Share and attach custom forms

To collect the specific information your organization needs, share custom forms so they can be attached to projects, tasks, requests, and more in Adobe Workfront.

Share a custom form

By default, when a custom form is attached to an object—such as a project or task—any user assigned to that object can view and fill out the custom form.

However, for a user to attach a custom form to an object, the custom form must be shared with that user or the Workfront team, job role, group, or company they are part of.

1. Open the custom form and select  Share  at the top of the window.

2. In the  Grant custom form access to  field, type the name of the user, team, job role, group, or company that should be able to attach this custom form to items in Workfront.

3. Select the user, team, job role, group, or company from the list that appears.

4. Adjust the access the users have to the custom form.

   1. View allows them to see and fill out the custom form. For them to attach this custom form to items, select the  Attach to Custom Data  option in the Advanced Settings.
   2. Manage gives users with a Standard license the ability to edit the custom form itself.

5. Click  Save  to save the sharing changes.

System-wide access

Custom forms also can be shared with everyone in your Adobe Workfront instance, if needed, through the Share option on the custom form.

When a custom form is visible system-wide, users can see the form and fill it out on Workfront items they’re assigned to but cannot attach the custom form to other objects. The ability to attach the form is granted using the  Attach to Custom Data  option described in the previous steps.

Most organizations want to ensure everyone using Workfront can fill out the custom form when it’s attached to objects they work with and view the form’s data in reports. In this case, ensure  Everyone in the system can view  is selected from the  Who has access  dropdown menu.

If you want to limit who can access the custom form, select  Only invited people can access  from the  Who has access  field. Then the custom form is available only to the people, teams, job roles, groups, or companies listed in the Share window.

With custom forms built and shared, you can start attaching them to projects, request queues, templates, and more.

Custom forms in Adobe Workfront can be made for and attached to 12 different object types, as seen in the following image.

^{Custom forms can be created for multiple object types in Adobe Workfront.}

Remember, custom forms are specific to the object or objects they were created for. So, when you're attaching custom forms, you’ll only see the options available for the object type you’re working with—project, task, issue, document, and so on.

Add custom forms to items

When custom forms are attached to objects and who attaches them depends on your organization’s workflows, processes, and Workfront system setups. Be sure to build these steps into the workflows used by your teams.

You can add up to 10 custom forms on an object.

Click the + (plus sign) on the image below to learn how to attach a custom form to an existing object.

Add a custom form with the edit menu

You can attach custom forms to an object by selecting Edit from the More menu in the item’s page header. The Custom Forms section of the edit window allows you to rearrange the order of the attached custom forms, as well as remove attached forms.

Add a custom form to multiple items

Use Workfront’s bulk edit functionality to add the same custom form to multiple items at the same time.

1. Navigate to a list that contains the items the custom form should be attached to.
   Select the items in the list by checking the box next to each item’s name.
   Select the Edit (pencil) icon in the toolbar at the top of the list.
   Click Custom Forms in the left panel or scroll to the Custom Forms section.
   Click into the Make a selection field and choose the custom form.
   Click Save Changes when you’re done.

Click the + (plus sign) on the image below to learn how to attach a custom form to a project template.

You also can attach custom forms to project templates by selecting Edit from the More menu on the template page—just like you did for a project.

Note: You also can attach custom forms to tasks in a project template.

In the next step, you'll learn how to fill out custom forms and view custom form information.