Individual SharePoint forms for user groups or certain conditions


Form sets allow you to design additional forms for SharePoint - for example, forms for a specific user or group.

Add a new form set by clicking the + sign in the upper right corner of the designer:

Form sets UI

After creating a form set, do not forget to save every form you plan to use, such as New, Edit, or Display form, or it might be missing.

You can select a form set from the drop-down. Default form set is what all users see unless they are redirected to a custom one.

All form sets

Edit the properties of the currently selected form set by clicking the pen icon. Click the trash bin icon to delete a form set.

Automatic routing based on Azure AD users or groups

When you create a form set, you can configure automatic routing for specific Azure AD users or groups straight away:

Azure AD routing

  • Name — the name of the Form Set can be anything you want. Choose a name that makes it easier to find the form set among all the others.

  • Order — determines the order in which to open Form sets if conditions are met. The lower the order value, the higher the priority for the form set to open.

  • Add users or groups — select specific users or any Azure AD groups, such as Team site groups, to redirect to the from set.

Automatic routing based on SharePoint group membership

You can switch to the SharePoint groups tab and configure access based on SharePoint groups instead:

SharePoint group routing

  • Name — the name of the Form Set can be anything you want. Choose a name that makes it easier to find the form set among all the others.

  • Order — determines the order in which to open Form sets if conditions are met. The lower the order value, the higher the priority for the form set to open.

  • Open forms if a current user belongs to the selected groups — select all groups a user must belong to in order to be redirected.

  • Excluding the selected groups — completely prevent redirection for these groups, even if users also belong to the groups previously selected.

Custom routing

With custom routing, you can add complex conditions. For instance, check the current item’s field values, user’s properties, such as title or department, or other information from SharePoint. Also, you can redirect users not only to form sets but also to specific URLs.

Custom routing always has priority over automatic routing. It is configured for all Forms and Form sets of the current Content Type. You need to configure custom routing for each Content Type.

Find practical example of custom routing in the Create forms in multiple languages article.

To add custom routing conditions, click Routing button:

Form Routing button

Custom routing is based on JavaScript with PnPjs library and several predefined variables describing the current context. PnPjs library contains a fluent API for working with the SharePoint REST API, allowing you to get any information from SharePoint.

The following predefined variables can be utilized in the code:

  • webUrl — URL of the current site

  • listId — ID of the current list

  • itemId — ID of the current item

  • formType — form type: New, Edit, or Display

  • host — form host: 0 - full page, 1 - panel, 2 - user web part

  • spfxContext — current SharePoint context

The PnPjs library variables:

  • pnp — PnPjs library instance

  • sp — sp object from PnPjs:

  • web — current web from PnPjs

  • list — current list from PnPjs

  • item — current Item from PnPjs or null for new forms

  • graph — graph object from PnPjs

  • Site — Site function from PnPjs

  • Web — Web function from PnPjs

The code in custom routing must return an ID of a Form Set, or a Promise that is resolved with Form Set ID. The ID will be used to render a specific Form Set.

Form Set ID can be found in the lower left corner of the designer, it can be copied with a button click:

Form Set ID

If the code returns nothing or throws an error, the default routing is applied.

You can find examples of custom routing code further below.

Check item’s field

Redirect to a certain Form Set if ‘Status’ field equals ‘Solved’:

//check if Item already exists, will return true for Edit and Display Form
if (item) {
    // return Promise
    return item.get()
        .then(function (item) {
            //if Item's Status is Solved, redirect
            if (item.Status === 'Solved') {
                //return ID of a Form Set
                return '31fb1f41-63f3-48ff-a1c2-18b4e7f7c3e7'
            }
        });
}

Check user’s property

Redirect to a certain Form Set if User’s Department is ‘Fire Safety’:

//get properties of the current user
return pnp.sp.profiles.myProperties.get().then(function(result) {
    var props = result.UserProfileProperties;
    //if there is a property with Key: Department and Value: Fire Safety
    if (props.some(function(p){ return p.Key === 'Department' && p.Value === 'Fire Safety'})) {
        //return ID of a Form Set
        return '8720f859-7cca-4c51-8548-7a28f271d6a8';
    }
});

Check item’s Person field

Redirect to a certain Form Set if ‘AssignedTo’ Person field equals the current user:

//check if Item already exists, will return true for Edit and Display Form
if (item) {
    //first, get the current user
    var user;
    // return Promise
    return web.currentUser.get()
        .then(function(u) {
            user = u;
            return item.get();
        })
        .then(function(item) {
            //then compare User ID to ID of the user in the AssignedTo field
            if (user.Id === item.AssignedToId) {
                //return ID of a Form Set
                return '31fb1f41-63f3-48ff-a1c2-18b4e7f7c3e7';
            }
        });
}

Check item’s multiple selection Person field

Redirect to a certain Form Set if ‘People’ multiple selection Person field contains the current user:

//check if Item already exists, will return true for Edit and Display Form
if (item) {
    //first, get the current user
    var user;
    // return Promise
    return web.currentUser.get()
        .then(function(u) {
            user = u;
            return item.get();
        })
        .then(function(item) {
            //if field People contains current user's ID
            if(item.PeopleId && item.PeopleId.indexOf(user.Id) >= 0){
                //return ID of a Form Set
                return '8720f859-7cca-4c51-8548-7a28f271d6a8';
            }
        });
}

Check host

Redirect to a certain Form Set if form is opened in full page mode, in a panel, or in a webpart:

// regular form
if (host === 0)
    return '568be5c6-383e-4903-ab5b-aeef7f1e76ae';

// SharePoint panel
if (host === 1)
    return '87a5e162-3fe5-4459-8527-e1c04e14621f';

// Plumsail Forms Web Part
if (host === 2)
    return '719a0769-1c0a-4a6c-8dcf-57abc8a7d71a';