Creating and Editing Forms

How can I create forms?

  • From your home page, go to Settings (gear icon)>Forms and Tabs > Forms
  • Click Add New Form
  • Give a name for the Form and a form link name
  • Select the tabs from the drop-down to select where to place this form
  • Give a description if needed
  • Check the box if you would like to clone an existing form
  • Check the box Enable Auto-number if you would like to have auto numbering done for your form

Note: Auto Numbering of forms helps you to automatically assign a unique sequential number, whenever a new record is added in the form. You just have to enable the auto numbering for a form which will create an auto number field and will populate a form number when a new record is added. For example, this functionality can be used for forms like training, travel, reimbursement forms etc.,

  • Click Save

What is the purpose of link name?

The Form Link name which is a unique name associated with each form helps during integration. While integrating with third party applications, you may have more than one form with the same name. In this case, the system will take the Form Link Name to sync with third party applications.

What is the use of the formula field?

Formula fields are used for Formula calculations.

Zoho People's formula fields are like any other advanced custom fields. Using our function type, field type, and an operator type, you can build a formula as per your requirement. You also have the option to view all of the function's description, usage and examples for the complete understanding and moreover to make use of these in a right scenario. The administrators can create and make use of these formula expressions for multiple use cases like updating salary details, calculating reimbursements, work experience, etc.,

What are the operators supported in formula field?

Listed below are supported field types for formula calculation:

List of operators

Given below is the list of all the supported operators.

  • +Add
  • -Subtract
  • *Multiply
  • /Divide
  • %Remainder
  • ()Parentheses
  • !=Not equal
  • ==Equals
  • >Greater than
  • >=Greater than or equal

Built-in functions

There are four types of built-in functions: Numeric functions, Date and Time Functions, String Functions and Boolean Functions.

Numeric functions: These are used primarily for numeric calculations.

Date and Time Functions: These functions are used for date and time manipulations.

String Functions: These functions are used for string manipulations.

Boolean Functions: This function describes how to determine a Boolean value output based on some logical calculation from Boolean inputs.

How can I add and edit a formula field?

To add a formula field:

  • From your home page, go to Settings (gear icon)> Forms and Tabs > Forms
  • Add new form or select an existing form from the forms list

  • Drag and drop the Formula field into the section
  • Provide Display Name and Label Name
  • Click Select Function drop-down list and select the respective type of function according to your need and click Insert
  • Click the required field in Select Field and click Insert
  • Click respective operator in Select Operator and click Insert

  • Click Check Syntax Done. The formula will get calculated automatically based on the inserted functions, fields, and operators

To edit formula fields:

  • From Home, go to Settings (gear icon) > Forms and Tabs Forms
  • Select an existing form from the list
  • Hover your mouse over the specific formula field
  • On the right section, you will see that you will be able to edit the field properties

What are the use cases that can be achieved with the help of formula field?

To calculate employee's pay:

Using formula fields, you can easily calculate your employee's pay automatically without doing any manual calculations. Once you enter all the details in the form fields, you will get the net pay of your employee.

To calculate employee's project deadline:

You can send reminders when the employees' project deadline are near to the end date of the Project. You can make employees aware of the deadline automatically using this following formula expression.

Apart from this, there are two system fields, 'Age' and 'Experience', which have the age and the experience of the employee automatically calculated with the help of the fields like 'Date of Birth' and 'Date of Joining'. There is no need for the formula field to be added separately for calculating these two.

How do I create a travel form and configure approvals to the form?

Travel request form

Travel Request form is used for your employees to submit their travel details like place of the visit, date of travel, travel duration, the 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.

To customize the existing travel request form:

  • From your home page, go to Travel > Travel Request
  • By default, the form contains certain fields. If you would like to customize the form, drag and drop the fields and position them in the appropriate places as required.

To create a new travel request form:

  • From your home page, go to Settings (gear icon) > Forms and Tabs > Forms > Add New Form
  • Provide Form Name as New travel request form and Specify Form Link Name as Travel request details
  • Under Place it under this tab, select Organization
  • Check the box if you would like to clone an existing form
  • Click Enable to enable the auto-numbering and provide Travel as Auto Number name, ZOHOTRV as Prefix and provide number one in Starts from
  • Click Save

Once you have created the form, you can proceed with the form customization using the Drag & Drop editor on the left hand side.

Travel expense form

Travel expense form is used to fill out the expenses incurred by your employees during the time of the business trip. You can either use the default Travel Expense form or create your own form.

To customize the existing travel expense form:

  • From your home page, go to Travel > Travel Expense

To create a new travel request form:

  • By default, the form contains certain fields. If you would like to customize the form, just drag and drop the fields and position them in the appropriate places as required
  • Go to Settings (gear icon) Forms and Tabs > Forms > Add New Form

  • Provide Form Name as New travel expense form and Specify Form Link Name as Travel expense details
  • Under Place it under this tab, select Organization
  • Check the box if you would like to clone an existing form
  • Click Enable to enable the auto-numbering and provide Travel expense as Auto Number name, ZOHOEXP as Prefix and provide number one in Starts from
  • Click Save

Once you have created the form, you can proceed with the form customization using the Drag & Drop tools.

Configure approvals

A business trip would certainly have a 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.

To configure approval for travel request form:

  • From your home page, go to Settings (gear icon)> Approvals > Add Approval
  • Select Travel request form from the drop-down list
  • Provide Travel request approval as the Name of the Approval
  • Click Configure Approver and select the approver-level 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
  • Click Configure Email Template and provide the required fields as shown in the below image

  • Click Save

 Tip: You can track your travel expense easily with the help of Zoho People's integration with Zoho Expense. Click here to know how to do this.

Can employee cancel a travel request that has been created?

A request that has been made in any form can be cancelled until the time that it is approved, unless you have defined in the Approval Settings that records can be edited anytime during the Approval process.

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A business trip would certainly have a 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.

To configure approval for travel request form:

  • From your home page, go to Settings (gear icon)> Approvals > Add Approval
  • Select Travel request form from the drop-down list
  • Provide Travel request approval and Name of the Approval
  • Click Configure Approver and select the approver-level 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
  • Click Configure Email Template and provide the required fields as shown in the below image

  • Click Save

 Tip: Click here to know more about this Settings.

Follow the steps given below to cancel a request.

  • Go to the respective form - in this case, Travel Request Form
  • Click on the respective request (record ) that you would like to Cancel

  • Click on the 'Cancel Record' icon

Note: If there are approvals configured for the form, then the request can be cancelled until the time that the request is approved.

I have added a request in the Travel form. However, I do not want to submit it for approval right away. Is there an option to keep this as draft?

Yes. This is possible. There are times when you would like to add few more details to a request before submitting it for approval. In this case, you can retain the request as a draft and submit it for approval when you think it is time for you to send it for approval.

Follow the steps given below.

  • From your home page, go to the form - In this case the Travel Request form
  • Enter the details and click on 'Save as Draft'

You will be able to see the form in the draft status in the list view. When you want to submit this request for approval,

  • Click on the edit icon of the record
  • Make the changes required
  • Click on Submit

Note: The records that are in Draft status can be viewed only by the employee/user who has added the record.

Can I disable or delete fields of a form?

While you have the option to delete custom forms (the ones that you have created), you will not be able to delete system forms. You can disable them if you do not want to use them. Under Forms and Tabs > Forms, you will see all the forms listed. You can enable or disable the forms using the icon next to the form name.

What is a field look up ? What does the option - “Primary Lookup” mean?

A lookup field is used to create a relationship between two different forms. When there  fields that will be repeatedly used in more than one form, the need to replicate all these fields can be eliminated by adding a look up field. For eg. If you have a leave form where you will need the details of employees that are listed in the Employee form already, you can create a look up in the leave form and connect it to Employee form. By doing this, you can enable users to pick the fields of the Employee form that they will need in the leave form.

To create a look up field

  • From your home page, go to Forms and Tabs > Forms and go to the form for which you need to add a lookup field
  • Drag and drop the look up field from the left side menu

  • Enter details like Display Name etc
  • Under Display as, select the option as required
  • Under Import Data from, select the form from which the fields need to be picked
  • Under Field Name, select the Field name based on which the mapping has to be done - for eg, if you would like to have the mapping done based on the Employee ID in the Employee Form, you need to select Employee Id under the Field name
  • Under Select Related Fields, select the other Fields that you would like to be displayed
  • Check the box if your lookup is a primary look up . Click here to know what a Primary lookup field is

  • Click Done

Note: You can have more related fields added to the lookup even after creating the lookup field.

Select the lookup field, go to Field Properties and under Select Related fields from, you can add more related fields to your lookup field.

Primary Lookup:

When there are more than one similar look up fields in a form, (for eg. in a training form, Employee ID, and Trainer name are two different fields but with same look up reference - i.e Employee ID from Employee form), primary lookup option allows the administrator to choose one of the two lookup fields as the base field for setting up permissions for the form. You can have more than one lookup fields in your form. However, the Primary lookup field is the one that will decide the owner of the record. A Primary look up is done only for the Employee form. Let us take this scenario to under Primary lookup better. 

Assume that in your leave form, you have Employee name field in which you have Primary lookup enabled. This will be linked to the Employee form. Let us assume that you have another lookup field added in your form (which also links to the Employee form), in which you want to be able to choose a person-in-charge in the absence of the Employee.

If a manager adds a leave record on behalf of an employee X, then the Employee for whom the leave is added will be the record owner and the leave balance of the particular employee will get reduced. 

However, in the other lookupfield, 'person in-charge' (linked to Employee form) you can choose another employee who will be in-charge in the absence of Employee X. This is a look up field too but this lookup is only for providing information.

Look up - filters:

When you are creating a field with the Look-up option, you can also add a filter to this field.

For eg - If Employee wants to submit a request for Travel Expense of the previous month, then filters can be created in the respective lookup field to filter out the requests of the previous month alone. 

To set filter for the look up field, follow the steps as given below.

  • From your home page, go to Settings (Gear icon) > Forms and Tabs > Forms > Travel Expense
  • Drag the Lookup field from the left hand side and drop it in your form
  • Enter the details like Name etc - You can give the name as Travel Month here
  • Under Import Data From, give Travel Request  and under Field Name, select Travel ID
     

  •  
  • Click Done
  • On the right hand side, under Field Properties, Check 'Set Filter'

  • Under Field Name, select Expected Date of Departure
  • Under Condition select Last Month

  • Click Done

Now, when a record is added in the Travel Expense form, under Month of Travel, the Travel details of the previous month alone will get displayed.

Let us look at another example of a Training Form where filters can be used. Let us assume that, you need only the training of the following month to be displayed when employees register for a training. In this case, you can use a Filter.

First, a Training Registration form needs to be added and then a lookup field needs to be created to link this form to the Training form in order to extract details like Date of Training etc.

Follow the steps given below to set filter.

  • From your home page, go to Settings(gear icon) > Forms and Tabs > Forms > Add Form
  • Enter the details and click Save
  • Drag and drop the required fields from the left hand side for Field names like Training Name, Trainer Name, etc
  • Drag a lookup field, drop it and name it as Training Date
  • Under Import Data from, select Training form and under Field name, select Training ID
  • Under Select related fields, select Start Date and description

  • Click Done
  • On the right hand side, click on Field properties and check the box 'Set Filters'
  • Under Field Name, select Start Date and Under Condition, select Next Month

  • Click Done

Once this is done, when an employees registers for a Training, then he/she will be able to see only the Trainings that are happening in the next month.

What are the various filters I can set in a Travel form to filter requests? 

Setting filters lets you have a control over the data that is shown in a field. Along with this, filters can also help decide field values based on a selection that is made. In this scenario of a Travel form, there are various options that are possible using filters. The following forms will be used in this scenario. 

  • Travel Claims form
  • Travel Request form
  • Employee form

The Travel Request form should have the Travel ID along with the other details. It should also have a look up field linking it to the Employee form.

  • Drag and drop a look up field
  • Give the name as Employee ID
  • Under 'Import data from', select Employee and under 'Field Name', select, 'Employee ID'

  • Click Done

Using this look up, you will be able to select the employee ID. You can also selected related fields like First Name, Last Name etc if you want them displayed while choosing the employee id.

After adding the lookup field, you can add other fields like 'Date of Departure' ' Date of Arrival', 'Mode of Transport' etc to the form.

Next, you can proceed to the Travel Claims form. In this form, you need to have two look up fields.One is the Employee ID look up from the Employee form and the other one is the Travel ID look up from the Travel Request form.

As the next step, you need to set a filter. Using the filter you can address three scenarios as given below.

1. If you have a particular user (like a Travel Desk agent) who does the Travel Claims of everyone, then you can set the filter according as explained below.

  • Click on 'Set Filter'
  • Under 'Field Name', select 'Employee ID' under User Defined Fields, under 'Condition' select, 'Is', under 'Value', select the list icon and select the User

  • Click Done
  • Add other fields to the Travel Claim form, like the Conveyance Bills, Food Bills etc
  • Drag and drop a formula field to calculate the total claim amount 

Now, when the particular agent goes to Travel > Travel Claims, he/she can create claims by clicking on the 'Add Record' icon. Under the Travel ID, all the travel requests that have made under his/her name will be listed. The claims can be submitted one by one.

Note: In this case, when other employees submit their travel request, they should select the Travel Desk agent's name under Employee ID. Only then, the requests will get listed for the agent when he/she wants to do claims for these requests. 

2. If you want the travel claims done by the employees/users themselves, then you can make use of this option in the filter

  • Click on 'Set Filter'
  • Under 'Field Name', select 'Employee ID' under User Defined Fields, under 'Condition' select, 'Logged In User'

  • Click Done

Once this is done, when an employee goes to Travel > Travel Claims form and clicks on 'Add Record', he/she will be able to see all the travel reqeusts that he/she has made and the claims can be done for these. 

3. If you want the travel claims submitted by someone (the admin or travel desk agent) for requests that are created by other user/employees in their corresponding names, then you can make use of this option in the filter.

  • Click on 'Set Filter'
  • Under 'Field Name', select 'Employee ID' under User Defined Fields, select 'Is' under 'Condition' and under 'Value', click on 'Select Value' and select 'Employee ID'

  • Click Done

Once this is done, when a travel agent/administrator goes to Travel > Travel Claims form and clicks on 'Add Record', he/she will be able to see all the travel requests of the particular employee whom they select in the Employee ID field of the Claims form. They can select a request from the list and do the claims for that request. 

Can I create more than one section in a form?

Yes. You can add more than one section in a form depending on the length of your form. 

  • From your home page, go to Settings (gear icon)> Form for which you need to add more sections
  • Under Manager Sections, select Linear if you want a Linear section and select Tabular if you would like to select a Tabular section
  • For Linear section, give section name and Description (if needed) and click Done

  • For Tabular section, give the section name, select Grid or Inline, give a description if needed and click Done

Is there any limitation on the number of fields that can be added to a Tabular section? What are the fields supported in a tabular section?

You can add only up to 10 fields in a tabular Section.

Once you have added a tabular section, hover the mouse over the tabular section.You will see a plus icon, clicking which you can add fields in the tabular section. When you click on the plus icon, you will see a drop-down from which you can select the fields. Fields other than the ones listed in this drop down cannot be added in a tabular section.

The fields that can be added in a Tabular section are listed below.

Text Fields:

  • Single Line
  • Multi Line
  • Email ID
  • Phone
  • URL

Number Fields:

  • Number
  • Decimal
  • Currency

Choices:

  • Dropdown

Other Fields:

  • Date
  • Date-TIme
  • Lookup
  • Formula
  • Gender
  • Blood Group
  • Country

What is auto numbering in forms?

Auto Numbering of forms helps you to automatically assign a unique sequential number, whenever a new record is added in the form. Enabling the auto numbering for a form will create an auto number field and will populate a form number when a new record is added. This functionality can be used for forms like training, travel, reimbursement forms etc.

To auto number a form:

  • From your home page, go toSettings (gear icon) > Forms and Tabs > Forms >Add New form
  • Enter details like Name of the form, Placed it under etc

  • Check the Enable auto-number under Auto-numbering 
  • Give a name, prefix and Starts from and click Save

How can I edit a form name?

  • From your home page, go toSettings (gear icon) >Forms and Tabs > Forms to go to the form whose name needs to be edited and click on the form name
  • On the right-hand side section, you will see the tab called Form properties

  • Change the Form name

How do I customize a form?

  • From your home page, go to Settings (gear icon) > Forms and Tabs > Forms

You will be able to see all the Forms listed here.

  • Click on the respective form which needs to be customized
  • Drag and drop the fields as per your need

Changes made in the form will get saved automatically.

What are the different types of fields that we can customize?

  • Single Line: It is a one-line input field where the user can enter the text. It can contain any alphabets, number or symbols. Click Form properties to make the required changes.Ex: Employee's name, Nickname etc.,
  • Multi Line: It is a multi-line input field where the user can provide multiple texts. Ex: Address, Comments etc., You can add a maximum of ten multi-line fields in one form and each tabular section can contain ten multi-line fields.
  • Email: To provide the email address. Ex: Employee's personal email ID, official email ID.
  • URL: To provide any web URLs. Ex: Company's website URL, Blog URL etc.,
  • Number: It is used to hold the numerical values. Ex: Age, Bank account number etc.
  • Decimal: It is 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.
  • Drop-down: It is 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 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: It 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: It can be used to hold the time stamp value. The date-time picker can be used to populate the timestamp values for the fields while adding a record. Ex. In-Time, Out-Time etc.,
  • Image: It can be used to upload any scanned copies or images. Ex. Photo
  • File Upload: It can be used to upload any documents. Eg. Resume,Company policy documents etc., You can either upload the file from your desktop or from the Cloud 

Note: The list of supported services are given below.

  1. Zoho Docs
  2. GDrive
  3. Dropbox
  4. One Drive
  5. Box
  6. Evernote
  • Decision box: It can be used to hold Boolean value - True or false.,
  • Add Notes: It is used for holding a descriptive help text that can be useful for the users while adding a record.
  • Country: It can be used to store the country information. Ex. Citizenship
  • Blood group: It can be used to store the blood group information.
  • Gender: It can be used to store the gender information.
  • Phone: It can be used to hold the phone numbers. Ex. Mobile number, emergency contact number etc.,
  • Formula: It can be used to perform some basic calculation with the fields available in the form.
  • Lookup fields

A lookup field is used to create a relationship between two different forms. The lookup field will lookup the ID of the record in the source form. It displays a drop-down menu containing items from the source form. For Example, Employee ID look up in other forms like Salary, Performance Appraisal, etc,

There are four different ways to make use of this lookup fields. They are the Drop-down list (Single-select), Radio Button (Single-select), Check Boxes (Multi-select) and Multiple Select List (Multi-select).

Drop-down list (Single-select) and Radio Button (Single-select)lookup fields: Using single-select lookup field, you can able to select a single field from the drop-down list. For example, typically an employee will be assigned to only one department and hence a relationship between the Employee and Department form is created using single-select lookup field. The employee can able to view/edit the records if given permissions

Check Boxes (Multi-select) and Multiple Select List (Multi-select): Using multi-select, you can select multiple fields from the list. For example, most often multiple employees will be travelling abroad for conferences. The travel desk person can create a form using multi-select lookup field and hence he can able to select multiple employees in a single shot. The selected people in the list will be able to view/edit the records if given permissions.

Checkbox list: Using this list, you will be able to able to select more than one option in a list of checkboxes displayed.

Multiple select list: Under Multiple select list, you can select more than one option from a list.

How do I mark a field as Mandatory?

  • From your home page go toSettings (Gear icon) > Forms and Tabs > Forms and click on the form in which you want to mark a field as mandatory
  • Click on the Field that needs to be marked on the form

  • Under Field properties, go to Validation and check the box 'Mandatory Field'

By doing so, that particular field becomes a mandatory field.

You can make a field as the mandatory field while creating a form by following the same steps.

What is the purpose of the 'Clone a form' action?

Sometimes, in a new form, you may need to use many of the fields of an existing form. In this case, instead of creating all the fields again, you can clone an existing form.

  • From your home page, go to Settings (Gear icon)> Forms and Tabs > Forms > Add Form
  • Enter the details and check the Clone Form option

You can select which form you would like to clone.

  • Click Save

Is there a way to add drop-down options in bulk?

Yes, it is possible to add multiple drop downs with multiple options in each drop-down.

  • From your home page, go to Settings (Gear icon) > Forms and Tabs > Forms
  • Click Add New form
  • Enter name of the form and other details
  • Click Save

  • Drag and drop a drop down field
  • Under Field Properties, go to 'Choices' and enter the options that you would like to be added in the drop down
  • Use the + icon to keep adding to the list of options

You can also have pre-defined options populated in the drop-down. Follow the steps given below to do this.

  • Drag and drop a drop down field from the editor
  • Give a name
  • Under 'Field Properties', click on 'Pre-defined options'

You will be able to see pre-defined options under different sections like Age, Education etc. Apart from the available options, you can also Add a new option by clicking on 'Add Options'

  • Click on 'Add options'
  • Enter the options one below the other and click 'Import' to have the options populated as part of the drop down

Note: If you have the list of options saved, you can simple copy and paste it here.

  • Click on 'Save Template' and give a name for the template if you wish to use this template again later

Once this is done, you will be able to use the pre-defined options as part of the drop down.

What is the purpose of 'No Duplicate' while creating fields?

Once you have added a field, you can enable the option 'No duplicate' for the field if you would like to retain the field as the unique field. Let us take an example. Let us consider that, you would like to restrict the number of travel requests logged for a particular event to 1 for an organization. In this case, you can create a field called 'Event name' and define this field as the unique field as a result of which, there can be only one travel request raised for this event in the organization. 

To make a field as unique id:

  • From your home page, go to Settings (Gear icon) > Forms and Tabs > Forms
  • Go to the respective form
  • Select the field that should be made unique and under 'Field Properties', check the 'No Duplicate' option

The selected field becomes the unique field.

What is the purpose of “Enable Audit” section under “Field Properties”?

Enable audit helps you see the history of the field. When there are changes made to the particular field, it can be easily tracked using this option. 

To enable audit history:

  • Go to the field name for which audit history needs to be enabled
  • Under Field properties, go to Audit and check the box 'Enable audit'

I have deleted a form by mistake. Is there an option to retrieve it back?

Forms that are deleted once cannot be retrieved.

Is it possible to show some fields of a form for employees of a specific condition alone?

Yes. This is possible. You can define a rule here and make fields visible only when the given condition is satisfied.

Use case 1:

Consider a scenario where you would like to show the Adhar number for employees who are in India and the Social Security Number for employees with base location as US. In this case, you can create a condition and show the respective field based on the location. Follow the steps given below to do this.

As the first step, the rule needs to be configured.

  • From your home page, go to Settings (Gear icon) > Forms and Tabs > Forms
  • Go to the required form
  • Hover your mouse to see the 'Configure' button under the Rule column and click on it

 TipAlternatively click on the form to customize it. Click on the ellipsis icon at the right top corner of the form and select 'Configure Rule' option from there

If you select All, the specified action(s) will be performed only when all the conditions are satisfied.

If you select Any, the specified action(s) will be performed even when any one of the condition is satisfied.

  • In the next step, select the Field name from the drop down. (In this case, you need to select the 'Location' field)
  • In the next drop down, select from the options like Is/Is Not/Is Empty etc. Here you can select Is
  • In the last drop down, select the Location. In this case, you can select US
  • Under 'Perform the following actions', go to Show and in the next drop down box, select the respective field name. I.e - Social Security Number

  • Click Save

Note: You should have the necessary fields available on the form. Click here to know how to customize your form.

Once the configuration is done, when a record is added to the respective form, based on the location of the employee, the Social Security Number field will be visible. You can also Hide a field in addition to showing the Social Security Number field. For example, if you would like to hide the Aadhaar number field for US location employees you can do it in the same rule.

  • Under 'Perform the following actions', go to Hide and in the next field, select the 'Aadhaar number' field

In cases where there are a set of actions to be performed for different conditions, then you can use the + icon to add more conditions. However, if the action to be performed is different, then a new rule should be added by clicking on the 'Add Rule' button.

Use Case 2:

Consider a scenario where you need a field called 'Medical Certificate' displayed when the leave type is chosen as 'Sick Leave'. You can define a condition to get this done.

Follow the steps given below.

  • From your home page, go to Settings (Gear icon) > Forms and Tabs
  • Hover your mouse to see the 'Configure' button under the Rule column and click on it

 TipAlternatively click on the form to customize it. Click on the ellipsis icon at the right top corner of the form and select 'Configure Rule' option from there

  • Under 'If' drop down, select either 'All' or 'Any'
  • In the next step, select the Field name from the drop down. (In this case, you need to select the 'Leave Type' field)
  • In the next drop down, select from the options like Is/Is Not/Is Empty etc. Here you can select 'Is'
  • In the last drop down, select the leave type. In this case, you can select 'Sick Leave'
  • Under 'Perform the following actions', go to Show and in the next drop down box, select the respective field name. I.e - Medical Certificate

  • Click Save

You need to have added a file upload field to upload the medical certificate.

Note: Click here to know how to customize your form.

What is the purpose of Related Forms Configuration?

Related Forms Configuration lets you view records or add records of a form which is related to the original form by means of a lookup field.

In other words, if there is a form (F1) and a form (F2) with the second form being the related form for the first one, then the records of the second form can be viewed or added from the first form itself.

Scenario 1 : With the help of this configuration, you can enable employees to add an asset request and a travel request right from their profile page.

Follow the steps given below to do this.

  • From your home page, go to Settings > Forms and Tabs > Forms
  • Go to the form for which you need to do the related forms configuration. In this case, it is the Employee form
  • Click on the ellipsis and select 'Related Forms Configuration'

  • Under Form name, select the related from. In this case, you can select the Asset form

Note:The Related form should have a lookup field connecting it to the original form. In this case, the Asset form should have a lookup field linking it to the Employee form.

  • Under Lookup field, you will see the lookup fields of the chosen form from which you can select the appropriate one
  • Under Display name, give the name in which you want the list to show. In this case you can give the display name as 'Asset Request'
  • Click on +Add new and select 'Travel Request'

Note: The Travel Request form should have a lookup field connecting it to the Employee form.

  • Under Lookup Field, select the appropriate field and under Display name, give 'Training Request'
  • Click Save

Now, when you go to Settings > Employees > Users and click on any user, you will be able to see the Asset Request list and Travel Request list right on the same page. You can click on the + icon to add a request right away under the respective tab.

Scenario 2: Another scenario is where you can enable employees to add their Travel expense in the travel request form itself.

Follow the steps given below to do this.

  • From your home page, go to Settings > Forms and Tabs > Travel Request
  • Click on the ellipsis icon and select 'Related Forms Configuration'
  • Under Form Name, select 'Travel Expense'

Note: The Travel Expense form should have a lookup field linking it to the Travel Request form.

  • Under lookup Field, select the appropriate lookup field. Eg- Travel ID
  • Under Display Name, give a name - Eg - Expense Request

  • Click Save

Now, when you go to the Travel Request form, you will be able to see the Travel Expense tab too. Here, you can view the records that are already added to the Travel Expense form. You can also create a new travel expense by clicking on the + icon.

Is it possible to have some restrictions imposed on the values that are entered in a field of a form?

Yes. This is possible. You can create a validation for one or more fields of a form, set rules and have a script written for the conditions to be satisfied. This helps in scenarios where you would like to have a control over the values entered by employees.

Scenario 1 - For example, in a travel form, you can restrict the members of a designation from claiming more than a fixed amount. This means that, any amount more than what you have set, cannot be entered by the employee.

As the first step, you need to set the maximum claim amount against each designation in the Designation form.

Note: Your Designation form should have a number field named 'Allowed Amount' to enter the allowed claim amount for each designation

Follow the steps given below to fix amount for each designation.

  • From your home page, go to Self-Service > Organization > Designation > Add Record
  • Enter the allowed amount against each Designation

  • Click Submit

Once this is done, you can do a validation for the Travel Expense form. Follow the steps given below to do this.

  • From your home page, go to Settings > Forms and Tabs > Forms
  • Go to the Travel Form
  • Check the 'Custom Validation' box under Form Properties

  • Enter the function name and enter the script given below in the box provided

Script:

formDetails = Map();

formDetails = recordDetails;

DesignationId = formDetails.get("Designation.ID");

travelamount = formDetails.get("Travel_Amount");

DesignationformDetails = Map();

DesignationformDetails = zoho.people.getRecordByID("designation",DesignationId);

DesignationName = DesignationformDetails.get("Designation");

Allowed_Amount = DesignationformDetails.get("Allowed_Amount");

Result = Collection();

if(!DesignationName.equalsIgnoreCase("") && travelamount.toLong() > Allowed_Amount.toLong())

{

Result.insert("Travel_Amount":DesignationName + " travel amount should not be higher than " + Allowed_Amount);

}

info Result;

  • Click Save

 Tip Label names can be obtained from Settings > Integration > Zoho People API > API reference

Scenario 2: Let us assume another scenario wherein, you would like to restrict employees from entering a future date while they are making a travel claim.

To do this

  • From your home page, go to Settings > Forms and Tabs > Forms
  • Go to the Travel Expense form
  • Check the 'Custom Validation' under 'Form Properties'
  • Enter the function name and paste the script given below

Script:

formDetails = Map();

formDetails = recordDetails;

Travel_Date = formDetails.get("Travel_Date");

travelamount = formDetails.get("Travel_Amount");

Result = Collection();

date1 = zoho.currentdate;

Result = Collection();

if(!travelamount.equalsIgnoreCase("") && Travel_Date.toDate() > date1)

{

Result.insert("Travel_Date":" travel claim can be submitted only for a past date ");

}

info Result;

  • Click Save

The output format will be a collection and it should in the format of Key value pair as label name, error message.

 TipLabel names can be obtained from Settings > Integration > Zoho People API > API reference 

Are there any limitations in the number of fields added in a form?

There are no limitations for a Custom Form. However System forms have limitations in the number of fields as listed below.

  • Single Line Field, Email, Blood Group, Image, Phone, Url, File upload, Gender, Country-78
  • Number, Dropdown, Lookups, Date &Time, Radio, Multi Select - 29
  • Decimal, Currency - 29
  • Decision box - 15
  • Multiline - 10
  • Date - 9

Form View

How do I modify the layout of a form to display the fields by their corresponding section?

Your forms can either be in a Single page or Multi-page layout if there are a lot of fields.

After creating your form, go to Form properties, and under Form Layout, select Single-page layout or Multi-page layout.

Click here to know how to create a form. 

How do I re-organize or re-order the forms under a selected tab?

  • From your home page, go to Settings (gear icon) > Forms and Tabs > Tabs
  • Use the drag and drop option to re-arrange the forms as per your need.

Forms can also be re-arranged between tabs by using this option. It is also possible to use the drag-and-drop option to re-organize the Tabs.

 

I have set various permissions for different roles for a particular form. I would like to see a preview of the form for each role. Is this possible?

Yes. This is possible. Once you have created the form or customized the form and set various permissions, you can follow the steps given below to preview it based on roles.

  • From your home page, go to Forms and Tabs > Forms
  • Go to the form that you need to preview and click on the ellipsis icon
  • Select 'Preview Form'
  • On the top right corner, click on 'Showing as Admin'
  • From the list, select the role for which you would like to preview the form

You will be able to see the form as it appears for that particular role.

What is the purpose of Custom Action?

Custom Action is an integral part of Automation as it enables you to manually add specialized actions. You can add customized buttons for different actions thereby making the system more flexible and our Forms more customizable.Both Users and Admins can access customized actions in accordance to their needs and set permissions.

  • It enables you to manually add Customized buttons that trigger the desired action.
  • It helps you set Custom buttons in the record hence the action can be triggered then and there from the Form.
  • Utilising Custom Button, you can trigger mail alerts, set field updates and add custom functions.
  • The 'Links' option aids in accessing links of internal and external sources in the form itself.
  • Documents can be added to the form to be downloaded and read as a part of the form using 'Document Download'.

Features in Custom Action:

Custom Button:

These are specialized buttons that can be customized for various actions.This is the quickest way to do any action i.e a single click of this single button triggers the required action.

  • Mail alerts: Mail alerts can be mapped to the button.
  • Field updates: In any case, a change in the provided field can be updated in all the selected Forms.
  • Custom Functions: Specific function scripts can be written to meet unique needs.

Links:

This helps you define some links from both internal and external sources that can be mapped to the button and the link can be accessed right from the form.

Document Download:

Documents that need to be read then and there like Company Leave policy, Anti-harassment policy etc can be added to the form using this option.

I would like to send a probation confirmation letter to employees viewing their date of joining recorded in the Employee form.Is this possible?

Yes.This is possible by setting up a 'Send Probation letter' button in the form view.

  • Go to Settings > Forms and Tabs > Custom Action
  • Click on 'Add Custom Action'

  • Click 'Custom Button'
  • Select 'Employee form' from Form Name drop down
  • Provide Name as 'Send Probation Letter'.
  • Set permissions to access the Custom Button by selecting the reporting to or 'HR' from teams under 'Custom Action Allowed for'.
  • Position the button to be in 'Record view' as you can send the letter after viewing the date of joining listed in the form.
  • Click on 'Mail Alerts' under Actions to be performed.
  • Add a new mail or choose from an existing mail template. In this case add a new mail alert by filling in the mail alert name, subject etc.

 TipClick here to know more about mail alerts

  • Type in the message with the available merge fields.

eg: Dear ${FirstName} , We are pleased to inform that you have joined the organization on ${Dateofjoining} and have successfully completed your probation.

  • Click Save
  • Now go back to the Custom Action page and add the new record template.

  • Click Save

Now you have set a custom button in the form itself to send the Probation Confirmation Letter.

     

I would like to download my Salary slip right from the form. Is this possible?

Yes.This is possible by adding a Custom Action to download the Salary Slip document from the respective form.

  • Go to Settings > Forms and Tabs > Custom Action
  • Click on 'Add Custom Action'
  • Select 'Document Download'
  • Select 'Employee Salary' from Form Name drop down
  • Provide Name as 'Salary Slip Download ' and Set Custom Action allowed to all roles by checking every Role listed.
  • Position the button to be in 'Record listing'.
  • Set visibility of the button to all by selecting multiple views from the 'Visible for' drop down.
  • Add a ready-made Record Template or Create a new one by clicking on 'Add Record Template'. Set the respective Form name in this case Employee Salary form, Template name and type in the message by merging the available fields. Click 'Save'.
  • Now go back to Custom Action page and add the new record template.

  • Click Save

You can now view the Salary Slip Document available for download in the Employee Salary Form.

 

A travel expense claim has been made for travel to the US. Is there a way I can view the claim in USD converted to INR right there in the Travel Expense form?

Yes.This is possible by enabling a 'Convert Currency' button in the form by linking the field value to a currency converter. The converted currency value will appear in another tab.

  • Go to Settings > Forms and Tabs > Custom Action
  • Click on 'Add Custom Action'
  • Select 'Travel Expense' from Form Name drop down
  • Provide Name as 'Convert Currency' and Set Custom Action allowed to all roles or select from teams, roles and departments
  • Position the button to be in 'Record listing'
  • Select 'Employee view' to make it visible to employees or choose multiple options to make it visible to all.
  • Provide the specific URL in the 'URL to be accessed' box
  • You can customize the URL with unique domains by clicking on the '+' icon at the end of the URL box

  • Click Save

Now in your Travel Expense Form, you can view the custom button named 'Convert Currency'. Click on it to convert USD into INR. This will take you to another tab wherein the claim amount converted to INR can be viewed.

Import and Export

Can I import data from excel sheet into a form in Zoho People account?

Follow the steps given below to import data into a form:

  • From your home page, go to Settings (Gear Icon) > Forms and Tabs > Forms
  • Go to the respective form
  • Click the ellipsis icon at the right corner of the page and click Import
  • Upload the file to be imported and click Next
  • Map the details, confirm mapping and handle duplicates if any

Can I export data from a form?

Follow the steps given below to export data from a form:

  • From your home page, go tothe respective form
  • Click the ellipsis icon at the right corner of the page and click Export
  • Select the format in which the export needs to be done
  • Check the box to include tabular section data and click Export

Permissions

How can I set view only or edit only permissions for a particular form?

  • From your home page, go to Settings > Forms and Tabs > Forms
  • Go to the form for which you would like to set permissions
  • Click on the ellipsis icon and select 'User Access Control'
  • Select the Role from the drop down and set permissions for View/Edit/Add/Delete
  • Under 'Field Permissions' you can define view and Edit permissions for various fields of the form

Under View and Edit, you also have the option to control whether the data that is viewed or edited is one's one data or just subordinates' data or Own data plus sub-ordinates' data or All data or no data.

Can I set permissions for a particular field in a form?

Yes, you will be able to set view, edit, add and delete permissions for each field in a form.

The permission to view, edit, add or delete a particular field can be set for forms.

When adding more fields to the form, I’m getting a message - “Please contact support@zohopeople.com to add more fields”. What should I do?.

The number of fields that you can add in a form is pre-determined. If you exceed the limit, then you will get the message that you need to contact support@zohopeople.com

The limit for the system forms is given below:

  • Single line, Email, Image, Country, Gender, Url, File upload, Blood Group, Phone - ~75
  • Date - ~ 10
  • Number, Lookup, Pick list, Date time, Formula- ~30
  • Currency, Decimal, Formula - ~30
  • Multiline - 20
  • Decision box ~ 15
  • Notes - No limit

However, these limitations are not there for custom forms.

How do I set permission for a field while adding the field?

Once you have added a field, you will see that there is an option to configure permission when you hover your mouse over the field.

  • Hover the mouse over the field for which you need to set permission
  • Click on the Permission icon
  • Go to the role for which you would like to set field permission
  • Based on your need, select View/Edit permission for list of data types. I.e - My data, No Data, My Sub Ordinates Data, My Data and my Sub Ordinates' Data and All Data
  • Click Done

You have now set permission for the particular field that you added.

You can also go to Form permissions from here by clicking on Form Permission.

Is it possible to configure permissions for employees to import or export data on a form?

By default, administrators will be able to Export and Import data. However, other employees can do these actions only if permissions are configured. Follow the steps given below to define permissions for Import and Export.

  • From Home, go to Setup (gear icon) > User Access Control > Permissions
  • Under the Form drop-down, select the Form for which the Import/export permission needs to be set
  • Under Action Permission, enable the Import or Export column for the role for which you would like to add permissions

The users who fall under the chosen role will be able to Import data into a form or Export data for the form that is selected.

Can a non-administrator be given “Form Customization” permission? If so, how?

There are scenarios where you may need to give access to an employee who is a non-administrator the permission to customize a form. This is possible under User access control.

  • From your home page, go to Settings (gear icon) >User Access Control > Form permissions > Admin Operations
  • Click Forms
  • Click Add User and pick the user from the dropdown
  • Select the Tabs and Forms customization under Control Panel Functions

The selected user will be able to do form customization.

    Is it possible to give admin permissions to an user for specific forms?

    Yes. This is possible under User Access Control. Follow the steps given below to do this.

    • From your home page, go to Settings (gear icon) > User Access Control > Permissions >Admin Operations
    • Click the add user icon and select the user
    • Go to forms and select the forms for which the admin permissions should be given for the user

    Now, the selected user will have the same permissions as the administrator.