Forms Overview
Forms define the layout of every data entry screen, dialog, and detail page in xAssets. When a user opens an asset to edit it, creates an incident, or views a purchase order, the screen they see is assembled from one or more forms. This makes forms the most fundamental visual building block in the system.
What Forms Can Contain
A form is an ordered collection of fields, each with a type that determines how it is rendered:
| Field Type | Purpose |
|---|---|
| Text fields | Free-text entry for names, descriptions, notes |
| Dropdowns | Select a value from a predefined list |
| Dot lookups | Search for and select a related record (e.g., a Location or Custodian) |
| Checkboxes | Yes/no toggle fields |
| Date fields | Date and date-time pickers |
| Form containers | Embed another form (a subform) within the current form |
| Databox fields | Embed a query or tree within the form |
| Custom HTML | Free-form HTML content for labels, headings, or custom layouts |
Fields are rendered in order, arranged into columns automatically by the system. For precise control, you can override the automatic layout with custom HTML and CSS (see Form Layout HTML and Stylesheets).
Category-Specific Forms
Forms can be linked to a specific Category or Category Group of assets. This allows different asset types to show different fields -- for example, a fleet vehicle form can show "Registration Plate" and "Tax Renewal Date", while an IT asset form shows "Computer Name" and "Domain Name". The system automatically selects the correct form based on the asset's category. See The Forms List for details on how category-specific form selection works.
Forms and Profiles
Each form can optionally be assigned to a Profile (e.g., IT Asset Management, Fixed Asset Management). This ensures that forms designed for one functional area do not appear in another. If no profile is assigned, the form is available across all profiles.
What You Can Do with Forms
This chapter covers the following tasks:
- The Forms List -- browsing and finding forms
- Creating a Form -- creating new forms from scratch or by cloning
- Editing a Form -- the Form Editor and its header fields
- Managing Form Fields -- adding, reordering, resizing, and copying fields
- Editing a Form Field's Properties -- controlling how each field looks and behaves
- Advanced Field Types -- dropdowns, dot lookups, subforms, databoxes, and form references
- Form Layout HTML and Stylesheets -- custom HTML and CSS for precise layout control
Tip: You do not need to build forms from scratch. In most cases, the fastest approach is to find an existing form that is close to what you need, clone it, and modify the copy. See Creating a Form for details.
Related Articles
- The Forms List — Browsing and finding forms
- Creating a Form — Step-by-step guide to creating a new form
- Editing a Form — Opening and modifying an existing form
- Managing Form Fields — Adding, removing, and arranging fields on a form
- Advanced Field Types — Dot-lookup, subform, and other advanced field types
- How to Create a Custom Form — Practical step-by-step guide to building a custom form