Step 7 - Creating a Form Template

Step 7 - Creating a Form Template

When you choose to grant View, Create or Edit permissions for individual records in VERSITAL, each record is displayed using a pre-defined form template that you can configure.  Each form template can be customized to show only the fields that you want displayed and each field has specific controls around how it can be manipulated.

  1. To create a form template go to the VERSITAL Admin Console and click on Form List


  2. To edit an existing form select the edit icon next to the form you'd like to edit.  Otherwise click the Create button to create a new form template


  3. Select the record type you would like to create a form for, then click Create Form Template


  4. VERSITAL will read the record in your NetSuite environment and display any available subtabs across the top of the form builder and all available fields for the selected record type will be displayed in the Field List


  5. You can scroll through the list of fields or use the search to find the specific fields, then drag them over into the form builder workspace


  6. When the field is added to the workspace use the field settings to enter a default value (optional), or define the field settings.  The available field settings are as follows:
    1. Normal - the field will be displayed when the record is viewed or edited, and the user is allowed to freely edit the field value.
    2. Read Only - the field will be displayed when the record is viewed or edited, but the user will not be able to change the value.  If set the default value will be displayed for this field.
    3. Hidden - the field will NOT be displayed on the record at anytime, but any default value set will still be used when records are newly created.
    4. Mandatory - the field will be displayed when the record is viewed or edited, and the user is allowed to freely edit the field value.  However, when creating or editing the record this field cannot be left blank.


  7. If your field type from Netsuite is a list/record field, then you need to provide a saved search to act as the list shown in Versital.  This also allows you to create a list of selections that is filtered to a specific subset of available values.  Enter the search ID in the field settings to define what list values are displayed in Versital
    NOTE - you cannot use custom lists as a list/record field in Versital.  Please update your custom lists to be custom record types to be available through Versital



  8. You can also provide a default value for the list.  To use the default value for list/record field types you must enter the Internal ID of the list value to define the default



  9. If you would like to dynamically filter your values in the list based on the user logged in to Versital at the time, then mark the Filter by Entity box and set the field ID from the record type in the list that references the entity record.  For example if your list is showing a list of Contacts to select from and you only want the user to select from Contacts that are associate with their Customer record then enter "company" in the field ID as the "company" field on the Contact record is what references the Customer.



  10. If you have subsidiaries enabled in your Netsuite account AND the record type for this field is dependent on the Subsidiary, then mark the Filter by Portal Subsidiary box.  This will ensure that the list of records only shows values that are related to the proper subsidiary.  For example if you are showing a list of Items to select from, each item is restricted by the subsidiary of the transaction, so you must define the subsidiary to be used.

  11. The Item field on transactions has one special feature called "Add Multiple".  When enabled this will add the "Add Multiple" button when the user is entering this transaction.  Clicking Add Multiple will open a pop up window that displays all results of the saved search ID you have listed and allow the user to select one or more items from the list to quickly add items to the order.  To enable Add Multiple for this form mark the appropriate checkbox.
    NOTE - You must define a saved search ID to enable Add Multiple


  12. Repeat these steps for every field you would like to be displayed on the record.


  13. Add structure to your forms by adding additional sections to help guide the user to enter the correct information.  To add a new section click the + icon next to Section


  14. To remove an unwanted section click the X icon next to that section.


  15. To rename a section simply type the new name or section title in the section name field.


  16. Repeat these steps for any other subtabs that are applicable to this record type.  If a subtab does not have a field defined on it it will NOT be shown on the record in the user site.


  17. When you have finished configuring the form template to meet your use case give the form a name and set the status, then Click Submit form template.  The form statuses are:
    1. Published - this form can be used in any portal
    2. Draft - this form is saved, but cannot be used in any portal
    3. Inactive - this form is inactive and cannot be used in any portal


  18. Once saved the form template will show in the form list and you can continue to edit it again.  Also depending on the status you can now use this form template in the portal builder for the applicable record type.



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