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, create custom fields for your own needs, and reuse shared fields across multiple forms.

Access & Permissions

How to access Forms

1. Click Forms and Lists
2. Click Forms

Create a Form

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

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
   

   

Field Types

Fields fall into three categories:

• Predefined fields are predefined by PlanRadar and come with special functionality (for example Title, Status, Assignee and Due date). They are available on any form.
• Custom fields are fields you create on a form, using any field type to define what they capture. A custom field belongs to the form you create it on.
• Shared fields are fields you create once at account level, using any field type, and reuse across many forms — so the same field stays consistent everywhere.

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
   

   

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
   

   

Add a Shared Field

Once you have created shared fields at account level, you can add them to forms like any other field.

A shared field shows a chain-link icon on the form. Its name, type and options are managed centrally and cannot be changed here; you can still configure per-form settings such as whether it is mandatory. Manage shared fields in Create & Manage Shared Fields.

To see all shared fields that can be added to your form:

1. Scroll down to Shared fields
   

   

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

1. Click the shared field e.g. Discipline
   

   

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

1. Drag & drop the shared field to the desired position
   

   

You can recognise shared fields by the link icon in the form:

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
   

   

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
   

   

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.

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.

Field Permissions

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

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
   

   

Remove Fields

To remove a field from a form:

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

   

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.

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.

Related Video

This feature is also mentioned in this product update video.