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Everything you need to know about SharePoint Forms
Microsoft SharePoint forms are web or app pages containing fields where you can enter data for analysis or processing. Chances are, you’ve already used forms in SharePoint multiple times. When you set up your email or Twitter account, and it asked you for your name, email, and other personal information. This is a registration form in action.
Think of SharePoint forms as the gatekeepers to your database. These gatekeepers maintain the quality and accuracy of your data in real-time. They have input checks in place to ensure that all the information users enter is valid. For example, a date field only accepts an input entered in the correct date format (MM/DD/YYYY or similar).
Without forms, users can freely enter anything that will complicate data processing and formatting.
While they offer simple data entry, SharePoint forms can also be flexible and interactive. For instance, you can customize your form so that relevant fields only appear when a user selects a particular entry from a drop-down box. This helps avoid overwhelming the user and prevents entering data that’s not relevant. One can also use add-ons or web parts to highlight specific fields with a different color, add repeating sections on the fly, or enable uploading different files or media types on the form.
In SharePoint, custom forms are used to enter information and then store them on SharePoint lists. You can then easily access and process this data or use data visualization tools to help you analyze and manage them better.
SharePoint Forms examples
As an example, let’s look at a SharePoint request form used by employees to request PTO or schedule intent to go on leave.
This simple form can contain three fields:
- Employee name
- Start date of the requested leave
- End date of the requested leave
When the employee submits the form, an email notification is automatically sent to their supervisor to approve or reject their request.
If the request is approved, the appropriate record is then added to a SharePoint list for reference by employees and supervisors. SharePoint can also automatically send an email to the employee, informing them of the decision and paving the way for clear and instant communication.
A more advanced form might display a calendar showing the open dates for that employee. To do this, the form pulls vacation leave records from the SharePoint list and uses it to block off unavailable dates in real-time. This feature can speed up the approval process by eliminating the need for supervisors to check availability manually.
How to create forms in SharePoint
The built-in SharePoint list form is the default for entering data into a SharePoint list. The main draw with the default list form is that you don’t need to do anything extra to set them up. Simply define the required fields and start entering data. This approach also provides a wide range of functionalities, including input validation, access control, and lookups. Although, to unlock these, you’ll need to do a fair amount of code development.
However, for anything more robust and advanced, you’d need to turn to one or a combination of tools. Luckily, Microsoft already offers several tools for the job.
One of these tools is the SharePoint Forms Designer, which allows you to create the form using standard web editing tools. You can also opt for their Power Apps platform (included with the Office 365 Suite), featuring an easier drag and drop interface.
If you want the best flexibility and functionality, take a look at Visual Studio. It allows you to design and customize your SharePoint forms to virtually anything you can think of. However, while it’s a powerful and versatile tool, pulling it off requires programming savvy and familiarity with the more complex inner workings of SharePoint as well as coding and development knowledge.
While very useful, some of the Microsoft options aren’t particularly user-friendly for those with less tech-savvy.
How are SharePoint Forms used?
SharePoint forms can be used to enter data into a SharePoint list. In other words, the scope of their usability is endless.
One common usage of SharePoint forms is creating survey forms. You can use a SharePoint form builder to build the form and then post it on your website. People who want to fill out the survey can access it via their web browser for easy entry. You can then view the SharePoint list, see the responses in real-time, or use third-party tools to visualize the data.
You can also use a SharePoint form for your internal business processes. The power of this approach is that you can add in a host of functionalities that improve accuracy and reduce input errors. For example, in an inventory control form, you can set it up so that the Item Quantity field highlights red if users enter a value below a specific quantity.
Create no-code SharePoint Forms with
At KWizCom, we believe that SharePoint should be accessible to every user, whether it be technical IT support professionals or the new hire from accounting. To do that, we’ve developed a range of easy-to-use SharePoint web parts, add-ons, and apps that help you unlock the capabilities of SharePoint.
KWizCom Forms, mobile add-ons, and the apps for SharePoint Online forms empower your organization to create intuitive SharePoint forms for various applications for both desktop and mobile environments. Best of all, KWizCom Forms enhances rather than replaces existing Microsoft SharePoint list forms.
KWizCom Forms is 100% SharePoint native. As a result, non-technical SharePoint users with no coding skills are easily able to adapt to our UX. Our tool isn’t overwhelming—it’s designed to be user-friendly. Plus, because we don’t replace but enhance Microsoft SharePoint forms there is a lot of time saved in form creation. You can even keep the design of your portal. Simple. Straightforward. That’s KWizCom Forms.
With KWizCom Forms, you can automate workflows without being an expert in the automation of business processes. Some of the KWizCom features that streamline operations include:
- Ability to connect to external sources like SQL, Oracle, Remote Excel Files, Remote SharePoint Lists, Web Services
- Workflow activity toolkit with cross-site collections workflows, PDF conversions workflows, and more
- Support of client-side events with true client-side logic deployed with no postbacks
Generate forms quickly
When you use KWizCom Forms, you can create smart, dynamic SharePoint forms both in SharePoint Online (Microsoft Office 365 forms) and SharePoint On-premises in a matter of minutes. Simply add the required form logic to existing SharePoint lists. Our process not only makes the work easier, it also drastically reduces the cost of creating and maintaining forms.
Do more with KWizCom
As you can see, when you choose KWizCom Forms, you can streamline your SharePoint forms processes. Our integrations allow for maximum flexibility, all while ensuring you create true SharePoint native forms. The forms you create with KWizCom Forms are 100% compatible with SharePoint and Microsoft 365 forms.
Discover more about developing SharePoint forms with KWizCom by signing up for a free demo. You’ll quickly see how KWizCom Forms aren’t a replacement for SharePoint list forms but rather an enhancement. KWizCom also adapts the design of your form to your SharePoint portal, so there’s no need to handle that separately. This makes integration easy. From our Pro to Pro+ and Enterprise editions, we’re sure to have a solution that fits your needs.
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