SharePoint is more than a document repository. It empowers users to store, collaborate on, and manipulate all types of data. This article will cover how to create a form in SharePoint for any list.
Using SharePoint lists, users can capture information such as announcements, events, tasks, and issues. That data can then be easily manipulated (sorted, filtered, and reordered) and saved in various configurations called list views.
What does this have to do with SharePoint forms, you ask?
Well, when a new list is created, a corresponding form is also generated. If you can create a list, you can make a custom form in SharePoint!
In This Article
- Out of the Box SharePoint Forms Customization
- Other Form Customization Tools
- Want to Discuss How to Create a Form in SharePoint?
PermissionsAcross all versions of SharePoint lists, users will need at least Edit permissions to create and manage lists. When it comes to customizing SharePoint forms, permissions become murkier. Aside from modifying forms via the out of the box means outlined below, additional Microsoft and third-party tools can be used to customize SharePoint forms. Permissions to use additional tools will depend not only on your level of access within SharePoint but also on your organization’s data governance policies regarding those specific tools.
Modern New Item Form
There are a few traits worth noting about the form:
- Different data field types are represented by different controls. For example, the Yes/No field shows up as a toggle switch or checkbox, whereas the Date field displays a mini calendar popup.
- Required data fields, like Title, in this case, have an asterisk (*) beside them and display an error message if left blank. The form will not allow submission until all required fields are filled.
- The data fields are arranged based on the order they were created in the list.
Modern SharePointIn the upper right corner of your screen, click on the Settings icon and select List settings.
Classic SharePointIn the ribbon, click on the List tab and select the List Settings button.
Once on the list settings page, it will look the same in both the modern and classic experiences.
Reordering Form FieldsTo reorder how the fields display on your list form, follow these steps:
Microsoft Power Apps enables users to build applications without knowledge of traditional code. Luckily, Power Apps integration is built into Office 365 through modern SharePoint Online lists, enabling you to get started right away.
SharePoint 2019 can be integrated with Power Apps but not older on-premises versions.
Users can create a form via Microsoft Forms to gather information. Unlike the other tools presented here, Microsoft Forms data will not be stored in or write back to a SharePoint list. However, it may be a good option to survey external users without enabling guest access in your environment.
Microsoft Forms can be added as a web part on modern SharePoint Online pages in Office 365.
Before Power Apps, there was InfoPath. InfoPath is a program that allows users to create forms that can be filled out in a web browser. Since its launch in 2003, InfoPath has extended its form customization and creation capabilities to corresponding versions of SharePoint on-premises. If you’re not already familiar with InfoPath, now isn’t the time to begin your education—that ship has sailed.
Power Apps, is marketed as “the successor to InfoPath.” For that reason, we recommend using Power Apps over InfoPath whenever possible. InfoPath 2013 is the last and final released version of InfoPath, and Microsoft is ending mainstream support for it on July 13, 2021.
SharePoint DesignerMainstream support is also ending for SharePoint Designer 2013 on July 13, 2021. While it can be used to create and modify classic SharePoint list forms or a web part, doing so requires knowledge of traditional code.
To use Visual Studio on a custom list, you need both knowledge of traditional code and development experience.
Because you’re essentially building a form from scratch, the customization options are limitless. However, forms developed in Visual Studio are hard to maintain and update due to the expertise required.
Depending on your situation, using Power Apps, Microsoft Forms, or InfoPath instead of Visual Studio to manipulate SharePoint forms will save you and your organization from future headaches.
Want to Discuss How to Create a Form in SharePoint?
Still trying to wrap your brain around how to create a form in SharePoint? Are you stuck with a bunch of InfoPath forms that need to be converted to Power Apps before the deadline?
If you need help modernizing your custom list forms, consider hiring a Power Apps consultant. IncWorx offers Power Apps Consulting Services as well as Pay-As-You-Go Consulting for smaller projects. Connect with us today!
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