Design a Form

You can design data entry and display forms to suit your needs exactly. The Form Builder's Elements tab lets you add or remove form fields and set their order and layout. To access the Form Builder, click the Customize this Form link in the Page bar when you're displaying a form.

Adding, positioning, & removing fields:

Whether you're creating or editing a form, the Elements tab usually displays with some of your fields already listed.

Each field name is actually a dropdown, which lets you change each field to a different one (though it's actually easier to move fields around). At the bottom of the list of fields, are blank dropdown fields that all say Make a Selection....

To add a field:

Click one of the dropdowns and select the field you want to appear on your form (fields already on the form are grayed out in the list). To add a field in between two fields, select the field just below the spot where you want to insert the new field. (To select the field, click its icon. Quick Base highlights the field in yellow.) At the bottom of the list, click Insert. Quick Base inserts a Make a Selection... dropdown above the field you chose. Click the dropdown and select the field you want to add.

Tip: You don't need to be in the Form Builder to add a field. You can create a field and add it to your form at the same time. On the form itself, right-click the field above where you want to insert the new field. Within the menu that appears, select Add a field after this one.

To remove a field:

In the Form Builder, select the field you want to remove, by clicking its icon. Quick Base highlights the selection in yellow. At the bottom of the list, click the Remove button.

Tip: You can also use the Remove this field from this formcommand on the right-click menu shown above.

To position a field:

Select the field you want to move, by clicking its icon.

At the bottom of the fields list, click the Up or Down arrow to move the field(s) you selected. Quick Base moves a field one slot at a time. Click the directional buttons as many times as you need. If you want a field to display on the same line as the field above it, turn on the Same Row checkbox to the right of the field name.

Note: The Same Row setting is not applicable for mobile Quick Base; each field appears on a separate row in the form when you are using the mobile site.

You can move multiple fields together as a group. To select several fields that are next to each other, hold down the Shift key and select all the fields you want to move. To select a group of fields that aren't located next to each other, hold down the Ctrl key and click each field you want to move. Quick Base highlights all the fields you select in yellow. Click the Up or Down button at the bottom of the list to move the fields.

Adding tabs:

Tabs focus your user's attention and help them find key information on your forms. You can create tabs for each kind of data you want users to enter, such as projects, tasks, or budget, and add fields above tabs to give context to your users when they are adding and editing records. For example, you could opt to show the name, title, and phone number of a contact above the tabs where users enter basic company information and activities for that contact.

You can dynamically hide or show tabs based on how users interact with your form using form rules.

Note: Tabs appear in a single column on mobile.

To add tabs:

  1. Click any Make a Selection... dropdown and choose Tab.
  2. In Tab Properties, set the tab label.
  3. If you want to choose a color for each tab, select Set tab color and use the color picker that appears. The tab color appears as an underline beneath the tab label.

Adding section headings:

Section headings divide a form visually and can be used instead of or along with Tabs to focus users' attention. For example, your Project Overview Tab could have a section on Project Information and one for Project Status. To add Section Headings:

  1. Click any Make a Selection... dropdown and choose Section Heading.
  2. Quick Base displays a Section Heading text box in the pane to the right of the field list. Use this box to type in the heading text. Insert and move a Section Heading as you would any other field.

  3. To set a section as collapsed by default, select the Collapse this section by default checkbox on the Section Heading properties. If a Section Heading does not contain text, it can't be collapsed.

Section Headings with text are collapsible. Users can click the icon to the left of the Section Heading to expand or collapse the section.

Tip: You can insert horizontal lines to separate the sections on your forms. To do so, click the Properties tab and turn on the Display horizontal rules between sections checkbox.

Adding instructional text

Provide directions for your user or highlight key information by adding text to your form. The Make a Selection... dropdown features a selection called TextWhen you choose Text, Quick Base displays a large box in the pane to the right of the field list. Use this box to type in whatever text you want to display. Quick Base inserts a snippet of text in the form, just like you'd add a field.

If you want to format your text, and have some knowledge of HTML, you can insert certain HTML tags, including basic formatting options like bold and italic, and links. Just select the HTML (Limited) checkbox below the text box. See the list below for available HTML tags:

Tag meaning








format text within paragraph


line break


hypertext link






table row


table cell


table heading cell

Configuring a field's appearance and behavior

When you select a field in the list, Quick Base displays some configuration options in the pane on the right.

All fields have the following options:

For Address fields only: 

For Text - Multiple-choice fields only:

Positioning Field Labels

You can only position form field labels if you have at least one Section Heading on your form. If you don't want section heading text to appear in your form, you can still create one, but leave the box blank. When you add a section heading (or select the Section Heading element by clicking its icon), the pane on the right offers placement controls for field labels.

If you want labels to appear above fields, select the Above fields radio button within the Field labels in this section appear: section.

If you want labels to appear to the left of your fields, select to the left of fields instead. This option lets you vary the placement of field names from section to section.

Tip: If you place field labels to the left of fields, you may want to make those labels wrap. This ensures that long labels won't force your form to widen beyond the width of the browser window. To do so, click the Properties tab and turn on the Allow field labels to wrap checkbox.

Configuring a reference field's pick list

If you have multiple tables in your application, and they're related to each other, your form may contain a reference field. When reference fields appear on your form, they display as dropdowns from which users can select a record in a related master table. The format of the choices that appear here are automatically controlled by the Record Picker, which works very well for most form designers. But say you have a special report that features exactly the columns (fields) that you want to appear in this list of choices. You can tell Quick Base to use that format, instead of the Record Picker's.

To use a report to configure the appearance of a related reference field:
  1. Click SETTINGS on the table home page.

  2. Click Forms to see the list of available forms, and then click the form name to open the Form Builder.

  3. In the Element tab's field list, select the reference field.

  4. In the pane on the right side of the Form Builder, click the When used for data entry: dropdown and select the desired report.

    To tweak the appearance of the related reference field (or even the record picker's settings) click the report... link to the right of the dropdown. Quick Base opens the Report Builder (or the record picker) so you can change the format.

  5. Save your changes.

Embedding a report

Often, you'll want to embed a list of related records on a form. For example, when you open a project record you'd like it to show a list of all tasks linked to the project. Or maybe you'd like an invoice form to show all related work orders. For this to work, you first need to have your data set up correctly. The tables in question must be related to one another. (Project would be a master table related to Tasks, the details table, for example. Learn more about relationships.) If everything is in place, you can easily embed a report within your form. Read how.

FAQ - My embedded report isn't showing all the records that relate to the master record. What's wrong?

 Make sure the report you insert has no matching criteria set. If it does, you won't see the records you expect to see. OK, but how do you know which reports have matching limitations? You can see or edit a report directly from this screen. To do so, select the report from the list and click the report... link to its right. Quick Base opens the report in the Report Builder so you can make changes.

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