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Reusable Forms

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Forms are a combination of custom and standard fields, and UI components that you configure using the Form Designer. Forms are a convenient way to group commonly used fields, such as account address information, so you can reuse it in multiple various actions.

Workflow enables you to create reusable forms that can be used across multiple workflow actions. This provides you with a convenient way to manage the fields, layout, and styles of a form in one place. Each reusable form can be used within any workflow action form, and combined with other fields. 

Once added to a workflow action form, you can configure the reusable form with visibility permissions, and label and value styles. The fields and layout of the form cannot be changed on individual actions. See Forms Tab for detailed information on adding a reusable form to a workflow action.

When you create or edit a reusable form from the Forms workspace, Workflow opens the Form Designer and displays these tabs:

We do not display the Forms tab because you cannot add a form to another form.

Create New Form

To create a new form:

  1. Go to Setup > Fields & Forms > Reusable Forms and select the New Form link. A wizard displays and guides you through the steps to create the new form.
  2. Basic Settings: Complete the form fields.
    • Name: Enter a name.

    • System ID: A unique identifier, automatically generated when you name an object. You can use this identifier to reference an object in scripts, templates, tags, and through the API. You can change the System ID by selecting the pencil icon. Use caution when changing the ID as it can affect existing scripts associated with the object. For more information, see System ID.

    • Description: Add a brief description. This is used as an internal note for administrators.
  3. Click Next to open the Form Designer window, where you can design the layout of the form. Drag and drop components to position them in the desired location on the form. See Form Designer for more information on using Actions ToolbarsComponent Header Toolbars, and Component Styling.
After you create a form, Workflow adds it to the Forms Tab in the Form Designer, enabling you to add it to an action.

Important: If a form includes a standard field that is not allowed to be added to a Form Designer page layout, you will not be able to add the form to the page layout. Available standard fields vary by action type.

Manage Forms

You can search the list of existing Forms by entering keywords in the Search box and you can perform these actions on existing forms by selecting one of these available Actions:  

  • Edit: Edit the object properties.

  • Details: See the record creation and update details.
  • Form Designer: Opens the Form Designer. See Form Designer for more information.

  • Show Where Used: See where the form or custom field is used.

  • Download Data: Export data for backup or to import into another tenant. A Workflow Backup file (WFB) downloads with your project. You can then import the file into another tenant using the Migration Manager
  • Delete: Delete the object. You cannot delete objects that are used in default settings, or objects that are in use.