Clone Form

Clone forms functionality in Form Customization lets you clone a form and customize it as per your requirements. For example, few forms like Employee Form, Travel From, Training Form etc., will almost have similar field properties. In such cases, you can simply clone a form which will replicate all its field properties. Later, you can add, edit or delete the form fields as per your requirements. This functionality will highly save your time.

How do I clone a form?

You can clone a form by simply following the steps below.

  1. Log in as Admin.
  2. Go to 'Setup' at the top of the page.
  3. Click 'Forms & Tabs'.
  4. Click 'Add new form' button.
  5. Specify the form name.
  6. Select form type as 'From Template'.
  7. A list of all the existing forms will be listed.
  8. Choose the form that you want to clone.
  9. Click 'Next'.
  10. The form will be replicated as such with all the fields.
  11. You can customize the form by adding new fields, editing the field values or even deleting the unwanted fields.

How do I edit a form name?

You can rename a form in the Form Customization page. Please follow the steps below to edit a form name.

  1. Log in as Administrator.
  2. Click 'Setup' at the top of the page.
  3. Click 'Forms & Tabs'.
  4. Click on the intended form.
  5. Mouse over the form name in the Form customization page.
  6. Click Edit icon. (Pencil icon).
  7. A small 'Edit Form' pop-up window will appear on your screen.
  8. Rename the form name.
  9. Click 'Done'.

How do I edit the form description?

You can edit a form's description in the Form Customization page. Please follow the steps below to edit the description.

  1. Log in as Administrator.
  2. Click 'Setup' at the top of the page.
  3. Click 'Forms & Tabs'.
  4. Click on the intended form.
  5. Mouse over the form name in the Form customization page.
  6. Click Edit icon. (Pencil icon).
  7. A small 'Edit Form' pop-up window will appear on your screen.
  8. Edit the decription.
  9. Click 'Done'.

How do I customize existing forms?

Zoho People not only allows you to create new forms but also gives you the liberty to customize the existing forms. Please follow the steps below to do so.

  1. Log in as Administrator.
  2. Click 'Setup' at the top of the page.
  3. Click 'Forms & Tabs'.
  4. Click on the form that you want to customize.
  5. You will be taken to the customization page of the selected form
  6. Customize the form as per your requirements using the drag & drop tools.

How do I disable a form?

  1. Log in as Administrator.
  2. Click 'Setup' at the top of the page.
  3. Click 'Forms & Tabs'.
  4. You can see all the forms grouped under Tabs.
  5. Disable the form by clicking on the 'Disable' icon.

Note

  • The 'Employee' form cannot be disabled.

How do I delete a form?

  1. Log in as Administrator
  2. Click 'Setup' at the top of the page.
  3. Click 'Forms & Tabs'.
  4. Delete the form by clicking on the 'X' icon.

Note

  • Only the custom forms can be deleted.

Fields

Forms are made up of standard graphical user interface (GUI) elements and they are called as Fields. A form can contain fields like text fields, checkboxes, radio-buttons, submit buttons, text area, fieldset, label elements and more.

What are the different field types available?

In Zoho People, there are 21 different field types like text fields, checkboxes, radio-buttons etc., You can add specific field types for each form based on the type. System will automatically take care of the data validation.

  • Single Line: One-line input field that a user can enter text into. It can contain any alphabets, number or symbols. Ex: Employee's name, Nick name etc.,
  • Multi Line: Multi-line input field that a user can enter text into. Ex: Address, Comments etc.,
  • Email: Enter your employee's email address. Ex: Employee's personal email ID, official email ID.
  • URL: Type in any web URLs. Ex: Company's website URL, Blog URL etc.,
  • Number: Number fields can be used to hold the numerical values. Ex: Age, Bank account number etc.,
  • Decimal: Decimal fields can be used to hold the decimal data. Ex: Salary details like Basic pay, HRA etc.,
  • Currency: Currency fields are used to hold decimal values with the currency notation(like USD, INR etc). This currency type can be selected during the customization of forms. To know the list of currency types supported, please click here. If any currency type is missing from the list, please let us know at support@zohopeople.com.
  • Drop down: Picklist / Drop down fields can be used to hold a set of user defined options, out of which an option can be selected and assigned as a value to the field. Ex. Employee Grade
  • Radio: Radio field is exactly the same as the drop-down field. The only difference is with the display type. Drop down list fields, as the name indicates will be displayed as a list. Radio fields will be displayed as options in the form.
  • Date: Date fields can be used to hold date values. The date picker can be used to populate the date fields while adding a record. Ex. Date of Birth, Date of Joining etc.,
  • Date-Time: Date time fields can be used to hold the time stamp value. The Date-Time picker can be used to populate the time stamp values for the fields while adding a record. Ex. In-Time, Out- Time etc.,
  • Image: Image upload can be used to upload any scanned copies or images. Ex. Photo
  • File Upload: File upload can be used to upload any documents. Ex. Resume,Company policy documents etc.,
  • Decision box: Decision box can be used to hold Boolean value - True or false.
  • Add Notes: Notes field is used for holding a descriptive help text that can be useful for the users while adding a record.
  • Country: Country fields can be used to store the country information. Ex. Citizenship
  • Blood group: Blood group field can be used to store the blood group information.
  • Gender: Gender field can be used to store the gender information.
  • Phone: Phone fields can be used to hold the phone numbers. Ex. Mobile number, emergency contact number etc.,
  • Lookup: Lookup fields can be used to look up values from the other forms. Ex. Employee ID look up in other forms like Salary, Performance Appraisal.
  • Formula: Formula field can be used to perform some basic calculation with the fields available in the form. The formula configuration will be applicable only when there is any number, decimal or date fields in the form. To know more on the formula fields, please refer this help link

Employee ID look up in other forms like Salary, Performance Appraisal. Formula field

How do I add new fields?

  1. Log in as Administrator
  2. Click 'Setup' at the top of the page.
  3. Click 'Forms & Tabs'.
  4. Add New Form or Choose an existing form.
  5. Drag and drop the required fields and edit their properties.

How do I edit field properties?

The field properties like 'Mandatory Check', 'Duplicate Check', 'Maximum Characters', 'Audit Tracking','Tool Tip' can be set by editing the field.

Please find the steps below to edit the field properties.

  1. Log in as Administrator
  2. Click 'Setup' at the top of the page.
  3. Click 'Forms & Tabs'.
  4. Click on the intended form.
  5. Mouse over the required field to edit its properties.
  6. Click 'Edit this field' option.
  7. Mark the required field properties.
  8. Click 'Done'.

How do I enable/disable fields?

If you want to hide the unused fields in the form, you can disable them temporarily and enable it back when needed. These fields will not be displayed in the live form page. Please find the steps below to disable/enable a field.

  1. Log in as Administrator.
  2. Click 'Setup' at the top of the page.
  3. Click 'Forms & Tabs'.
  4. Click on the intended form.
  5. Mouse over the required field.
  6. Click 'Enable/ Disable this field' as required.

How do I delete fields?

The unused fields can be deleted permanently from the form. Please find the steps below to delete a field.

  1. Log in as Administrator.
  2. Click 'Setup' at the top of the page.
  3. Click 'Forms & Tabs'.
  4. Click on the intended form.
  5. Mouse over the required field.
  6. Click 'Delete this field' as required.

Sections

The fields in the form can be divided into Sections. You can segregate and organize the fields by adding them to different sections. A form can include form header, page header, page footer, and form footer sections.

How do I add a new section?

  1. Log in as Administrator.
  2. Click 'Setup' at the top of the page.
  3. Click 'Forms & Tabs'.
  4. Form Customization page will appear on your screen.
  5. Click on the form.
  6. Click on 'Add Section'.
  7. Name the Section.
  8. Add a description, if required.
  9. Click 'Done'.
  10. Drag and drop the required fields into the section that you have created.

How do I add new tabular section?

Tabular section can be used when the fields of the form needs to be stored in a grid format.

To create a tabular section, follow the steps below.

  1. Log in as Administrator.
  2. Click 'Setup' at the top of the page.
  3. Click 'Forms & Tabs'.
  4. Form customization page will appear on your screen.
  5. Click on the form.
  6. Click on 'Add Tabular Section'.
  7. Specify the Tabular Section name.
  8. Add a description, if required.
  9. Select the display type of the tabular section - Grid or Inline.
  10. Click 'Done'.
  11. Click 'Add Field' link to add the fields to the created tabular section or just drag and drop the fields.

Note

  • You will be able to add maximum of 10 fields in the tabular section.

You can use the 'Customize Header' option, to enable/ disable or reorder the fields in the tabular section. Also, for the number, decimal, Formula and Currency field types, the SUM Option can be enabled, so that the total is calculated and displayed for these columns.

How do I change the display type of the tabular section?

The tabular type can be modified any time just by clicking 'Change to Inline'/ 'Change to Grid' options available in the Form Customization page.

How do I re-order sections?

The sections of a form can be re-ordered and organized by following the steps below.

  1. Log in as Administrator
  2. Click 'Setup' at the top of the page.
  3. Click 'Forms & Tabs'.
  4. Click on the intended form for customizing.
  5. Click on 'Reorder Sections'.
  6. Drag and drop the sections as you desire.
  7. Click 'Done'.

How to create a Travel Expense form and configure Approval

Managing and handling expenses like traveling expense, employee expense is indeed a tedious process for any organization. It is such a long process and the person who is responsible for this will have to meticulously review each and every bills and receipts, cross check them, calculate and make manual entries in the system and get approval from high level managers. Zoho People helps you to overcome this by simply automating the process using custom forms and automatic Approvals. It not only eliminates manual work but also greatly saves your time.

Here, let's take the Travel Expense scenario and discuss on how to create the required custom forms and configure the Approval process for the same.

How to create custom Travel Request form?

Travel Request form is used for your employees to submit their travel details like place of visit, date of travel, travel duration, purpose of visit etc., You can also add the required fields in the form as per your requirements. Zoho People, by default, has 'Travel Request' form under the 'Travel' tab. You can either use the same form for your organization or can customize it on your own by following the steps below.

To customize the existing 'Travel Request' form

  1. Log in as Admin.
  2. Go to 'Setup' at the top of the page.
  3. Click 'Forms & Tabs'.
  4. Under 'Travel' tab, click 'Travel Request' form.
  5. The form already contains some default fields in it. If you would like to customize the form, just drag and drop the fields and position them in the appropriate places as you want them to be.
  6. Click the following links to learn more about Forms, Fields and Sections.

To create a new 'Travel Request' form

  1. Log in as Admin.
  2. Go to 'Setup' at the top of the page.
  3. Click 'Forms & Tabs'.
  4. Click 'Add New Form'.
  5. Specify the name of the form as 'Travel Request' or as you desire.
  6. Place the form under any existing tab or create a new tab right there by clicking on the + icon.
  7. Add a description.
  8. Click 'Next'.
  9. Proceed with the form customization using the Drag & Drop tools. Click here to learn more about Fields and its properties.

How to create custom Travel Expense form?

Travel Expense form is used to fill out the expenses incurred by your employees during the time of the business trip. Zoho People, already has 'Travel Expense' form. You can either customize it or create your own form by following the steps below.

To customize the existing 'Travel Expense' form

  1. Log in as Admin.
  2. Go to 'Setup' at the top of the page.
  3. Click 'Forms & Tabs'.
  4. Under 'Travel' tab, click 'Travel Expense' form.
  5. The form already contains some default fields in it. If you would like to customize the form, just drag and drop the fields and position them in the appropriate places as you want them to be.
  6. Click the following links to learn more about Forms, Fields and Sections.

To create a new 'Travel Expense' form

  1. Log in as Admin.
  2. Go to 'Setup' at the top of the page.
  3. Click 'Forms & Tabs'.
  4. Click 'Add New Form'.
  5. Specify the name of the form as 'Travel Expense' or as you desire.
  6. Place the form under any existing tab or create a new tab right there by clicking on the + icon.
  7. Add a description.
  8. Click 'Next'.
  9. Proceed with the form customization using the Drag & Drop tools. Click here to learn more about Fields and its properties.

How to configure Approvals for the forms?

A business trip would certainly have lot of procedures and processes like booking tickets, hotels, arranging local transportation etc., Each process has to go through the Approval process and should be approved by the employee's direct reporting manager or Administrative staffs to finalize the trip. So, you have to configure the Approval process for both the forms in order to finalize the trip.

Configure Approval for 'Travel Request' Form

  1. Log in as Admin.
  2. Go to 'Setup' at the top of the page.
  3. Click 'Approvals' under 'Automation'.
  4. Click 'Add Approval' button.
  5. Select the form 'Travel Request' from the list.
  6. Name the Alert as 'Travel Request Submitted'.
  7. Choose the Approver based on your organization hierarchical structure. For example, if you want the reporting manager of the employee to approve the 'Travel Request' form, select 'Reporting To - Single-Level'.
  8. Configure the Approval Template and the 'From' & 'To' fields.
  9. Click 'Save'.

Note:

  • Please make sure that the 'Enable Mail Alerts' option is enabled in this page.

Configure Approval for 'Travel Expense' Form

Travel Expense form is the one that you will use to claim your travel expenses. Since the bills are reimbursed, the form needs to be checked and get approved by your Finance department also. Please follow the below instructions to configure the Approval process for the 'Travel Expense' form.

  1. Log in as Admin.
  2. Go to 'Setup' at the top of the page.
  3. Click 'Approvals' under 'Automation'.
  4. Click 'Add Approval' button.
  5. Select the form 'Travel Expenses' from the list.
  6. Name the Alert as 'Travel Expense Submitted'.
  7. Choose the Approver based on your organization hierarchical structure. For example, at the first level, select your direct 'Reporting Manager' and at the second level, select 'Department Members of Finance Team'. You can also select third level Approver based on the requirements.
  8. Configure the Approval Template and the 'From' & 'To' fields.
  9. Click 'Save'.

Note:

  • Please make sure that the 'Enable Mail Alerts' option is enabled in this page.

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