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Custom Forms

Custom Forms are available in the Enterprise Edition of ConceptShare and allow you to gather data as you create, or edit work items that are important to your Organization. Data gathered can be accumulated from Date fields, Text fields, or Lists.  Custom forms can be created for Projects, Assets, Deliverables, Reviews and To-Dos.  


Many organizations stipulate unique identifiers be assigned for work items all the way through the Creative Operations process, especially if they are gathering information via an API integration.  Custom Forms gather data valuable to organizations looking to add a Business Intelligence component to their ConceptShare Account (COBI - Creative Operations Business Intelligence).  Common data values of interest we’ve seen include: Product Line, Agency, Priority, Division, Job ID and Geography.

 


To access your Custom Forms, click on the Cog in the top right corner and then click on Custom Forms.
 


On the left side of the screen there is a list of all the ConceptShare items you can create a form for.  Project, Asset, Deliverable, Review and To-Do. 

Select the desired ConceptShare item from the left menu called. Then on the far right, click on the Plus button. This opens the New Custom Form dialogue box.




Name and Code: Enter a name for your form. The code will populate automatically (Codes are leveraged by workflows and API).

Selected by default?: Toggling this setting to Yes will assign the Custom Form automatically every time an item of this type is created, unless the creator of the Project disables it.  

Description:  As a best practice, you should provide information on any systems the form draws from, or provides information to.  For example: Form numbers and Product Lines are imported to our DAM to help with reporting and document retrieval.

Click on the Save button.
 



Your form is saved in the Custom Forms screen. This screen can be sorted by clicking on any of the column titles.


To create the data fields on your Custom Form, click on the check box to the left of the Custom Form name and click on the Actions button. Select Fields




Click on the Plus button. Select which type of field you want to create:

  • Text Box - used for Single Line Text Entries
  • Text Area - used for Multiple Line Text Entries
  • Date Time - used to capture a calendar date and/or time
  • Dropdown List - used to capture a single choice from a provided list
  • List Box - used to capture a choice or choices from a provided list (multi-select)

 


Text Boxes and Text Areas are identical, except for the option to indicate visible lines in a Text Area.


Label:  Is the displayed name of the field.
Code: Is populated by the system.
Watermark Text: What is written here will guide users as to what to enter.  eg. "Enter production agency here."
Default Value: If the value is not changed the field will be populated with this information.
Visible Lines (only for Text Areas): A numerical value to indicate how many lines of text are visible.
Required:  Must this field be populated in order for the user to save this item on creation?

Click on the Save button.


Date and Time Fields


Label:  Is the displayed name of the field.
Code: Is populated by the system.
Display Type: Date, Time, Date Range, Date and Time.
Date Format: Year Month Day, Day Month Year, Month Day Year.
Time Format: 12 or 24 hour.
Default Value: If the value is not changed the field will be populated with this date/time.
Required: Must this field be populated in order for the user to save this item on creation?

Click on the Save button


DropDown Lists and List Boxes are identical, except for the option to indicate visible lines in a List Box.



Items and Add, Default Value, Visible Lines, Required
Label: The displayed name of the field.
Code: Populated by the system.
Items: Enter your items one at a time with no commas, then click the Add button. Your items can be reordered by clicking on the up and down arrows as needed.
Default Value: If the value is not changed the field will be populated with this selection.
Visible Lines (only for List Boxes): A numerical value to indicate how many lines of items are visible.
Required: Must this field be populated in order for the user to save this item on creation?

Click on the Save button.

 
Once you’ve added a few different fields you can use the order arrows to place the fields in the order you would like them to appear.


Congratulations!

You’ve learned how to create Custom Forms!  Your users will be able to enter necessary reference information for your ConceptShare Account. 


Further Reading:

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