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Form Sections & Annotations

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In this lesson, you will learn:

  • How to plan good form sections
  • What annotations are and when to use them
  • How to add an annotation with Form Designer

1 Organize long forms

A form with 40 fields in one long list is hard to use. Sections split it into groups that make sense, like chapters in a book. 📚

  • Put the most used fields in the top section.
  • Group fields that belong together, like all the “Resolution” fields.
  • Give each section a short, clear name.
  • Don’t create a section with only one or two fields.

📝 Note: You can add sections with Form Layout (Lesson 14.1) or Form Designer (Lesson 14.2).

2 What is an annotation?

Key term: Annotation

A piece of help text you place on a form, like a sign on the wall. It’s not a field, and it doesn’t store any data.

Annotations guide people as they fill in the form. For example: “Please add the laptop’s asset tag before you resolve.”

An incident form with a section named Resolution Information. At the top of the section, a blue info box annotation says: Add the asset tag of the laptop before you resolve this incident. Below are the section's fields, Resolution code and Resolution notes. A red info box annotation above another field warns: Don't put passwords in work notes. Labels point out the section tab and the two annotations.
Figure 1. Sections group fields. Annotations add helpful notes to the form.

3 Types of annotations

Type Looks like Use it for
Info Box Blue A blue box Friendly tips and instructions
Info Box Red A red box Warnings
Plain Text Normal text Short notes
Line Separator A line Splitting a section visually

4 Add an annotation

  1. Open the form and choose ☰ > Configure > Form Design.
  2. Open the Formatting tab in the field navigator.
  3. Drag Annotation onto the form, where you want the note.
  4. Click the annotation to open its settings. Pick a type and type your text.
  5. Click Save. ✅

💡 Good to know: Keep annotations short. If people have to scroll past long text every day, they’ll stop reading it. One sentence is best.

⭐ Remember: Sections = organize fields. Annotations = guide people. Neither one stores data.

5 Let’s try it: guide your users

  1. Open any incident and choose Configure > Form Design.
  2. Drag an Annotation to the top of the form. Choose Info Box Blue.
  3. Type: “SNWR tip: always choose a Category first.”
  4. Save, and look at the incident form.
  5. Remove the annotation when you’re done, and save again.

6 Quick recap

  • Sections split long forms into clear groups
  • Put the most-used fields at the top
  • Annotations add help text to a form. They don’t store data
  • Types include Info Box Blue, Info Box Red, Plain Text, and Line Separator
  • Add annotations from the Formatting tab in Form Designer

7 Check yourself

Think of your answer first. Then tap to check.

1 Does an annotation store data in the record? Show answer

No. It’s only help text on the form.

2 Which annotation type is best for a warning? Show answer

Info Box Red.

3 Where are the most-used fields best placed? Show answer

In the top section of the form.

Nice work! You finished this lesson. 🎉

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