Create & Edit Forms

Overview

Create custom forms to define which fields are available in your tickets. Add predefined fields such as Status or Assignee, and create custom fields for more flexibility to meet your specific needs.

To learn about forms in PlanRadar and how they relate to tickets, read more in Forms.

You can also Define Conditions to Show/Hide Fields.

How to access Forms

1. Click Forms and Lists
2. Click Forms

Create a Form

Forms are stored in your PlanRadar account and can be assigned to one or more projects.

To create a new form:

1. Click + Create a new form

Form Name

Each form needs a name to identify it, e.g. when you Create a Ticket later.

To name a form:

1. Click Enter form name
2. Enter a name
3. Click ✔ to confirm

Form Description

You can add an optional description, for example to explain to other users what this form is meant for.

To add a description:

1. Click Enter form description
2. Enter a description
3. Click ✔ to confirm

Form Options

You can change the Form Options to determine whether tickets using this form can have attachments, comments, a plan position, and more.

Form Preview

To see what tickets will look like with this form:

1. Click Preview form

Save Form

Make sure that none of your changes are lost while you create a form, and save it at any time.

To save a form, it needs at least a name:

1. Click Save

When you create a form in this way, it is not automatically assigned to a project. For information on how to do this, see Manage Forms of a Project.

Field Types

There are two types of fields available:

• Predefined fields: They are predefined by PlanRadar and come with special functionality including title, status, priority, due date, progress, parent ticket, receiver and assignee.
• Custom fields: You can add your own fields by choosing one of the input types such as short or long text, checkbox, time, date, list, number, decimal, list and user.

Read more about Field Types.

Add a Predefined Field

There are two different ways:

1. To add a predefined field at the bottom of your form:
1. Click on the field e.g. Status (under Add a field)
   
   
2. To add a predefined field at a certain position in your form:
1. Drag & drop the field e.g. Priority to the desired position
   

Note that predefined fields can only be added once. They will get a grey background in the list on the left hand side once used.

Create & Add a Custom Field

There are two different ways:

1. To create and add a custom field at the bottom of your form:
1. Click on the field type e.g. Short Text (under Create a field)
   
2. To create and add a custom field at a certain position in your form:
1. Drag & drop the field type e.g. Date to the desired position
   

Field Properties

Click a field to show its properties on the right hand side: you can set the field name and description, assign a default list, set a default value, make a field mandatory and set field permissions.

To view field properties:

1. Click on a field e.g. Short Text
2. See all field properties on the right

Field Name

The field name is mandatory. Custom fields are named by the field type by default. To change it:

1. Enter field name

The titles of predefined fields cannot be changed.

Field Description

The field description is optional. It is intended to help other users fill in ticket fields correctly. To enter it:

1. Enter field description

The field description is available for both, predefined fields and custom fields.

Assign a Default List

After you created and added a custom list field, you can already assign a list to it. Note that only global lists can be assigned here. Project-specific lists can only be assigned later when using the form in a project.

Read more about Lists.

To assign a list to a list field:

1. Select a list in the drop-down menu e.g. Type of Work

To disable values in the list:

1. Click the settings icon
2. Clear the checkbox(es) of the desired value(s)
3. Click Close

To allow the selection of multiple values for this list field in the ticket:

1. Click the settings icon
2. Click Multi selection
3. Click Close

When you add this form to a project, this list is selected. It is still possible to assign a different list or to change the list settings for each specific project.

Allow Single or Multiple User Selection

After you added a user field, you can allow the selection of multiple users for the user field in the ticket:

1. Click Multi selection

Set a Default Value

The default value will be applied automatically on ticket creation.

To set a default value for a form field:

1. Enter a default value

Depending on the field type this could also be a date picker, a drop-down list or a checkbox.

Make a Field Mandatory

Mandatory fields must be filled with a value before the ticket can be saved.

To make a field mandatory:

1. Select the Mandatory checkbox

If you add this form to a project, this default mandatory setting will be filled in. It is still possible to change the mandatory setting for each specific project.

Set Field Permissions

By default, all available roles in the project can view and edit each form field, including roles that are created/added later.

To change field permissions for specific roles read more in Field Permissions.

Manage Fields

Change the Order of Fields

To change the order of fields in the form:

1. Hover over the order icon
2. Drag and drop the field to the desired position

Duplicate Fields

To duplicate a custom field:

1. Hover over the field
2. Click the duplicate icon

Predefined fields can only be added once to each form and, therefore, cannot be duplicated.

Remove Fields

To remove a field from a form:

1. Hover over the field
2. Click the remove icon

The title field is required and cannot be removed.

Layout Elements

There are two ways that can help to structure your forms:

• Groups allow to collapse/expand a group in the ticket to hide or show the fields in the group.
• Separators allow to add a healine (separator name) that indicates the beginning of a section in the ticket.

Both are added and managed like fields. You can add them or change the order by drag & drop, add a description, rename, duplicate or remove them like described above for fields.

Here's how the expanded and collapsed group states look inside a ticket:

Ticket Field Groups

Groups are added and managed like fields, with the following differences:

• Once you've added a group, you can drag and drop fields into it.
• If you duplicate a group, any custom fields will also be duplicated. You cannot duplicate predefined fields, so they will be skipped.
• If you remove a group, the fields in the group are not removed from the form.
• If a group contains mandatory fields, the group will also display the *.
• If a group contains only fields that the user doesn't have permission to view, the entire group will be hidden.

Also see Fill in the Form of a Ticket > Ticket Field Groups.

Edit a Form

To edit a previously created form:

1. Click on the form

Make your changes as described above and don't forget to Save Form.

If you remove a predefined field that already has data in tickets, the data will not be deleted. If you add the predefined field to the form again, the data will be displayed again. It is not possible to remove a custom form field that already has data in tickets.

Related Video

This feature is also mentioned in this product update video.