Understand Form Builder for Integration Forms

Understand Form Builder for Integration Forms

What Does This Page Cover?

Learn about the form builder of integration forms and how they hold specific attributes custom-made to cater to the needs of the integration they create with another service.

Availability

  1. Integration forms can be created only in the paid plans of Creator. 
  2. Only the super admin, admins, and developers can create and manage integration forms while other users can access, view, and edit them with relevant permissions.

Overview

The workstation where you can create, edit, and manage a form can be called as a form builder. Integration forms create a link between two services for seamless data transfer. Therefore, the form builder for integration forms is where you can create and manage forms specific to a service through which data can be transferred from one service to another.

Integration Form Builder in Creator

The integration form builder in Creator lists all the fields included in a specific module of the target service that you choose for integration, allows you to drag and drop them onto a building space, and customize their properties according to your business needs. Integration forms enable two-way data sync between Creator and another service, so the fields that have been made compulsory in the chosen module of the selected service will be added to the building space by default. They will be marked as Mandatory, and cannot be deleted.

For example, let's say you want to build an integration form for ZohoRecruit's Clients module. The mandatory field, Client Name, of the selected module will be inserted in your form by default. All other fields will be listed on the left pane and you can manage the field properties from the right pane, as seen below.

See How It Works

In the Edit mode of the application:
  1. When a new integration form is created, the form builder opens up by default.
  2. While editing an existing integration form, the form builder of the integration form opens up when Open Form Builder is clicked.

Components of Integration Form Builder



Section Name
Location
Description
Field Palette
Can be found on the left side in the form builder.
This lists all the fields present in the selected module of the chosen service. You can scroll through the field palette to view all of them.
Building Space
Occupies the center space of the form builder.
This is where you define the fields that your form is to contain. You can manage the fields in your form, which includes:
  1. Adding a field to your form
  2. Rearranging the fields in your form and segregating them into one-, two- , and three-column layouts.
  3. Deleting a field from your form removes it from the building space. The data entered in this field is stored in the relevant module and not in Creator, so there is no data loss.

    Note: When you create a form for a module, the module's mandatory fields are automatically added to the building space.

    For example, if you create a form for the Leads module, the Last Name and Company fields will be added automatically. You will not be allowed to delete these fields from the form as they are mandatory in Zoho CRM.
Field Properties
Occupies the right side in the form builder by default.
The properties of a field enable you to define the experience your users have when they enter data in that field. You can manage the fields and their properties, such as customizing their sizes, writing a description, and much more. Learn more
Form Properties
Slides in from the right when  is clicked.
The form properties enable you to define the experience your users have when they access your form to submit data. Various properties of the form, such as restricting form entries, customizing buttons, and much more, can be done from here. Learn more
More Options

When you click the More icon (vertical ellipsis), a menu will appear, from which you can:
  1. Rename your form : You can customize your form's name and link name.
  2. Delete your form : As the data submitted through this type of form is stored in the selected module of a respective service and not in Zoho Creator, there is no data loss.

Field Properties
As mentioned in the above table, you can define the various properties of the integration forms' fields here. The Field Properties tab includes the following:
  1. The Field name , Field link name , and the Datasource Field (field name as mentioned in the selected datasource) cannot be changed since they are predefined.
  2. Validation - The chosen module's mandatory fields are added to the form by default on form creation and cannot be removed. Other fields can be made mandatory by choice.
  3. User Input (for mobile) - A QR or barcode can be scanned to populated data into the field.
  4. Visibility - You can choose to show the selected field to everyone or only to the admin.
  5. Appearance consists of:
    1. Field type - Shown as a disabled field which cannot be edited.
    2. Field size - This refers to the length of a field's input area.
    3. Height - This refers to the height of a field's input area (applicable only for multi-line and rich-text field types)
  6. Description - A text explaining the purpose of the field can be added as a Tooltip or Help text.
Form Properties
You can define the various properties of the integration form from here. The Form Properties tab includes the following:
  1. Integration Details - The Service Name , Datasource Name , and Module Name are displayed as disabled fields.
  2. On Successful Submission - You can enable your users to view a message  upon successful from submission.
  3. Buttons - You can rename the Submit, Reset, or Cancel buttons. You can also hide the Cancel or Reset button entirely.
  4. Role Hierarchy - Shows who has access the records of the integration form.
  5. Restrict Form Entries - To restrict the form's entries, you can enable:
    1. Captcha : This can prevent form submission by malicious computer bots.
    2. Geo-fence : Define a virtual fence around a geographical location, so that your form accepts entries only from within it.
  6. Restrict Form Availability  - You can define the time period past which your form will no longer be accessible.
  7. Appearance - This consists of:
    1. Form Title - You can customize the form title that will be seen on the live mode of the application during the adding or editing of a record.
    2. Field Label Width - You can select the width that the field names (or labels) occupy when a user accesses your form from a web browser.
  8. Connections - View and Manage the connections that have been used in your component. Check the status of your connection, and if authorization is required.

Points to Note

  1. The fields of an integration form are listed as per the module of the service you have selected. Therefore, no field can appear in the form twice.

Limitations

  1. Only one integration form can be created per module of the service in an application.
  2. Integration forms cannot be created for custom modules in your integrated service.
  3. The Role hierarchy and data sharing rules will not be applicable for the integrations forms.
  4. Custom fields of the selected module in the target service will not be listed in the field palette of Creator's form builder, so they cannot be included in the integration form.
  5. Since the fields in an integration form are predefined, their field link name and field type cannot be altered.
  6. The digit and character limits for the text and number type fields are preset, and cannot be changed.
  7. The report created for an integration form is a list report by default. Neither can the report type be changed, nor can a new report be created as a component for the integration form.
Note: This is applicable only for QuickBooks, Salesforce, ZohoRecruit, and ZohoCRM.
  1. Integration report records cannot be deleted in Creator. However, when a record in the module of the integrated service is deleted, it also gets deleted automatically from the integration form's report in Creator.
  1. Understand Integration Forms
  2. Create an Integration Form

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