Configuring Forms and Form Layouts in ServiceNow

Forms are the primary way users view and interact with individual records in ServiceNow. When an incident is opened, a user profile is updated, or a change request is reviewed, it is done via a form. Forms are where the data is viewed, entered, and changed. 

Understanding how to configure forms is important so that users can see what they need to see – nothing more, nothing less. This may include organizing fields with the layout, providing a clean layout, or modifying the experience based on either business role or type of data.

What is a Form in ServiceNow?

A form is a user interface for a single record from a specific table. For example, when you open an incident record, you’re working with a form based on the incident table. Similarly, a user profile opens a form based on the sys_user table.

These forms pull field definitions directly from the table and display them in an ordered structure that includes form sections, related lists, and dynamic elements like UI policies or client scripts. You can customize the form layout and table setup for each use case.

ServiceNow provides flexibility in how these forms are structured and displayed, so they can be adapted to fit each business function cleanly.

Creating and Managing Form Layouts

You don’t need to build a form from scratch manually. When a new table is created, ServiceNow automatically generates a default form layout based on its fields.

To adjust it:

• Open any record from the table
• Right-click the form header
• Choose Configure → Form Layout

This opens a simple editor where you can:

• Add or remove fields
• Rearrange field order
• Create or rename sections
• Organize how fields are grouped for end users

This method is fast and useful for managing basic changes to how the form appears.

Form Layout vs Form Design

There are two ways to edit forms in ServiceNow, Form Layout and Form Designer, and each serves a different purpose.

Form Layout is a text-based editor. It’s ideal for quick updates and lets you add or remove fields from a specific section without much visual complexity.

Form Designer (also known as ServiceNow form builder) offers a drag-and-drop interface with real-time layout control. You can add rows, move sections, drag fields between columns, and configure complex designs.

Though often used interchangeably, form layout and form design in ServiceNow refer to different ways of configuring the form interface:

Both methods allow you to customize what users see, but Form Designer is more intuitive for creating complex or structured forms.

FORM LAYOUT:

FORM BUILDER:

Configuring Fields and Sections

Each form is made up of:

• Fields, which display data from the record
• Sections, which group related fields visually
• Related lists, which show connected records from other tables

You can control what appears on the form and where:

• Add fields from the table’s dictionary
• Create new sections for logical grouping
• Remove irrelevant fields for specific roles
• Use field-level UI policies to show, hide, or make fields mandatory

For example, you might configure a section for assignment details with fields like Assigned to, Assignment Group, and Priority. In another section, you may place resolution information, like Close Notes and Resolution Code.

These fields in ServiceNow forms should always reflect the user’s job function and avoid information overload.

Types of Form Layouts

ServiceNow supports multiple layout styles to control how forms are structured. These include:

• Single column layout: Basic stacked fields for simplicity
• Two-column layout: Side-by-side fields to improve space usage
• Tabbed layout: Sections organized under different tabs
• Split layout: Fields on top, related lists below

For example, a form layout example might include:

• Left column: Short description, Caller, Category
• Right column: Priority, Assignment Group, Assigned To
• Below: Work notes and Related Lists

Choosing the right layout helps users focus on relevant fields based on their role.

These types of layouts in ServiceNow forms help tailor forms to different record types and user needs. For longer forms, tabs or collapsible sections keep things clean and usable.

Using Form Designer in ServiceNow

To access Form Design:

1. Open a record from any table
2. Right-click the form header

3. Choose Configure → Form Design

This tool lets you:

• Add new fields to a form
• Create and arrange sections visually
• Reorder fields using drag-and-drop
• Modify how the form is structured row by row

The designer makes form configuration more visual and user-friendly, especially when working with larger tables or more detailed forms.

Form Configuration Best Practices

• Place important fields like Short Description, Caller, or State near the top
• Use clear section names like Assignment, Resolution, or User Details
• Avoid overcrowding; use tabs or multiple sections where needed
• Use reference fields instead of free text to enforce data accuracy
• Keep form layouts consistent across similar record types
• Use UI policies and form scripts to enhance interactivity
• Limit the number of mandatory fields to what’s absolutely necessary
• Keep hidden fields truly hidden unless needed for logic or integration

A well-configured ServiceNow form layout leads to better data quality, faster input, and a more intuitive user experience.

This wraps up our exploration of tables, fields, and forms. By now, you understand how data is structured, stored, and presented in ServiceNow, from designing tables to configuring field behavior and form layouts.

Next, we move into our next module, where you will learn how records are presented in lists, how to customize views, filters, and columns, and how to make bulk record management easier and smarter.