The record form

The record form

The form is the full view of a single record. If the list is a list of matters, the form is the matter itself opened to full width: all fields, related records, comments, and attachments in one place. You enter it by clicking a row in the list or an entry on another list.

The form is the primary place for working on a single matter. Here you read what is happening, here you change data, here you carry on the conversation with the team.

Structure of the form

The form layout is prepared by the instance administrator, so the details differ between companies, but the parts are usually the same.

• A header with the record's name or number and its status, so you know right away what you are looking at.
• Field sections grouped by topic, for example the basic data separately and the financial terms separately. The grouping is meant to help you quickly find what you are looking for.
• A side panel with three tabs: General (process, course history, record metadata), Attachments, and Comments. It is described in the separate topic The side panel.
• Comments, that is, the conversation thread at this matter.

Example. You open a contract form. In the header you see the number and the status Active, in the Parties section the client's data, in the Terms section the amount and deadlines, and in the side panel the process stage, in the Attachments tab a scan of the signed contract, in Comments the agreements with the client. Everything about this contract is on one screen.

Working on the form

• You read the current state of the matter, field by field.
• You edit the data, if you have the permission to (described separately).
• You move to related records, for example from a contract to the client or to orders.
• You comment and mention people who are to do something or to know.
• You run the matter in a process, if the record is subject to a process: then the form shows the stage and the transition buttons.

Variation of the form view

The scope of the visible information depends on permissions. Another person may see fewer fields or not have the edit button. If you expect a field that is not there, or you cannot change something, it is usually a matter of permissions, not a fault. Report it to the administrator.

History as an element of the form

A record remembers its changes. The form is not only an image of the current state, but also a place from which you reach the history: who changed something and when, how the matter moved through the stages. Thanks to this, taking over someone else's matter does not start from scratch.

Related

The side panel describes the right-hand column of the form. Form layout describes the sections and tabs. Creating and editing a record describes entering data. Related records describe the links between records. Record change history describes the record of changes.