Create & Edit Forms

Overview

Create custom forms to control which fields are available when users create or edit 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.

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, for example when you Create a Ticket later.

To name a form:

1. Enter form name 
2. 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. Enter form description
2. Click ✔ to confirm
   

Form Settings

You can Edit Form Settings 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

Save your form at any time to ensure your changes are not lost.

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 text, Long text, Checkbox, Time, Date, List, Number, Decimal, User, and Attachment.

Read more about Field Types.

Add a Predefined Field

There are two different ways to add fields.

To add a predefined field at the bottom of your form:

1. Click on the field, for example Status (under Add a field)
   

 To add a predefined field at a certain position in your form:

1. Drag & drop the field, for example Priority to the desired position
   

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

Create & Add a Custom Field

There are two different ways to add fields.

To create and add a custom field at the bottom of your form:

1. Click on the field type, for example Short Text (under Create a field)
   

To create and add a custom field at a certain position in your form:

1. Drag & drop the field type, for example Date to the desired position
   

Edit Fields

Click on a field to edit it in the right-hand side panel, including:

• Field Name
• Field Description
• Field Properties
• Conditional Visibility
• Field Permissions

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 Description
   

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

Field Properties

Default properties can be overridden per project. Global properties apply to all projects.

There are different field properties available depending on the field type. You can, for example, make fields mandatory, assign a default list, or set a default value.

Read more in Edit Field Properties.

Conditional Visibility

You can set conditions for individual fields or groups of fields so that they only appear when certain criteria are met. Conditions can be based on other fields in the ticket including checkboxes, lists, the status field and attachment fields.

Read more in Define Conditions to Show/Hide Fields.

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

You can duplicate, remove, or change the order of fields.

Change the Order of Fields

To change the order of fields in the form:

1. Hover over the order (drag handle) 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 elements that help structure your forms:

• Groups allow users to collapse or expand a group in the ticket to hide or show the fields in the group.
• Separators allow you to add a headline (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 as described above for fields.

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

Ticket Field Groups

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

• Once you have 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 an asterisk (*).
• 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 remember to save the 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.