Form Settings: How to Manage Forms and Custom Fields in KnowledgeCity LMS

Summary

A complete guide to managing Form Settings in KnowledgeCity LMS, including configuring Request Access, LMS User Profile, Portal User Profile, First Login forms, and creating custom fields.

Introduction

The Form Settings section allows LMS administrators to manage all forms used across the platform and learning portal. Here you can add, remove, and customize form fields, control which fields are required or editable, and create custom fields to collect additional user information. Proper configuration ensures you capture the right data during user registration and first-time login.

Requirements

• KnowledgeCity LMS Super Admin: Required to access and modify Form Settings.

• Custom Field Planning: Know what additional information you want to capture and the appropriate field type (Text, Email, Select, Date, Phone) for each data point.

Steps to Follow

Accessing Form Settings

Follow the steps below to access the Form Settings section:

1. Log in to your KnowledgeCity LMS as a Super Admin.

2. Locate the Settings dropdown menu on the top panel of the LMS interface.

3. From the dropdown, select Forms Settings.

The Form Settings page displays five tabs on the left: Request access, LMS user profile, Portal user profile, First login, and Custom fields. Each tab (except Custom fields) shows a table of form fields with the following columns:

Default Fields by Form Type

By default, the Request access tab is selected when you first open this section. The table below shows all standard configurable fields available in each of the four default forms:

• Request Access: Used when users request access to the learning portal.

• LMS User Profile: Admin-facing user profile form.

• Portal User Profile: Learner-facing user profile form.

• First Login: Form presented to users during their first login into the learning portal.

* Default fields: Username and Password cannot be moved, removed, or reordered.

Managing Form Fields

All form tabs (Request access, LMS user profile, Portal user profile, First login) share the same management controls.

Adding a Field to a Form

1. Click the Add field button in your selected tab.

2. A popup window appears showing available fields (both standard and custom).

3. Select the desired field from the dropdown list.

   • Fields already added to the form are hidden from the list.

4. Click Save to add the field.

Reordering Fields

• Use the drag-and-drop handle (⋮⋮) on the left side of each row to change field order.

Configuring Field Properties

For each field, you can:

• Toggle Required ON to make the field mandatory or OFF to make it optional.

• Toggle Editable ON or OFF to control whether the field is available for user editing in the form.

Removing a Field

• Click the trash icon in the Remove column to delete a field from the form.

Saving Changes

After making changes, click Save at the bottom of the tab to apply all modifications. Click Cancel to discard changes.

Custom Fields Tab

The Custom Fields tab allows you to create new field types that can be added to any form.

Understanding Custom Fields

Custom fields let you collect additional information beyond standard fields. There are five field types available:

Creating a Custom Field

Click the Custom fields to open the Custom Fields section where new fields can be created or managed.

1. In the Custom fields, click the Create field button.

2. In the popup window, configure the following:

   • Field type: Select from the dropdown (Text, Email, Select, Date, Phone)

   • Field name: Once Field type is selected, specify a name for your custom field

   For Select field type only:

   • Click + Add to add possible dropdown values

   • Enter each option and save

3. Click Save to create the field or Cancel to close the popup window.

Managing Custom Fields

The Custom Fields table displays:

Conclusion

You have successfully configured Form Settings for your KnowledgeCity LMS. By managing fields across Request Access, LMS User Profile, Portal User Profile, First Login forms, and creating custom fields, you ensure the right information is collected at every user touchpoint. These settings help streamline user management and capture critical data for your organization.