Using Forms

From ServiceNow Wiki
Home > Use > Standard User Interface Introduction > Using Forms > Using Forms
Jump to: navigation, search
Note
Note: This article applies to Fuji. For more current information, see Forms at http://docs.servicenow.com

The ServiceNow Wiki is no longer being updated. Please refer to http://docs.servicenow.com for the latest product documentation.


Navigation and User Interface
Related Topics


1 Overview

A form displays information from one record in a data table. The specific information depends on the type of record displayed. Users can view and edit records in forms. Administrators can customize forms.

The form interface contains the following elements:

  • Form header: appears at the top of the form and provides navigational and functional controls. For more information, see Form Header.
  • Fields: display individual items of data for the record. For more information, see Fields.
  • Sections: group fields under a header. Users may collapse or display sections using tabs.
  • Related links: provide access to additional functions based on record type and system setup. Administrators can add related links to forms using UI actions.
  • Related lists: display records in another table that have a relationship to the current record. For more information, see Using Related Lists.
  • Embedded lists: allow for editing related lists without having to navigate away from the form. Changes are saved when the form is saved. For more information, see Embedded Lists.
  • Response time indicator (ResponseClock.png): appears at the bottom right of some forms to indicate the processing time required to display the form. For more information, see Response Time Indicator.
UI14 Form Elements
UI11 Form Elements


2 Form Header

The form header displays the title of the form (table) and provides a number of controls.

2.1 UI15

UI15 Form Header

The UI15 form header includes the following controls:

  • Back (FormBackUI15.png): navigates to the previously viewed page without saving changes.
  • Form context menu (MenuIconUI14.png): also called a right-click menu; appears when a user clicks the menu icon beside the form title or right-clicks the form header.
  • Edit Tags (FormEditTagsUI15.png): displays the Add tag field below the form header, which allows users to create custom tags and categorize documents. For more information, see Tagging Documents.
  • Attachments (FormAttachmentsUI15.png): allows users to view and add attachments to the record. For more information, see Uploading Attachments.
  • Annotations (FormToggleAnnotUI15.png): displays on-form annotations. For more information, see Annotating Forms.
  • Email (FormEmailUI15.png): opens an email window.
  • Show Live Feed (FormLiveFeedUI15.png): opens the document feed for this record in a flyout window.
  • Personalize Form Personalize Form Icon UI15.png: opens the form personalization menu. For more information, see Personalizing Forms.
  • Submit or Update: saves changes and returns to the previously viewed page.
  • Related Actions: provides standard actions in the form header for some tables, such as Close Incident or Resolve Incident in incident.
  • Delete: deletes the record from the list.
  • Previous (FormPreviousUI15.png) and Next (FormNextUI15.png): open the previous and next record on the list from which the record was accessed. These controls save changes to the record.

2.2 UI14

UI14 Form Header

The UI14 form header includes the following controls:

  • Back (FormBackUI14.png): navigates to the previously viewed page without saving changes.
  • Form context menu (MenuIconUI14.png): also called a right-click menu; appears when a user clicks the menu icon beside the form title or right-clicks the form header.
  • Edit Tags (FormEditTagsUI14.png): displays the Add tag field below the form header, which allows users to create custom tags and categorize documents. For more information, see Tagging Documents.
  • Submit or Update: saves changes and returns to the previously viewed page.
  • Related Actions: provides standard actions in the form header for some tables, such as Close Incident or Resolve Incident in incident.
  • Delete: deletes the record from the list.
  • Attachments (FormAttachmentsUI14.png): allows users to view and add attachments to the record. For more information, see Uploading Attachments.
  • Toggle tabs (FormToggleTabsUI14.png): toggles between tabbed and sequential arrangements of form sections and related lists.
  • Annotations (FormToggleAnnotUI14.png): displays on-form annotations. For more information, see Annotating Forms.
  • Email (FormEmailUI14.png): opens an email window.
  • Show Live Feed (FormLiveFeedUI14.png): opens the document feed for this record in a flyout window.
  • Previous (FormPreviousUI14.png) and Next (FormNextUI14.png): open the previous and next record on the list from which the record was accessed. These controls save changes to the record.

2.3 UI11 and Classic

UI11 Form Header

The UI11 and Classic form header includes the following controls:

  • Back (Back.png): navigates to the previously viewed page without saving changes.
  • Form context menu: appears when a user points to the arrow (FormTitleMenu.png) beside the form title or right-clicks the form header.
  • Submit or Update: saves changes and returns to the previously viewed page.
  • Related actions: provides standard actions in the form header for some tables, such as Close Incident or Resolve Incident in incident.
  • Delete: deletes the record from the list.
  • Attachments (Attachments.png): allows users to view and add attachments to the record. For more information, see Uploading Attachments.
  • Email (Icon-envelope.png): opens an email window.
  • Show Live Feed (LiveFeed.png: opens the document feed for this record in a flyout window.
  • Previous (Previous.png) and Next (Next.png): open the previous and next record on the list from which the record was accessed. These controls save changes to the record.
  • Toggle tabs (ToggleTabs.png): toggles between tabbed and sequential arrangements of form sections and related lists.
  • Collapse / Expand all sections Icon-collapseallsections.png Icon-expandallsections.png: collapses or expands all form sections.
  • Collapse / Expand Icon-collapseall.png / Icon-expandall.png: collapses or expands the main form section.

2.4 Form Context Menu

The form context menu provides controls based on the table and user access rights. Administrators can customize some of the options available on a context menu using UI actions.

Access the form context menu by clicking an icon or by right-clicking the form header.

  • UI15 and UI14: click the Menu icon (MenuIconUI14.png) beside the form title.
  • UI11: click the arrow icon (Icon-greenback.png) beside the form title.

Available options include:

  • Save: saves changes without leaving form view.
  • Add to Visual Task Board (UI15 and UI14): adds a card for this record to a freeform task board. For more information, see Using Visual Task Boards.
  • Related actions: provides standard actions in the form context menu for some tables, such as Create Change in incident.
  • Insert and Insert and Stay: save the data to a new record instead of updating the current record. For more information, see Inserting a Record.
  • Configure (Personalize in versions prior to Fuji) and Templates: provide administrative functions, including configuring forms and creating templates.
  • Export: exports data to PDF. Administrators can also export to XML. For more information, see Exporting Data.
  • View: changes fields to a predefined layout. Note that switching views submits the form, which saves all changes. Administrators can customize views.
  • Assign Tag (UI15 and UI14) or Assign Label (UI11 and classic): allows the user to assign a new or existing tag or label to a record, which provides quick access to frequently referenced or urgent information. When tag is assigned to a record in UI15 or UI14, the record is displayed on the Tagged Documents page. When a label is assigned to a record in UI11 or classic, a link to the record is displayed in the application navigator under the assigned label. For more information, see Tagging Documents (UI15 and UI14) or Creating and Using Labels (UI11 and classic).
  • Copy URL: copies to the clipboard the URL for the form view of the record. Follow browser instructions if browser security measures restrict this function.
  • Copy sys_id (administrators only): copies to the clipboard the sys_id of the record. Follow browser instructions if browser security measures restrict this function.
  • Show XML (administrators only): displays record data in XML format.
  • History (administrators only): displays audit history for the record (must be enabled for the table).
  • Reload Form: reloads information from the database to refresh the form view.


Note
Note: Some of the options displayed on the form context menu depend on the user role and installed applications.


3 Fields

A field represents an individual item of data on a record. Users can view and modify field data on a form. Fields may be configured as:

  • Mandatory: requires a value before users can save the record.
  • Read-only: prevents the current user from editing the field on the form.
  • Standard data entry: accepts values such as numbers, text, choice lists, dates and times, and check boxes.
  • Specialized data entry: accepts one or more of the following:
    • Journal: permits users to enter text. When the record is saved, journal field entries are listed under the input field, marked with the user name and timestamp (example, Additional comments on an incident).
    • Suggestion: provides the option to include predefined text in a text or journal field. For more information, see Suggestion Fields.
    • Reference: lets users select a record on another table (example, in an incident, the Caller field references the User table). Reference fields define a relationship between two tables. When a reference field is populated, point to the reference icon (Icon-referenceUI15.png in UI15, Reference icon.png in previous UIs) beside the field to preview the referenced record, or click the reference icon to navigate to the record.
    • Watch List: allows multiple users to subscribe to notifications of a task. A watch list is a common type of glide list, which is a field that allows users to select multiple records from another table.
    • HTML: allows users to use HTML to define how field content renders (example, knowledge article text). HTML fields can include media elements, such as images, Web links, and videos.
    • Wiki: allows users to use Wiki markup to define how field content renders. For more information, see Wiki Fields.
    • Image: permits users to upload an image file (type of .gif, .jpg or .jpeg, or .png only).
    • Video: permits users to upload a video file.
    • Normalized: alters raw input to match standardized values for improved searching and reporting. For more information, see Normalizing and Transforming Field Values.
    • Currency or Price accepts monetary information. For more information, see Currency or Price.
    • Translated HTML or Translated Text: are similar to standard HTML or text fields, but can be translated if the Internationalization plugin is active. For more information, see Using Translated Text.
    • Duration: indicates a length of time. The field automatically converts hours to days for values greater than 24 hours. For example, 30 hours is converted to 1 day and 6 hours.
    • URL: accepts a URL (web) address and creates an active hyperlink.

See Introduction to Fields for more detailed information on fields.

3.1 Field Status Indicators

Indicators are used on some fields to denote a special field type.

3.1.1 UI15 and UI14

A field status indicator is a colored asterisk that may appear to the left of mandatory fields. Field status indicators change colors to represent different states of mandatory fields:

  • Unpopulated: required field that is empty. The user must enter a value to save the form. Default color is red.
  • Populated - unsaved: required field that contains data but has not been saved. Default color is light red.
  • Populated - saved: required field for which a value has already been saved. Default color is grey.

Fields do not show the modified and read-only status indicators starting with the Eureka release.

3.1.2 UI11 and Classic

UI11 Field Status Indicators

A field status indicator is a colored bar that may appear to the left of form elements. Administrators can customize the colors of field status indicators. These indicators convey the following statuses:

  • Mandatory: required field that is empty. The user must enter a value to save the form. Default color is red.
  • Populated Mandatory: required field for which a value has already been saved. Default color is light red. If the user enters a new value, the field status indicator changes to Modified (default green).
  • Modified: contains data that has not been saved. Default color is green.
  • Read-only: user cannot edit on the form. Default color is orange.


4 Sections

Sections provide headers for a group of related fields.

  • To expand or collapse a section, click the expand or collapse icon (Hide form section UI15.png/Show form section UI15.png in UI15, Expand.png)/(Collapse.png in previous UIs).
  • To toggle between tabbed and sequential arrangements of sections, click the toggle tabs icon (ToggleTabs.png).
    • This icon is removed from the form header in UI15. To enable or disable form tabs, click the gear icon in the form header Gear icon Heisenberg.png and toggle the Tabbed forms option.

5 Embedded Lists

Some forms may show related lists as embedded. Changes to embedded lists are saved when the form is saved. For more information, see Editing in Forms.

Use these controls to work with an embedded list:

  • To expand or collapse an embedded list, click the expand (Expand.png) or collapse icon (Collapse.png) in the list header.
  • To add a new row, double-click Insert a new row...
  • To edit a row, double-click in an empty area of the field. See Using the List Editor.
  • To delete a row, click the delete icon (Delete) beside the row.
    • New rows are removed immediately.
    • Existing rows are designated for deletion when the record is saved. To clear this designation, click the delete icon again.
Embedded list


6 Navigating to a Form

Users can navigate to the form for an existing record or to a blank form for creating a new record.

To open an existing record in form view, use one of these methods:

  • Locate the record in a list and click the record number or the reference icon. For more information, see Navigating Applications and Using Record Lists.
  • Append the table name, followed by .do?sysparm_query=number= and the record number to the instance web address. For example, the following URL opens incident INC0000007:
https://<instance name>.service-now.com/incident.do?sysparm_query=number=INC0000007
Additional record parameters can be applied with a URL. For more information, see Navigating by URL.

To open a blank form for a new record, use one of these methods:

  • Open a list, such as Incident, and click New.
  • In the navigation filter, type the table name followed by .form.
  • Append the table name and .do to the instance web address. For example, the following URL opens a new Incident form:
https://<instance name>.service-now.com/incident.do

7 Editing in Forms

To edit a record in form view:

  1. Navigate to the form.
  2. Enter appropriate data.
  3. Save the record using one of these methods:
    • Click Submit or Update to save changes and return to the previously viewed page.
    • Right-click the form header and select Save to save changes without leaving form view.
    • Right-click the form header and select Insert or Insert and Stay to save the data to a new record instead of updating the current record (see Inserting a Record).
  4. If the record has been changed by another user since you opened it, an alert may appear. Click OK to confirm your changes.
    This alert is generated by the Simultaneous Update Alert client script.
Alert

Note
Note: Depending on system setup, the data entered in a form may affect other options on the form or change its appearance. For example, if you select a status of Closed for an incident, a Close Notes field may appear and may be required to save the record. Administrators can create custom form effects in a variety of ways, including UI policies and client scripts.


7.1 Inserting a Record

Insert provides a method for creating multiple similar items, such as email notifications, users, groups, or business rules. Administrators may also enable the Insert function for task records.

To insert a record:

  1. Open a similar item.
  2. Edit the item and give it a new Name.
  3. Click one of the following:
    • Insert saves the item as a new record and returns to the previously viewed page.
    • Insert and Stay saves and views the new record.
Insert


7.2 Canceling Changes

To cancel changes to a form, navigate away from the form view without saving the record. If a message appears, click Leave this Page to confirm cancellation.

Note
Note: Administrators can disable the confirmation message by setting the glide.ui.dirty_form_support property to false.


Confirm cancellation


8 Using Form Pane Tabs

UI14 Form Pane Tabs

When using the split screen feature, you can open multiple forms in the form pane. Form pane tabs appear above the form header. The current tab is highlighted. Form pane tabs are available in UI15 and UI14 starting with the Eureka release.

  1. View a list in the content frame (for example, the Incident list).
  2. Click the List and Form View button on the Edge to split the screen.
    The list is displayed in the list pane on the left and an empty form pane with a new highlighted tab is displayed on the right.
  3. Select an incident record in the list pane to display the incident in the highlighted tab.
    The incident number appears in the tab at the top of the form pane.
  4. Click the + tab to add a new tab to the form pane.
    The new tab is added to the right of the current tabs and has the generic name New Tab until you select another incident from the list pane.

To remove tabs:

  1. Select the tab to be deleted.
  2. Click the x in the tab.

9 Tagging Documents

Tags enable you to categorize different documents in a ServiceNow instance and then view those documents on one page. The tagging feature, which is available in the UI15 and UI14 interfaces, is similar to the labels feature in the UI11 interface.

Create new tags and assign the tags to different documents. Then view the tagged documents or edit the tags. Tagging documents is available starting with the Eureka release. For more information, see Creating and Using Tags.

Was this article helpful?
Yes, I found what I needed
No, I need more assistance