Configure forms and rules in Microsoft Lists

Published Jan 25 2021 08:00 AM 18.8K Views
Microsoft

Going beyond the out-of-box experience doesn’t always require coding or separate tools. With Microsoft Lists, you can further customize forms and notifications with a few clicks, or a copy/paste of JSON code. Both capabilities are now rolling out into Microsoft 365.

 

Watch @Chakkaradeep (Chaks) Chinnakonda Chandran, senior program manager on the Microsoft Lists engineering team, as he provides a 10-minute demo of what you can do with Lists rules and forms customization:

 

 

Writing rules as easy as point-and-clicking structured sentences [Roadmap ID: 64163 – rolling out]

Create simple if/then rules, based on changes to list information, to set reminders and send notifications. Users with edit permissions on the list can create and manage rules. Users with read-only permissions can’t create or manage rules. Once the feature is available to your users, they’ll be able to create a rule by selecting Automate and then Create a rule in the list command bar near the top of the page.

 

Click the Automate drop-down menu, and then select “Create a rule” to begin creating rules for your list.Click the Automate drop-down menu, and then select “Create a rule” to begin creating rules for your list.

Create your rule(s) is like writing a sentence. Select each of the underlined portions of the rule statement to customize the condition by choosing a column, the value of the column, and who to notify.Create your rule(s) is like writing a sentence. Select each of the underlined portions of the rule statement to customize the condition by choosing a column, the value of the column, and who to notify.

 

JSON list form customization: footer, header, body text [Roadmap ID: 63519 – rolling out]

You can configure the list form in a list or library with a custom header, footer, and the form body with one or more sections with fields in each of those sections. The form configuration does not change the data in the list item or file; it only changes how the form is displayed to users who browse the list or library. Anyone who can create and manage views in a list can use form configuration to configure the form with header, footer, and body with sections.

 

A Microsoft Lists form configured with a custom header (the calendar icon plus text incorporating Title field), a custom layout (expanded left-to-right to show more), and a custom footer (here adding a link to a related site). Small meta-note: this is the list item from our internal roadmap list to track this exact roadmap feature and Chakkaradeep is our lead PM.A Microsoft Lists form configured with a custom header (the calendar icon plus text incorporating Title field), a custom layout (expanded left-to-right to show more), and a custom footer (here adding a link to a related site). Small meta-note: this is the list item from our internal roadmap list to track this exact roadmap feature and Chakkaradeep is our lead PM.

Edit form > Configure layout. To configure a form, you will use JSON formatters that you are already familiar with when formatting a column or a view in a list or library. Form configuration allows for certain predefined elements and attributes to build the custom header, footer, and body with one or more sections.

 

Learn more (docs.microsoft.com) including sample JSON for header, footer, and body sections for your forms. Plus, Microsoft senior partner technical architect, April Dunnam, recently published a ‘how to’ blog + video + samples, "Customize SharePoint Forms with JSON" (April’s 'ListFormatting' repository in GitHub).

 

To learn more about Lists throughout the year, please visit our Lists help and learning site, plus our updated Microsoft Lists resource center (adoption materials, blogs, demos, videos, podcasts, and more).

 

Track what matters most. Make a list, and let it flow.

 

Thanks, Mark Kashman – senior product manager – Microsoft 365

23 Comments
Super Contributor

Cool updates...Microsoft lists are growing very fast!
Here's my blog on: Rules in SharePoint Online/Microsoft Lists 

Senior Member

Hi - i still can't see the rules function in Lists (27 January 2021).  when will this be available?  Thanks, Lauren

Super Contributor

@laurenwilson 

List rules feature is still showing status as In development and gradually rolling out to targeted release tenants.

You'll have to wait until it shows up in your tenant.

New Contributor

@Mark Kashman When you configure the form layout for the body, can you only add sections and define fields within those sections? The header and footer allow you to add some style JSON. Similarly, I would like to add JSON that defines how one field is displayed within the body. Specifically, I would like to have a "multiple lines of text" field display all text within the field and not just a few lines with a "see more" button.

Super Contributor

@msullivan-csulb Yes, currently body configuration only allows defining one or more sections and adding one or more columns into each of those sections.

For more information check documentation at: Configure the list form 

 

Hoping to have more functionalities added to body section in near future!

Microsoft

@msullivan-csulb - ☝ What @ganeshsanap said. The documentation has some nice samples - including what you're looking to accomplish. Plus, check out @April Dunnam's video, "Customize SharePoint Forms with JSON" with her samples here: 'ListFormatting' repository in GitHub. Cheers, Mark  

Microsoft

@laurenwilson - Rules are not fully rolled out. It will be ~ 2-3 weeks until we near 100% WW release. Adding @Chakkaradeep (Chaks) Chinnakonda Chandran who may be able to share more. Once available, you'll see it within Lists from Lists home and from SharePoint - within the "Automate" drop-down menu; the team is working on exposing rules when working on Lists in Teams soon. Thanks, Mark 

@laurenwilson Rules are close to being released to all Microsoft 365 tenants. We will update once it is available to all. Thank you!

Super Contributor

@Mark Kashman

I have been playing with list rules in one of my tenant and found that site visitors (read permissions on site as well as lists) can create list rules, edit/delete list rules created by others. This doesn’t seem like the way it should work ("Users with edit permissions on the list can create and manage rules. Users with read-only permissions can’t create or manage rules"). Is this a bug?

Microsoft

Hi @ganeshsanap - seeing if my peer, @Chakkaradeep (Chaks) Chinnakonda Chandran can help review and respond. Thanks, Mark 

I'm curious to learn more about how multiple rules interact.  For example, I set up two rules: one to notify me when a new item is created, and another rule to notify me when a people-picking column has my name in it.  When I created a new item with my name in the column, I only received the first notification.  Is that the intention?

Senior Member

Referring to "Users with edit permissions on the list can create and manage rules. Users with read-only permissions can’t create or manage rules" does this mean users with contribute permissions cannot create / manage rules?

Senior Member

What permission level is required to Configure or Edit a List Form?

Occasional Visitor

So I am able to create a list (which by the way is super easy). I also created 4 rules for the list. None of the rules will work. Rules: 1. Let me know when and event is created. 2. Let the person know who created reported the event 3. Let the me know when the column is resolved. 4. Let the person who reported the event know the status is resolved. None of the rules will run.

 

Is this product still being worked on? 

New Contributor

Although I am the one creating the list I don't see the options to edit.  Is that something I can turn on and off? 

Occasional Visitor

I am testing the rules functionality. I am trying to create the following rule: "When column 1 IS NOT NULL, send email to column 2". I am not able to make this rule working. I am presuming I am using the wrong word for the NULL (BLANK, EMPTY) value for the column 1 attribute. I am not able to find anywhere how empty cell is being referred to at Lists. Thank you so much for your help. Vera 

Occasional Contributor

So rules don't yet support the following types of columns:

  • Managed Metadata
  • Lookup
  • Calculated
  • Choice, Person or Group, Task Outcome that allow multiple selections

Where can we find out more details about which of these column types will be supported in the future, or will never be supported?

Super Contributor

@Justin Huang Rules support choice & person or group columns in few conditions. You can find complete list of supported/unsupported column types at the end of this article: Rules in SharePoint Online/Microsoft Lists 

Contributor

I'm assuming this is known, but there continues to be theming problems when using the calendar view of lists in Teams.  Dark mode uses a text color that is unreadable for items.

Occasional Contributor

@ganeshsanap thanks for the link to your blog post, however what I am looking for is the roadmap information of "when, or never", where the M365 roadmap lacks of such details:

  • if we know some column types will never be supported, then we would be able to better design our Lists with some workaround data structure to avoid these column types;
  • if we know some column types will be supported roughly in a certain time frame (in a few months, vs in a few years), then we factor in Microsoft's development timeline, and make an informed decision according to our own needs, whether to wait or implement with some workaround;

Otherwise it would be a waste of time to be left hanging with the vague phrase "currently".

Super Contributor

@Justin Huang Agree, you might want to create a support ticket with Microsoft for such information.

Occasional Contributor

@Mark Kashman Rules can only contain email addresses from a member or guest account in the tenant, right? 

 

I can share a list with any email address I like, so it should be possible to also notify these email addresses that I shared the list with, right?

 

 

Microsoft

Hi @Gunter Danzeisen. The current Lists Rules behavior in the people picker is that all members in the tenant are searchable. If you attempt to add an email address of someone who is not in the tenant already, the person won't resolve and the rule can't be created. If you share the team site with an external user and they accept the invite, the user will then appear the people picker and thus can be added to a rule so long as they maintain access/permission granted via the invite. To be clear, the rule itself won't send or start an invitation. Hope that makes sense, Mark. 

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Last update:
‎May 06 2021 11:45 AM
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