--- title: "About Forms" slug: "about-forms-1" updated: 2026-05-08T13:44:39Z published: 2026-05-08T13:44:39Z canonical: "docs.interprose.com/about-forms-1" stale: true --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.interprose.com/llms.txt > Use this file to discover all available pages before exploring further. # About Forms ACE provides hundreds of built-in fields to capture data. However, you may need additional fields beyond the default options. Forms allow you to capture and organize custom data for clients, accounts (debts), and transactions. In addition to standard forms, ACE also supports Global Lookup Forms, which allow you to store and reuse standardized data across multiple forms using dropdown selections. > [!CAUTION] > Caution > > Only work on Form updates outside of active production. Adding/Modifying a form can harm your system's stability when users are actively working in ACE or when jobs, loaders and reports are running. ## Types of Forms 1. **Client Forms** 1. **Location:** Display on the client’s profile page. 2. **Usage:** Store information specific to a client (e.g., organization details, special instructions). 2. **Debt Forms** 1. **Location:** Display on individual account pages. 2. **Usage:** Store information related to a particular debt (e.g., payment preferences, property references). 3. **Locations of Debt Forms:** 1. **Standalone** 1. Appears in the left‐hand sidebar, listed alphabetically after ACE’s standard options. 2. Can be single‐instance (default) or multi‐instance (see below). 2. **Include** 1. Appears as a section within the account view. 2. You can reorder it under Setup > User Interface > Account View. 3. Single‐instance only (multi‐instance is not available for Include). 4. **Multi‐Instance (Standalone Only)** 1. Available only when Allow Multiple Instances = True in the form configuration. 2. Lets you store multiple entries for the same form on one account. 3. Requires exactly one Primary Key field to uniquely identify each entry. 3. **Debt Transaction (Debt Trans) Forms** 1. **Location:** Display on individual transactions. 2. **Usage:** Store details such as transaction statuses, special handling notes, or receipts. 4. **Global Lookup Forms** 1. **Location:** Standalone setup form (not tied to a specific client, account, or transaction) 2. **Usage:** Store reusable reference data that can be selected from other forms using a dropdown 3. **Key Characteristics:** 1. Not tied to a specific record (client, debt, or transaction) 2. Must be Standalone and Multi-Instance 3. Used with Lookup Fields in other forms 4. Require a Primary Key field for display values ## How to Create a Form > [!NOTE] > Please Note: > > When naming forms, it is best practice to use identifiers that are shorter than 31 characters. This helps ensure that the SQL Views Layout will generate as expected. Longer identifiers where the first 31 characters are the same will be read as duplicates and prevent the Layout document from generating. 1. Navigate to **Setup → Forms, New** 2. Enter Basic Form Details 1. Label: e.g., “Property References” 2. Identifier: Defaults to uppercase/underscores (match the label if possible) 3. Form Config Type: DEBT, CLIENT, or DEBT_TRANS 4. Icon: (Standalone only) 5. Location: (For Debt forms) STANDALONE or INCLUDE 6. Allow Multiple Instances: True or False (True only works if Location = Standalone) 7. Roles: Set view, insert, update, and delete permissions 8. Description: Summarize the form’s purpose 3. Click Apply to save these basic settings. 4. Add Form Fields 1. In Form Fields, click New. 2. Enter a Label, copy it into Identifier. 3. Field Type: Choose from String, Boolean, Date, etc. 4. Set any additional properties (e.g., Required, Hidden, Searchable). 5. For multi‐instance, mark exactly one field as Primary Key. 6. Click Save. 5. Add More Fields as needed, then Reorder Fields (if desired) by clicking and dragging. 6. Finalize 1. Click Save to confirm your form setup. ![](https://cdn.document360.io/6c7303ca-5ffc-4149-8868-8ea498eee635/Images/Documentation/Screenshot 2025-01-29 175134.png?sv=2026-02-06&spr=https&st=2026-10-31T15%3A34%3A04Z&se=2026-10-31T16%3A34%3A04Z&sr=c&sp=r&sig=fu3szsoqznQSSzIcW7FBg3xn2nGgWlqg3g7mM6GKQv4%3D) Image Displays Example Standalone Multi-Instance Form Configuration ### Form Page Fields The Form page consists of fields for data entry. Fields with an * are required. View the table below for field descriptions. | Field | Description | | --- | --- | | Identifier* | Unique name in the database (often matches the label). | | Form Config Type* | DEBT, CLIENT, DEBT_TRANS, or LOOKUP | | Allow Multiple Instances | True or False (Standalone only). | | Label* | Display name for the form. | | Description | Explains the form’s purpose. | | Icon* | For Standalone forms (sidebar display). | | Location* | Include or Standalone | | Layout Columns* | Default 2 (adjust the number of form columns). | | View/Insert/Update/Delete Roles | Controls user permissions. | | Account View Visibility Logic | A logic condition that will be used to determine whether or not the form shows on an account page. If the logic result is true, this form will show. | ### Form Field Section The form field section consists of additional fields for data entry. Fields with an * are required. View the table below for field descriptions. | Field | Description | | --- | --- | | Form | Auto-populated by ACE based on Form settings. | | Identifier* | Unique Identifier in database table. | | Misc1 & Misc2 | Extra value that can be stored on the account, used for reports or code. Won’t be directly visible on the account level. | | Label* | Name of the form field shown to users. | | Ui Label | Overrides the default Label on the UI (rarely used). | | Ui Label Style | Overrides the default html style of label field element (rarely used). The default is “width: 25%”. | | Ui On Change | Runs a custom JavaScript when a user changes this field (rarely used). | | Tooltip | Displays a ? Icon with extra text for users. | | Field Visibility Role | Restricts which roles can see this field. Choose “Agent” for general visibility. | | Encrypted Insert Role | If set, only users with this role can insert values into the field when no value exists. No effect if the field is not encrypted. | | Encrypted View Role | If set, only users with this role can view the unmasked field value. No effect if the field is not encrypted. | | Encrypted Edit Role | f set, only users with this role can edit the field value. No effect if the field is not encrypted. | | Type | The data type (String, Boolean, Date etc.) | | Lookup Form | Required when Field Type = LOOKUP. Selects the Global Lookup Form that provides the dropdown values. | | Primary Key | Required for multi-instance and Global Lookup Forms. This value is displayed in lookup dropdowns. | | Required | User must populate the field before saving. | | Hidden | Field doesn’t appear in the screen but is still stored in the database. | | Searchable | Makes this field searchable at the account level; use sparingly to avoid slowing down searches. | | Display on Summary | - **For Standalone and Include Forms:** Enables the field to be displayed in the account summary. - **For Multi-Instance:** Displays the field in the Multi-Instance Form Summary. | | Colspan | Adjusts field width (1-16). | ### Custom Validation Section [Custom Form Validation (JavaScript)](/v1/docs/forms-custom-form-validation-javascript) can be used to verify data exists or meets expectations. It can also be used to display an error if valid data doesn't exist when saving a completed form. ## Editing Limitations During Concurrent Sessions or Active Jobs The system enforces limitations on editing forms while another user is logged in or when any job is running. Users are permitted to make modifications to certain form attributes and fields, with specific restrictions. #### Modifications Allowed While Another User is Logged In or a Job is Running **Forms:** - Label - Description - Icon - Location - Number of Columns - Any/All Roles - Account View Visibility Logic - Custom Validation **Form Fields:** - Misc1 - Misc2 - Label - UI Label - UI Label Style - UI On Change - Tooltip - Field Visibility Role - Primary Key - Required - Hidden Display on Summary - Colspan #### Modifications Not Allowed **Forms:** - Creation, cloning, or deletion of forms - Adding or deleting form fields - Modifying the "Allow Multiple Instances Per Type" setting after creation **Form Fields:** - Editing field identifiers - Altering the Searchable Boolean setting - Editing field types These limitations ensure system integrity and prevent conflicts when multiple users are engaged in form modifications or background processes are running. For any questions regarding these changes, please contact support. ## Additional Resources Review the following articles on how to create Forms. - [Form Include Type](/v1/docs/form-include-type) - [Standalone Form](/v1/docs/standalone-form) - [Multi Instance Form](/v1/docs/multi-instance-form) - [Global Lookup Forms](https://docs.interprose.com/docs/global-lookup-forms)