5. Forms & Data Entry
The Form View provides a structured, one-record-at-a-time interface ideal for detailed data entry and review. Forms are opened from the List View by tapping a record, or by tapping the + button to create a new record.
5.1 Form Layout
A form displays all visible columns as labeled fields, stacked vertically in a scrollable area:
- Top bar — Contains a Views dropdown (if multiple form views exist), plus Save or Edit buttons.
- Field area — Scrollable list of labeled input fields, one per column.
5.2 View Mode vs. Edit Mode
| Mode | Behavior | Who Can Access |
|---|---|---|
| View Mode | All fields are read-only. An Edit button appears for authorized users. | All roles |
| Edit Mode | Fields become editable with clear buttons and input controls. A Save button appears. | Editor, Admin, Owner |
New records open directly in Edit Mode.
5.3 Field Types in Forms
Text (String)
- Single-line text input with floating label.
- Clear button (×) to erase the value.
Paragraph
- Multi-line text area with configurable height (default: 3 lines).
- Clear button to erase.
Number
- Numeric keyboard input with decimal support.
- Validates format — shows “Incorrect number format” if invalid.
- Clear button to erase.
Date
- Tap the calendar icon to open a date picker.
- Format adapts to your locale.
- Validates format.
- Clear button to erase.
Picture (Image)
- Web / Desktop: Drag-and-drop zone with a file picker button. Drop area highlights when dragging a file over it.
- Mobile: Tap the image icon to choose between Gallery or Camera from a bottom sheet.
- Shows a thumbnail preview (120px height). Tap the thumbnail to view full-size with zoom and pan.
- Change Image and Clear buttons to replace or remove.
Document (File)
- Web / Desktop: Drag-and-drop zone with a file picker button.
- Mobile: Tap the file icon to browse files.
- Shows a “View Document” link. Tap to open with the appropriate viewer:
- Text files — displayed in a dialog.
- PDFs — system PDF viewer or in-app viewer (mobile).
- Images — full-screen viewer with zoom.
- Video/Audio — platform media player.
- File size limit enforced (shows an error dialog if exceeded).
- Change File and Clear buttons.
Reference (Link)
- Tap the search icon to open the Reference Dialog.
- A modal appears with a search field (auto-focused) listing records from the linked sheet.
- Type to filter, then tap a result to select it.
- Tap the clear icon to remove the link.
- You cannot type directly into a reference field — use the search dialog.
5.4 Creating a New Record
- Tap the + button in the List View.
- The form opens in Edit Mode with empty fields.
- Fill in your data across all relevant fields.
- Tap Save.
- The form validates all fields.
- On success, the form closes and you return to the list.
5.5 Editing an Existing Record
- Tap a record in the List View to open it in View Mode.
- Tap the Edit button (visible for Editors, Admins, Owners).
- Modify the fields you need.
- Tap Save to apply changes.
5.6 Validation
When you tap Save, the form validates every field:
- Mandatory fields — Must not be empty.
- Number format — Must be a valid number.
- Date format — Must be a valid date.
- Images/Documents — If mandatory, must have content uploaded.
- References — If mandatory, must have a selected link.
Errors appear as red text below the affected field. The form cannot be submitted until all errors are resolved.
5.7 Unsaved Changes Protection
If you navigate away from a form with unsaved changes, a confirmation dialog appears:
- Cancel — Stay on the form and continue editing.
- Discard — Leave the form without saving (shown in red).
5.8 Multiple Form Views
If your spreadsheet has multiple form views configured, a Views dropdown appears in the form header. Select a different view to see an alternate layout for the same record.
When switching views during record creation, the form prompts you to save first, then navigates to the selected view.
Next: List View →