Form Builder: How to create custom fields and modify forms

FMX's new "Form Builder" replaces the Custom Fields tab with a new way of organizing, creating, editing, and removing custom fields from various forms in FMX. Form Builder allows users to modify custom fields while seeing other fields, drag and drop to re-order fields, and supports a new function called "previews." Previews allow a user to preview a real form without creating a dummy request. Users can also preview forms as different user types, allowing you to see exactly what your users will see.

Getting started

To find the Form Builder (previously called "Custom Fields"), users can navigate to the Admin Settings in the sidebar, and find the "Form Builder" tab. 

Note: If you previously had custom fields prior to the release of Form Builder, all of your custom fields will migrate into the new feature.

While in Form Builder, you can see all of the possible "Forms" you have to modify. Each form is separated by Module and by stage, such as Maintenance Requests (module) Details (stage). 

You can search or filter by both Module and/or stage to find your exact form you want to work in. When you're ready to work in the form, you can click the "Edit" button on the far right.

Editing your form

When editing a form, you'll realize that the numbering/ordering system has changed. You can now drag/drop fields to re-order them within a form, and the numbers have been removed to clean up the field names.

You can click the "Edit" button on the custom field to edit the information. The editor appears in a slide out on the right side:

Note: There are 2 tabs in the custom field slide out: Details and Conditions. These are the same settings from the previous Custom Field feature. They are just organized in separate tabs.

Fields within the Form editor are only custom fields. Standard fields, such as Request type, Request name, Building, etc. are not editable in form builder, and cannot be re-ordered or changed. 

Creating new fields

To add a new field, users can add a field below an existing custom field, or add a new field to the bottom of the form:

Custom Field Types

FMX supports a variety of custom field types so you can collect the right data on each form while keeping it structured and reportable.

Attachments: Allows users to upload files directly on the form when you need supporting documents or visuals tied to a specific request.

Checkbox: Simple yes/no fields for quick confirmation or compliance checks.

Currency: Fields for entering monetary values with proper currency formatting.

Note: Currency values entered here are not included in the total costs on the task itself.

Date: Calendar fields for selecting a specific date.

Drop down list: Predefined options to standardize data entry. Can be configured as single-select or multi-select, with optional default values and an Other option for custom entries.

Number: Fields designed specifically for numeric inputs.

Read only: Non-editable information displayed to users. Can contain plain text or HTML for additional formatting.

Text: Open text fields for capturing descriptive or free-form information.

Time: Fields for capturing a specific time of day or time-related value.

URL: Clickable links to external resources or systems.

User: Fields for selecting one or more users from your FMX site.

Example Custom Fields by Module

Below are some common ways customers use custom fields in different FMX modules.

Maintenance Requests

• Attachments: Photos of the issue, before/after repair images
• Dropdown list: Problem category (HVAC, Plumbing, Electrical, General Maintenance), Priority, Location area within a building
• Number: Meter readings, runtime hours, temperature/pressure values
• Date: Date issue was first noticed, target completion date
• Text: Detailed problem description, access notes, follow-up instructions
• User: Assigned technician, approving supervisor

Equipment

• Attachments: Equipment manuals, warranty documents, inspection reports
• Currency: Purchase cost, replacement cost estimates
• Date: Installation date, warranty expiration date, last inspection date
• Dropdown list: Equipment condition (Good / Fair / Poor), criticality level, manufacturer list
• Number: Capacity (tons, BTU, HP), voltage, amperage, serial or asset ID numbers
• Text: Location notes, service notes, special operating instructions
• URL: Link to online manuals or manufacturer support pages

Schedule Requests / Facility Reservations

• Attachments: Event layouts, seating charts, event flyers
• Date & Time: Event date, start time, end time, setup/teardown windows
• Dropdown list: Event type (Game, Practice, Meeting, Community Event), setup type (Lecture, Banquet, Classroom), required services (Custodial, AV, Security)
• Number: Expected attendance, number of rooms or spaces needed
• Text: Event description, setup details, special instructions for custodial or AV teams
• User: Primary event contact, onsite supervisor or sponsor

Deleting and re-instating fields

Users can delete a field and remove it from the form. If you want to add the field back into the form, you can do so by navigating to the "Inactive Fields" tab and re-instate the field.

Note: Re-instating the field will place the field at the bottom of the form order. You can drag/drop to place it where you want it.

Filtering custom fields

Users can filter the list of custom fields within a form by permitted user type, request types, field types, conditional fields, and require fields:

Previewing forms

This is new functionality that users did not have the option to do previously. Users now have the ability to preview a form without needing to create a dummy-request. 

Previewing the form allows you to see both Standard fields AND custom fields simultaneously, simulating what the form would look like if you were interacting with a real request/form.

Start by going to the "Form Preview" tab in the form editor. Once there, you'll see the entire form laid out for you in a completing interactive interface. Users can use the dropdown selection fields, input fields, date picker fields, and so on. This fully simulates a real form. If conditional fields exist, such as fields based on Request type, Building, or User type, you'll be able to see the fields change as you make different selections:

While in the preview, you can also change the user type you are previewing as. This allows a user to impersonate different user types to see how the form will change based on different user types. This is great to see the difference between Admins, Requesters, Technicians, Community Members, etc. Simply click the menu, change the user type, and see how the form changes: