Header Level Settings
So we’re picking up in this video where we left off in the last one, and if you need to get here, you can come up to Customization, Forms, and then choose Entry Forms and this will bring you to the same screen that we’re at right now. So we’re going to come back in and we’re going to start editing our test customer form, and we’ll take a look at how this looks as we make changes to it.
So we’re going to look at everything for customizing this form, however we’re going to start up here in the top section, the header section. So, if I come up here I’ve got a few options, I’ve got Save, Save and Edit, and Save As. So save, we already know will save this, and bring us back to our list of entity forms, well actually it will bring us back to wherever we were when we opened this, which typically is that list, but could potentially be somewhere else. We also have an option to save and edit, and this will actually just save the form, but leave us in here to continue customizing it. And we have an option to save as. Save as is kind of an important one because if we wanted to make a copy of this form, what we would do is come in here and give it a different name, so we might add a number 2 on here, and then come up and choose save as. And this would actually save the form as Test Customer Form 2, and it would give it a slightly different ID, it would append a number to the end here, and then we could work on that form, and we’d have two copies. I’ll go ahead and delete this, because I don’t want to save it as test customer form 2.
We have an option to move elements between subtabs, but we’re actually going to come back to this in video five, and basically this is just what it says, it’s to move elements between subtabs inside of the form that we’re customizing.
To the right, we have an option to change the ID. This is especially useful, if you maybe mistyped the ID, or if you made a copy of the form and the new ID has a number appended to the end of it. Now since IDs are case insensitive, and they don’t allow for spaces, it’s typically recommended that you use underscores to separate the words of the ID, and this is actually why ours is called custform_test_customer_form. This ID might not actually mean anything to you right now, but if you later go on to script against these records, that ID will become very important, so using a naming convention that makes sense is a great way to set yourself up for success later on down the road.
Over to the right we have some more options, we have the actions menu, it’s got a couple of things underneath it. Now delete is pretty much self-explanatory, it’s going to delete this form, but download XML will actually download a copy of the form, as it is, in extensible markup language. Now you might wonder what this is for, and in a way this can kind of act as a backup copy, but the reality is this is mostly used for SuiteCloud development. So if we click download XML, this will actually download this form in XML, and we can click on it to open it, and here we see how the form looks in extensible markup language. I’m going to go ahead and close this it’s not going to do any good for us right now, but you know that it’s there.
We also see options down here for type and subtype. Now we can’t actually change these, but they do serve a purpose. Because right now, while this is called test customer form, the truth is we could’ve called this anything, and the ID could be anything. And so if we were in this form, and we didn’t remember what it was for, this would actually tell us what the type of form it is, in this case an entity form, and what the subtype is, in this case a customer, or a lead, or a prospect, which is what the form is used for. And I know that may be confusing, because it does say customer form, but this form could actually be used for a lead or prospect as well.
Inactive is probably pretty self-explanatory, it means that when you check this, the form cannot be used, and it’s basically the same as selecting inactive from the list of forms. But you might actually wonder when you would use this, and so the times that I’ve seen this used most, is when you’re staging new forms for rollout, and you’re done working on the form for the day, or the week, and you don’t want anybody else to be able to see it or accidentally use it; that would be a good example of a time when you might use this inactive checkbox. Another time might be in a situation where you were removing a form, and you didn’t really want to delete it, because you were worried that it might still be used. One of the things that you can do, is come in and inactive it, and then after a while, once you know that it’s no longer used, you can come in and delete it. So this is a good first step to cleaning up your NetSuite instance, if you’re going to delete forms. You can almost think of it like a recycle bin. This way if you did need to come back and turn the form back on, because you figured out it was used somewhere you weren’t aware of, you could do that very easily, by coming in and selecting it to be active again.
Now these options over here are actually a bit more important than the other ones that we just looked at. The first one is enable field editing on lists. Now this actually only matters on the preferred, form so if the form isn’t preferred, this doesn’t do anything anyway, and what this does is, it turns in-line field editing on, if you’re looking at a list, in this case a list of customers. Let me go ahead and show you what this means, and I think it will make a lot more sense.
So if I come up here to lists, and come to relationships, and customers, I’m going to go ahead and open this in a new tab, you’ll see we have a list of customers. And I can do something like change the name on this customer, and as soon as I click off of there, so I can changes this to Test 4, instead of Test 42, and that’s immediately saved. But you may not actually want this to work like that. So if we come back over to the entity form, and in this case this is the preferred form so this will work. If I uncheck enable field editing on lists, and we’ll actually do save and edit, so we’re left here to continue editing it.
Let’s take a look at how this actually works now. So if we come back over to our customers list, and refresh this, what we’ll notice is that we can no longer click on the name and edit this, and it’s the same for any of these other fields that we could edit inline. Now you may wonder why this is important, or where you would use this, and typically where I’ve seen this used is if you have a situation where there’s a field, or a group of fields, where you have program logic or program code applied, and you want that code always run, you might disable in-line editing. So in an instance where you had a piece of SuiteScript deployed to the form itself you might decide that you don’t want in-line editing to happen with that form. So I’m going to go ahead and close this, because we don’t need it. And I am going to recheck enable field editing on lists, and usually this is checked, but if you need to prevent that, now you know what this does.
We have another option to store the form with the record. Now what this means is, let’s say we have a situation where we allow our users to select between three or four different forms when they’re entering customer, and they may pick a form based on the type of customer. If we store the form with the customer, when they go back into that customer that form will be used by default. However if we do not store the form with the record, then when they go back and that record the preferred form will again be used, or whatever preferred form is setup based on the form section hierarchy. This is mostly used when a form isn’t the preferred form, and is manually selected.
We have another option down here, for form is preferred, and this is exactly the same as what it was on the list, so we could check or uncheck this here. Now if I uncheck this, this is a situation where we could end up without a preferred form, but like I mentioned earlier, the system will always default to the out-of-the-box form that came with NetSuite as the form of last resort, if there’s no other form in the form hierarchy that it should use instead. I do actually want this to be the perform form, a going to go ahead and check this.
Now the last two options, use for pop-ups, and popup only, are used to determine if this form is used to enter data in a pop-up field. Now you might not be familiar with what that is right off the bat, but let’s take a look and I think it will make a lot more sense. So if I come over to transactions, sales, and enter sales order, I’ll go ahead and right -click on this and open it in a new tab, once we click over to the sales order, let’s assume that we had already started entering a lot of data in here, then we find out that the customer doesn’t actually exist in the system yet. This leaves us in a bit of a predicament because we have a situation where we can’t actually enter a customer and the customer is required, and throwing away all the data we’ve entered seems kind of silly. So what we could do is click this plus button, and this will create a new customer, and it creates it in this pop-up form, and this pop-up form is what’s referred to where it says pop-up and pop up only. So I’m going to go ahead and close this, and close this as well, because I think that makes sense of now.
Use for pop-ups, that pretty self-explanatory, this is what it will use for pop-ups. Popup only, simply means that that’s the only place that this form will actually be used. Typically it is a good idea to keep the pop-up forms separated from the regular forms. You may remember that when we were looking at our list, NetSuite actually does that by default. The reason that’s a good idea is that, if you remember looking at the customer entry form, you will have notice that we had lots and lots of fields, and in truth not all of those are required. So if we have all of those in our pop-up form it’s just going to make the form run slower, and it’s more likely to confuse somebody, or they can’t find a required field and then they throwaway data they’ve entered in a sales order, and it just makes things take longer. So for that reason typically you do separate out your pop-up forms from your standard entry forms, and that’s not just true for customers, that’s true for any type of pop-up form.
The last actions we have over here to the right are list and copy to account. List will actually bring us back to the custom entry form list, and copy to account is used if you want to deploy this form to another account. Now whether you see copy to account is actually going to depend on how your NetSuite account is setup, and how your role is setup, and that’s pretty much it for this header section.