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Configure User Defined Forms

Set up fields, sections, and settings for your user defined forms.

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Written by Pat Conlon

User Defined Forms let you capture custom data fields for employees, appointments, and recruitment records. You can configure up to 40 fields per form and control their visibility and access settings. You'll need administrator permissions to do this.

Open the User Defined Forms screen

To locate and open the User Defined Forms screen, follow the steps below.

  1. From the dashboard menu, search and select Data Centre.

  2. Next to HR Admin Setup Settings, click Open.

  3. Search for User, then click User Defined Forms.

    📌Note: This is the new screen that allows up to 40 fields to be configured. User Defined Objects is the older screen and is limited to 12 fields.

  4. Depending on the form type you wish to update, click on the relevant tab.

    • Employee.

    • Appointments.

    • Recruitment.

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Add and organise fields

You have further functionality when adding and organising fields.

  • Add or edit fields as required. You can add up to 40 fields to each form.

    📌Note: The first field on a form defaults to a section header. You can't change this.

  • Add section headers to group related fields.

  • Update field labels as needed. Labels no longer have a character limit.

Configure form settings

Additional settings can be configured per form, follow the steps below.

📌Note: In the list below, ESS and MSS reference employee self-service and manager self-service options respectively.

  1. From the form, click Actions, then click Settings.

  2. Turn the required settings on or off:

    • Hide From & To Dates.

    • Hide Document Option.

    • Security Required.

    • Available on Post Profiles.

    • Cascade to Employee.

    • ESS View.

    • ESS Update.

    • MSS View.

    • MSS Update.

    • Available in Recruitment.

    • Document Upload Mandatory.

Preview your form

Before making a form active, preview it to check the layout and field order.

  1. From the form, click Actions, then click Preview.

  2. Check that the layout, section headers and field order match your requirements.

Menu access

Menu options are added automatically to menu profiles that already include the previous Data Labels UDF option. The User Defined Forms functionality is controlled by menu option Employee Appointment UDF. If you don't see this menu option in your menu profile, ask your system administrator to review our guidance for the full list of menu options that can be used.

Once the required permissions are enabled, manage your forms through the User Defined Forms screen to ensure you use the latest functionality.

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