Form Builder User Guide

How to use the Form Builder in Colleague to build custom tabs on entity records.

Form Builder

Colleague offers a custom Form Builder for creating additional tabs on the Candidate, Company & Contact record.

These custom tabs are assigned against User Groups, enabling the option for different Users in different User Groups to view alternative fields when accessing a record.

A custom form can be used to store and provide additional information to the standard record profile page, or used to replace the page for a more customised user experience.

Admin

Custom Forms are enabled within the Admin area under User Group Permissions.

Under the ‘Admin’ permission folder you will find the option to ‘Edit Custom Forms’. Ensure this permission is set to ‘Full Access’.

Once enabled, within the Admin area, the Form Builder option will be present on the ‘System’ row.

Form Builder

When accessing the Form Builder, it will load any existing Custom Forms against the Candidate entity assigned to your User Group.

Load Existing Form

To Load an alternative Custom Form, click on ‘Load Form’ in the toolbar:

Select the User Group and Entity Type and press ‘OK’ to load the form.

Add New Tab

A custom form can consist of multiple tabs.

To add a new tab to a form, click ‘Add New Tab’. You will need to enter the tab name, the number of columns on the tab (max three) and advise whether you would like the columns to vertically scroll independently of one another.

Please note: The column and scroll settings cannot be changed once the tab has been created. If you wish to change these settings you will need to create a new tab and delete the previous one.

Edit Tab

To edit the tab label name, click on the Label text and type:

To delete the tab, click on the cross icon alongside the tab label.

To add fields to the tab, click on the ‘Add New Field’ option:

There are multiple options to choose from when adding a new field:

Page Elements:

Header – This is grey title bar to be used to signify a section of the form
Collapsible Section – This creates a group of fields which can then be collapsed and opened on click. By Default this area is collapsed when the record loads.
Collapsible Section (Open by Default) – Same as above, however this section is open by default.
Creation Only Section – This creates an area that will only be visible when creating a new record
Existing Only Section - This creates an area that will only be visible when accessing an existing record
If there are no ‘Creation Only’ or ‘Existing Only’ sections, the fields on the form will appear in both scenarios.
Divider – This is a spacer option to create space between the fields

Associated Records:

This will list the fields available on the record entity that are linked to another record.

Contact
- Company (link to Company record)
- Assistant (link to Contact record)
- Reports To (link to Contact record)
Company
- Parent Company (link to Company record)

String Fields

This will list all the fields which can contain alphanumeric text such as Forename, Surname, Known As, Email, Telephone Numbers and Website.
Custom text fields will be included among the listed fields.

Number Fields

This will list all numeric fields against the entity such as Notice Period, Wanted Pay and Wanted Salary.
Custom numeric fields will be included among the listed fields.

Date/Time Fields

This will list all date fields against the entity such as Date Created, Date Amended, Date Available and Date of Birth.
Custom date fields will be included among the listed fields.

Lookup Fields

This will list all dropdown fields (lookups) against the entity, such as Type, Status, Source, Nationality, Mailshot Status and Gender.
Custom lookup fields will be included among the listed fields.

Widgets

Colleague has developed several widgets which mimic existing functionality from the standard profile tab and/or offer some extra options. These include:

Address Display – Grey box containing primary address with Google Maps pin drop link
Images and Social Media – Profile Picture with Social Media Icons
Notes – Chosen Note tab
Recent Histories – Table with summary of the most recent histories against the record
Current Employer (Candidate Only)

Once an element/field/widget has been selected, it will appear on the tab. When you have multiple fields/elements on the tab, you will be able to drag and drop to move the fields around the page.

To delete a field or element, select and press on the ‘Delete Field’ option in the toolbar.

To save the form click ‘Save Form’. This will need to be pressed when making any updates.

If you wish to view the fields that are set to appear when accessing an existing record, click on the ‘Existing Records’ option in the toolbar.

If you wish to view the fields that are set to appear when creating a new record, click on the ‘Creating Records’ option in the toolbar.

Multiple elements and widgets will have settings that are relevant to them. Click on the ‘Show Field Options’ button in the toolbar to see these options.

When you have created the form and you wish to copy it to another User Group, click on the ‘Copy Form To Other User Group(s)’ option in the toolbar:

Select one (or more) User Groups and click ‘Copy’:

User Group Permissions

If you wish to hide the standard landing tabs on the Candidate, Company and Contact record (and/or the Custom Fields tab on the record).
Within User Group Permissions, under the relevant permission folder (Candidate, Company or Contact), set the below permissions to ‘No Access’:

Candidate > Show Candidate Custom Fields Tab
Candidate > Show Personal Tab on Candidate
Company > Show Overview Tab on Company
Company > Show Company Custom Fields Tab
Contact > Show Overview Tab on Contact
Contact > Show Contact Custom Fields Tab

These settings will be ignored if there are any mandatory fields missing from your custom form.

For more information regarding Automation with Colleague, please contact the Support Team.

Email: support@colleaguesoftware.com

Telephone: (+44) 01603 735930