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Create Field Service Form Templates with Service Item Fields

Modified: 23 Sep 2026 Vista Field Service

Set up Field Service form templates with Service Item fields to populate with service item details from Vista.

Access to the Field Service Form Templates page is restricted to users in the security group selected in User Group for Field Service Admins (Admin > Portal Settings > Field Service > General Configuration).
  1. Go to Field Service > Form Templates.
  2. Select New Template.
  3. Enter a Template Name, and select Create.
    Tip: To edit the template name later, select rename in the template header.
  4. Optional: Configure form settings as needed for your setup. For more information about setting up generic form templates in Field Service, see Create Field Service Form Templates.
    1. If you want to limit access to this template to a specific group of technicians, select the appropriate Employee Group.
      To allow all technicians to access this form, select No User Group.
    2. To set up the template so that service items are automatically added to the form, and the form is automatically generated for a task, complete the following:
      • Select Default Assignments, and choose the Assignment Type of Standard Task.
      • Make sure your admin has enabled the portal setting Form Templates with standard task default assignments will generate for each task instance in order for the form to automatically generate for a task.
    3. Select Edit Header Text to create header text to display at the top of the form.
    4. To set up a workflow for this form, select the Workflow button. When a trip is completed, forms will be routed and shared according to your workflow selections.
  5. To create the service item field that displays at the top of the form, select Add Header Field. Enter the following information:
    1. Name: Enter Service Item, exactly as written and matching this capitalization.
    2. Label: Enter Service Item to label the field. This is field name that your technicians will see when filling out the form.
    3. Type: Choose Dropdown - KDS - Service Items. This will populate the Service Item dropdown on the form with all service items associated with the service site on the work order.
    4. Optional: Select Required if you want to make the field mandatory.
    5. Make sure the Active checkbox is selected so the field displays on the form.
  6. Enter a section name (such as Service Item Details) in the New Item Group field, and select Add New Item Group.
  7. Select the group name to expand it, and then choose Add Item.
    1. Enter an Item Number and Item Prompt. The item prompt should reflect the service item detail, for example, Serial Number.
    2. In the Response Type dropdown, select Service Item Fields.

      For more information about response type options, see Response Type Options for Templates.

    3. Select the Advanced Options edit icon to open the popup window.
    4. In the Service Item Field dropdown, select the service item details you want to include on the form. Choose one of the following options:
      • Class
      • Item Description
      • Manufacturer
      • Model
      • Serial Number
      • Service Site
      • Year Manufactured
    5. Your selection saves automatically. Select Close to return to the template setup page.
    6. Add additional items for the other service item detail fields you want to include on the form.
Examples:

Example of a form template set up with the Service Item header field and two service item detail fields, Item Description and Model.

Example of how the form looks when added to a Work Order scope:

The technician filling out the form would need to select the Service Item, but the Service Item Detail fields would automatically fill based on this selection and the data in Vista.

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