Multi-row inputs

Multi-row input lets people add and check many related rows in one form. Use it for work such as allocating stock, entering invoice lines or recording time across several work areas.

Before you start

A form containing a Multi-row input can only be filled in From a record page. It cannot be opened From a link or portal.

Each Multi-row input can contain up to 500 rows in total. A form can contain up to five Multi-row inputs. Each input can have:

• Up to two Groupings
• Up to five Entry types
• Up to four Summaries per Grouping
• Up to two Progress bars per Grouping

1. Add a Multi-row input

1. Open Settings → Operations → Forms.
2. Click Add Form, or open an existing form.
3. On the Form tab, click Add.
4. Choose Multi-row input.
5. Under Name & Description, enter an Input name and Description.

The description appears above the input when someone fills in the form. Use it to explain what they should enter and any checks they need to make.

2. Configure Rows & fields

Open Rows & fields and add the fields that each row can hold. Edit a field's Validation settings when you need to make it required or add warning and blocking rules.

Use Row limits to set the optional Minimum and Maximum number of rows. For grouped inputs, these limits apply to each bottom-level group; the 500-row limit still applies to the whole input.

When an input has more than one Entry type, use How rows appear on the form to choose:

• A table per entry type
• One combined table

The form automatically changes from a grid to stacked row cards when the available space is too narrow for its fields.

3. Add Entry types

Without Entry types, every row uses one Add row button and the same set of fields.

Add Entry types when the form needs different kinds of row, such as Product, Service and Discount. For each Entry type, configure:

• Fields — which fields rows of this type capture
• Add button — the wording people see when adding the row
• Limits — the minimum and maximum number of this type
• Defaults — the starting values for new rows

Entry types can also have their own Actions.

4. Group rows

Select Group by… to organise rows using records from a collection. A second Grouping can use a link field on the first Grouping's collection.

For each Grouping, you can:

• Use Filters and sorting to control which records appear
• For an upper Grouping, allow records with a blank grouping link to appear in a separate group
• Add Summaries and Progress bars
• Use When filling in to allow people to untick groups and leave them out
• Choose whether Actions run for groups that have no rows

People can expand or collapse individual groups, or use Collapse all and Expand all for the whole input.

5. Add Summaries and Progress bars

Summaries are read-only values shown against each group. A Summary can total entries inside the group, read a value from the grouped record, or calculate a value.

Progress bars compare a current amount with a target. For values below or above the target, choose Do nothing, Show a warning or Block submission.

Use these tools to show information such as:

• The quantity allocated against the quantity requested
• Hours entered against a project budget
• Invoice value entered against an approved total

6. Configure Live totals

Live totals show how amounts entered in the form would affect a numeric preview value on a selected record. For example, each row's Quantity can be subtracted from the selected Product's available stock.

To configure Live totals:

1. Add a record field to Rows & fields and include at least one numeric preview value.
2. Add a numeric row field for the amount.
3. Under Live totals, click Adjust a record field.
4. Click Add an amount field.
5. Choose the Amount field, Direction and Preview value.
6. Add optional Value limits to block submission when the adjusted value would be below the Minimum or above the Maximum.

Live totals are a preview. They do not change the selected record by themselves; use an Action if the submitted form should update a record.

7. Configure Actions

Open Actions in the Multi-row input editor. Actions can run once for each group and once for each row.

When Entry types are configured, each type has its own row Actions. Multi-row Actions can:

• Create a new record
• Update the current record
• Use conditions to decide whether either action should run

Map the submitted row fields, grouped records and calculated values into the Action as needed.

8. Preview and save

1. Open Preview at the bottom of the Multi-row input editor to see the input as fillers see it.
2. Resolve any issues shown against Name & Description, Rows & fields, Groupings or Actions.
3. Click Done to return to the form.
4. Open the form's Preview tab and choose a launch record to test it in context.
5. Save the form.

Fill in a Multi-row input

People filling in the form can add, duplicate and remove rows. Filled rows ask for confirmation before they are removed.

Warnings and blocking problems appear beside the affected row or group. Go to row takes the person directly to the problem and opens any collapsed parent groups.

After submission, the results distinguish:

• Work that was saved
• Work that did not save
• Work that could not be confirmed
• Work that was not attempted

When it is safe to do so, the Retry button names the number of unfinished groups it will resubmit and leaves saved or potentially saved work alone.

Read our Creating Forms guide for form builder basics, or Automation Steps guide for more about actions.