Create a Custom Form for Key Management

In this step, we're going to outline the custom form you need to create for this business solution, which will be used to track locks and their associated keys. It should be based on the criteria outlined below, and have the fields and tabs listed below.

To create and build a custom form, see the Setup module section.

Custom Field

Before you get started with creating your custom form, you need to create a custom field for the Assets module (General > Custom Fields).

• Field Name = KeyNum

• Description = Key Number

• Control Type = Textbox

• Data Type = String

• Max Length = 10

• Module = Assets

Form Criteria

Module	Assets
Form Name	Asset - Key/Lock
Segment	Keys Management
Based On	This field should be left blank.

Details Tab

The form will automatically be created with a Main tab, with a split vertical format, which contains the required fields for creating an asset. You need to change the name of this tab to Details.

Some of the required fields will need to be hidden during the Edit and Query modes for this form. We'll first outline the fields you need to be visible in All modes. Then, we will outline your Create-only fields.

All modes

Pane	Field Group	Field	New Field Name
Left	Identification	Asset Number	Item ID
Left	Identification	Asset Description	Description
Left	Classification	Type	N/A
Left	Classification	Status	N/A
Right	Location	Site	N/A
Right	Location	Building	N/A
Right	Location	Location	N/A
Right	Location	Location Description	N/A
Right	Dates (formerly "Purchase Info")	Date Purchased	Date Added
Right	Dates	Date Received	Date Retired
Right	Dates	Date Accepted	Date Lost
Right	Custom Fields	Key Number	N/A

Create mode only

To make these fields for Create only, you will need to right-click the field group's name and select Properties. Then, follow these steps:

1. In the Properties Editor, turn off the Update All Modes option and select Edit mode.

2. Check the Hide Field From User option for each of the fields in the table below.

3. Select Query mode.

4. Again, check the Hide Field From User option for each of the fields in the table below.

5. Click Apply.

6. Click Save to save the changes to the form.

Pane	Field Group	Field	New Field Name
Right	Classification	Category	N/A
Right	Classification	Sub Category	N/A
Right	Classification	Account	N/A

Associated Locks Tab

Next, add a new tab, using the following criteria:

Tab Name	Associated Locks
Tab Layout	Full Tab Layout
Show in Mode	Edit

Once you've clicked Add Tab, drag the Part Of grid (from the Grids group on the far right) onto the new tab.

Associated Keys Tab

Finally, add a second new tab, using the following criteria.

Tab Name	Associated Keys
Tab Layout	Full Tab Layout
Show in Mode	Edit

Once you've clicked Add Tab, drag the Components grid (from the Grids group on the far right) onto the new tab. Save your form.

How to Use the New Form

Now that you have your form created, let's discuss the purpose of the extra tabs you added.

Your new form will be used for both types of asset records that you will be tracking with this solution. The tabs on this form will relay the information you will need, at a glance.

Locks

If you are looking at a lock record and want to know what keys are associated with the lock, you would click the Associated Keys tab. All associated keys are listed there.

If you want to know what door the lock is associated with, however, you do not need a tab for that. That information should be listed in the Location field group on the Main tab.

Keys

For key records, the only information you will need is the associated keys, listed on the Associated Keys tab. The Location field group on the Main tab will be used to track the location where the key is stored.

Next Step: Enter Your Lock and Key Records

Now that you have your custom form in place, you can exit the form designer, and we will move on to entering your asset records. Move on to the Document Locks and Keys topic.