Step 3 : Design forms

Next up in the process we will be using the form builder tool for collecting data.

1. Create the Item Master

1. Name the form "Item master"

2. Make this form a master form. Click here to learn how to make a form as a master to other forms.

3. Add fields as mentioned in the below table. Learn more on how to add fields in a form

4. Learn how to Apply Auto-generated value in a field. To generate below mentioned Item IDs select.

   • Type: Sequence

   • Prefix: #ITM-

   • Length of the sequence: 3

   • When this sequence should be reset?: Never

Leave suffix empty

Field Name	Field Type	Field Values	Mandatory
Item ID	Text	Each itemID should follow a pattern #ITM-001 #ITM-002 and so on	Yes
Item Name	Text	Any value	Yes
Item Description	Text	Any value	No
Unit price	Number	Any value	Yes
Item Unit	Drop down/Select field	gram, kilogram, liters, ml, count	Yes

5. Once, you've finished adding the fields click on "create form". Voila your item master is ready

2. Create the reimbursement form

1. Click on "Add a new form" in the action pane of the group

2. Name the form "reimbursement form"

3. Apply the "Item master" created above as a master to this form. Learn how to apply a master form

4. Add the fields as mentioned in the below table.

5. Apply the user profile settings on the following fields. Learn how to apply user profile settings

   • Name of the Employee

   • Email of the employee

   • Phone number of the employee

6. Enable the values in "Name of item" to be shown as a dropdown via the item master form. Learn how to link fields from the master form.

   • Map "name of the item" to "item name" in the "item master" and enable "Allow users to search and populate master values from this field" toggle

7. Map the following fields in this form with "item master" form

   • Item Id

   • Item description

   • Unit Price

   • Unit

8. Disallow users to values in the following fields. Mark the following fields as "read only" Learn how to maintain the state of the form fields

9. Apply a formula on the field " Total Amount" = "Quantity" * "Unit price" Learn how to apply formulas on the form fields.

10. Add a status field and add the relevant values.

Field name	Field Type	Field Value	Mandatory	Keep editable	Remark
Name of the employee	Text	It should be populated from user profile automatically	Yes	No
Email of the employee	Email	It should be populated from user profile automatically	Yes	No
Phone number of the employee	Phone	It should be populated from user profile automatically
Name of the item	Text	It should come from Item master. Values should be shown in a drop down	Yes	Yes
Item ID	Text	Populate from Item master.	Yes	No	Auto populated from item master
Item Description	Text	Populate from Item master.	No	No	Auto populated from item master
Unit Price	Number	Populate from Item master.	Yes	No	Auto populated from item master
Unit	Text	Populate from Item master.	Yes	No
Quantity	Number	Any value	Yes	Yes	User will provide the quantity
Total amount for reimbursement	Number	Quantity * Unit price	Yes	No	It should get auto-calculated based on inputs
Invoice Attachement	Doc/Image	PDF/JPEG/PNG	Yes	Yes
Approval Remarks	Text	Any value	No	Yes	Only the approver of the reimbursement amount will provide the remarks.
Status	Status	Submitted, Approved, Rejected	Yes	No

Testing the data collection layer of your application

Congratulations! you have created the data collection layer of your form successfully. Now to test your forms

• Add an entry to item master and try to see if you can use this in your reimbursement form

Your forms should look like these below forms

• Sample item master form

• Sample Reimbursement form