Introduction to Form Settings in List Setting in SharePoint

In the previous article I have explained about rating settings available in SharePoint lists and libraries. Now in this article I am going to explain form settings available in SharePoint lists and how form settings can help us in customizing the list forms.

In this article, I am going to cover the following topics.

  • Background
  • Introduction to Form Settings in SharePoint
  • Using InfoPath Forms to customize the list item forms
  • Summary

Background

We all knows that the SharePoint has captured a big amount of the global market in organizations. In today’s time, many big organizations use SharePoint to manage their business processes. Many organization use SharePoint lists and libraries to store its contents. When we are entering data into lists and library we have to use SharePoint default form. The default list item form looks like

Classic list item form

SharePoint

While the modern experience list form look like this.

 

SharePoint

 

These are SharePoint default list items forms. This does not contains any kind of custom validations such as, if we want to hide several fields based on some other fields selection then it is not possible by default in SharePoint. For that we need to inject some custom codes and override the default functionality, but Microsoft doesn’t recommend it as there may be security breach chances. So what’s the alternative? Microsoft provides a default way to override the list’s default form with our custom forms. Every list and library has a setting called Form Settings.

Introduction to Form Settings in SharePoint Lists and Libraries

SharePoint allow users to customize the default list and libraries forms using some of the available tools such as PowerApps and InfoPath. However Microsoft PowerApp is replacing InfoPath slowly, but still many organizations use Microsoft InfoPath to customize the list forms. Apart from this PowerApps and InfoPath tools, there are many other third party tools available which allow us to customize the list and libraries forms such as SPForm, Nintex Forms etc.

Using InfoPath Forms to customize the list item forms

In order to customize the list items form using InfoPath there are many ways. But one way is from Form Settings in SharePoint List. Let’s see how we can customize the form using InfoPath to customize the list form.

Step-1

Open the list which you want to customize and then click on settings icon and then click on List Settings.

SharePoint

 

Step-2

From list setting page, locate and click on Form Settings

SharePoint

 

Step-3

Once you click Form Settings, you will see the following screen.

SharePoint

 

Here we have three options.

Use the default SharePoint forms: This means the default custom list form provided by SharePoint.

Use a custom form created in PowerApps: By default the radio button will be disabled but you can still click on the link given. This is a new option available in SharePoint Online and SharePoint 2016. In previous versions of SharePoint, PowerApps version may not be available. PowerApp is the new tool introduced by Microsoft that allow us to build the custom list item forms. This option provides a link using which we can navigate to PowerApps and create our own custom form. I will cover how to create a forms using PowerApps in a different set of articles, for now here is the reference link from where you can learn how to create and customize the list item forms using PowerApps.

Use a custom form created in InfoPath: This option will be also disabled by default. Microsoft InfoPath was one of the great tools that was allowing us to customize the list to library forms. This is still in use. Microsoft PowerApp is just an alternative to InfoPath, it is not the replacement. In order to learn how to customize the list or library forms using InfoPath you can visit Customize SharePoint List Form using InfoPath.

Note
Creating infopath form from Form Setting is available in SharePoint On Premises. I have taken reference from SharePoint Online and in SharePoint Online it’s not available.

Summary

So, in this article we have explored the Form Settings available in SharePoint lists and library. All of the above specified steps will work same for libraries too.

My next article will be on “Save list as template”, in which I will be explaining everything related to Saving list as a template, what are the advantages, what are limitations, when it will work well and when it won’t work at all, etc. These topics will be covered in the next article.

Any question or feedback or suggestion, please do comment and let me know.

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