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SharePoint Forms Extender

Customize Service Center Helpdesk List

Case

We use a SharePoint list to store help desk support requests. All SharePoint users have the ability to open this list and add their support request as a new item.

We have four device brands:

  • Philips

  • Panasonic

  • Bosch

  • Electrolux

Three types of device:

  • TV

  • Audio system

  • Washing machine

Task

When a user tries to add a new item (request) to the list, the new form should display different fields for filling out.

Solution

The SharePoint list used for adding clients’’ requests has fields as follows (list settings page):

Go to List Settings-> Virto Form Extender List Fields Settings and add field settings.

The list of available field settings (as a result) looks like below.

Let us see fields’ visibility settings for all fields in details.

  1. We need to display device type field only after user selects device brand. Fields visibility filter for Device Type field: Show field on client side if “Device brand” is not null.

This means that if a value for device brand is selected, “Device Type” field will appear in the new form. The add new form look like is follows if device brand is not defined.

And now if we choose a brand, device type field appears.

  1. We need to display screen size only for TV. Fields visibility filter for Screen Size field: Show field on client side if “Device brand” is not null AND “Device Type” Equals TV.

This means that if device brand is chosen and selected device type is TV, Screen Size field will appear in the form.

And if another device type is chosen, for instance, Audio System, “Screen size” field does not appear on the form.

  1. We need to display power for all types of devices. Fields visibility filter for Power field: Show field on client side if “Device brand” is not null AND “Device Type” is not null.

This means that if device brand and type are chosen, Power field will appear in the form.

And if any other device type and brand type are chosen, “Power” field appears in the form too.

  1. Number of speakers should be shown only for audio systems. Fields visibility filter for Number of Speakers field: Show field on client side if “Device brand” is not null AND “Device Type” Equals Audio System.

This means that if device brand is chosen and selected device type is Audio system, Number of Speakers field will appear in the form.

  1. Loading type should be shown only for Bosch and Electrolux washing machines. Fields visibility filter for Loading Type field: Show field on client side if “Device brand” is any of Bosch/Electrolux AND “Device Type” equals Washing Machine.

This means that if device brand is Electrolux or Bosch, and selected device type is Audio system, Loading type field will appear in the form.

  1. We need to display Spin-dry speed field only for Bosch and Electrolux washing machines. Fields visibility filter for Spin-dry speed field: Show field on client side if “Device brand” is any of Bosch/Electrolux AND “Device Type” Equals Washing Machine.

This means that if device brand Bosch or Electrolux and selected device type is washing machine, Spin-dry spin field will appear in the form.

  1. Finally Full description field should be shown after a user entered name and defined device brand. Fields visibility filter for Full description field: Show field on client side if “Your Name” is not null AND “Device Brand” is not null.

This means that if name field is filled out and device brand is selected, Issue description field will appear in the form.

As a result a SharePoint list if filled out with help of dynamic field visibility.