event-manager/plans/Completed/dynamic-custom-forms.md

Plan: Dynamic Custom Forms via Child Table

Context

Currently, custom forms are hardcoded to 3 types (Event Feedback, Talk Proposal, Sponsorship Enquiry) via CUSTOM_FORM_CONFIG dict in event_manager/api.py. Each form type requires a toggle field, deadline field, success message field on Pohodex Event Manager Event, a hardcoded config entry, and a dedicated Vue wrapper page + route. This doesn't scale. We want users to attach any DocType as a publishable form on their event via a child table.

Decision: Migrate all 3 existing forms into the child table system (no dual system). Allow any DocType — no validation on event/additional_fields fields existing.

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Changes

1. New Child Table DocType: Pohodex Event Manager Event Form

New directory: event_manager/events/doctype/buzz_event_form/

Field	Type	Notes
form_doctype	Link (DocType)	Which DocType to render as a form
publish	Check	Whether the form is live
auto_close_at	Datetime	Auto-close submissions after this time
route	Data, reqd, in_list_view	URL slug (e.g. feedback, propose-talk)
success_message	Markdown Editor	Shown after successful submission

• istable: 1, parent is Pohodex Event Manager Event
• Controller validates route uniqueness within the event

2. Update Pohodex Event Manager Event DocType

File: event_manager/events/doctype/buzz_event/buzz_event.json

• Add custom_forms child table field (Table → Pohodex Event Manager Event Form) in the Forms section
• Remove the now-redundant fields:
  • accept_event_feedback, accept_talk_proposals, accept_sponsorship_enquiries (toggle checks)
  • talk_proposals_close_at, sponsorship_proposals_close_at (deadlines — registrations_close_at stays, it's for ticketing)
  • feedback_success_message, proposal_success_message, sponsorship_success_message (success messages)
• Keep auto_closures_section and registrations_close_at (those are for ticket registration, not forms)

3. Update Pohodex Event Manager Custom Field applied_to

File: event_manager/event_manager/doctype/buzz_custom_field/buzz_custom_field.json

• Add Custom Form option to applied_to Select: "Booking\nTicket\nOffline Payment Form\nCustom Form"
• Remove the 3 hardcoded options: Event Feedback, Talk Proposal, Sponsorship Enquiry
• Add new field custom_form_doctype (Link → DocType):
  • depends_on: eval:doc.applied_to === 'Custom Form'
  • mandatory_depends_on: eval:doc.applied_to === 'Custom Form'
  • Label: "Custom Form DocType"
• When filtering custom fields in the API, match on applied_to == "Custom Form" AND custom_form_doctype == <the form's DocType>

4. Backend API Changes

File: event_manager/api.py

4a. Replace CUSTOM_FORM_CONFIG with a universal STANDARD_EXCLUDE_FIELDS set.

STANDARD_EXCLUDE_FIELDS = {
    "name", "owner", "creation", "modified", "modified_by",
    "docstatus", "idx", "additional_fields", "event",
    "section_break_additional",
}

This covers meta/internal fields that should never appear on a public form. get_form_fields already handles hidden, read-only, and layout fields. Per-form config (deadline, success message, route, enabled) now comes from the child table row.

4b. Update validate_custom_form(event_route, form_route)

• Change signature: accept form_route (the slug) instead of form_type (DocType name)
• Look up event by route, then find matching row in event_doc.custom_forms where route == form_route and publish == 1
• Check event is published
• Return the matched child table row + event_doc

4c. Update get_custom_form_data(event_route, form_route)

• Get the child row via validate
• form_type = row.form_doctype (the DocType name)
• Build exclude_fields dynamically: standard meta fields (name, owner, creation, modified, modified_by, docstatus, idx) + additional_fields + event + any Section/Column break containing additional
• Deadline: check row.auto_close_at directly
• Custom fields: filter Pohodex Event Manager Custom Field where applied_to == "Custom Form" AND custom_form_doctype == form_type AND event == event_doc.name AND enabled == 1
• Success message: from row.success_message
• Auto-set: if DocType has an event field → auto-set from route; if it has submitted_by → auto-set from session user

4d. Update submit_custom_form(event_route, form_route, data, custom_fields_data)

• Same flow but config comes from child table row
• DocType to create = row.form_doctype
• Auto-detect event and submitted_by fields from DocType meta

4e. New API: get_event_forms(event_route)

• Returns list of published forms: [{route, doctype, label (from DocType meta)}]
• Useful for frontend to build navigation/links to available forms

4f. Update get_form_fields

• Make the exclude set a parameter with sensible defaults (the standard fields)

5. Frontend Changes

File: dashboard/src/router.ts

• Remove the 3 hardcoded form routes (/events/:eventRoute/feedback, etc.)
• Add single dynamic route: /events/:eventRoute/forms/:formRoute → CustomFormPage.vue
  • meta: { isPublic: true }, props: true

New file: dashboard/src/pages/CustomFormPage.vue

• Props: eventRoute, formRoute
• Calls get_custom_form_data(event_route, form_route) — the API now accepts route slug
• Derives title from DocType label (returned by API)
• Passes to BaseCustomEventForm (which needs minor update to accept formRoute instead of formType)

File: dashboard/src/components/BaseCustomEventForm.vue

• Update props: accept formRoute (route slug) instead of formType (DocType name)
• Update resource calls to pass form_route instead of form_type
• Everything else stays the same — it already renders fields generically

Delete:

• dashboard/src/pages/FeedbackForm.vue
• dashboard/src/pages/ProposeTalkForm.vue
• dashboard/src/pages/EnquireSponsorshipForm.vue

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Files Summary

File	Action	Change
event_manager/events/doctype/buzz_event_form/	New	Child table DocType (4 files)
event_manager/events/doctype/buzz_event/buzz_event.json	Modify	Add custom_forms table, remove 8 form-related fields
event_manager/event_manager/doctype/buzz_custom_field/buzz_custom_field.json	Modify	Replace 3 hardcoded options with "Custom Form" + add custom_form_doctype Link
event_manager/api.py	Modify	Remove CUSTOM_FORM_CONFIG, rewrite validate/get/submit to use child table, add get_event_forms
dashboard/src/router.ts	Modify	Replace 3 routes with 1 dynamic route
dashboard/src/pages/CustomFormPage.vue	New	Single dynamic form wrapper
dashboard/src/components/BaseCustomEventForm.vue	Modify	Accept formRoute instead of formType
dashboard/src/pages/FeedbackForm.vue	Delete	No longer needed
dashboard/src/pages/ProposeTalkForm.vue	Delete	No longer needed
dashboard/src/pages/EnquireSponsorshipForm.vue	Delete	No longer needed

Implementation Order

1. Create Pohodex Event Manager Event Form child table DocType
2. Update Pohodex Event Manager Event DocType (add child table, remove old fields) + bench migrate
3. Update Pohodex Event Manager Custom Field (new option + link field) + bench migrate
4. Rewrite event_manager/api.py — remove hardcoded config, dynamic resolution from child table
5. Frontend: new route + CustomFormPage.vue + update BaseCustomEventForm.vue + delete old wrappers
6. Test end-to-end

Verification

1. On a Pohodex Event Manager Event, add "Event Feedback" to custom_forms with route=feedback, publish=1
2. Add "Talk Proposal" with route=propose-talk, publish=1, auto_close_at=future
3. Navigate to /dashboard/events/{eventRoute}/forms/feedback — verify form renders
4. Submit feedback → verify doc created with correct event link
5. Add Pohodex Event Manager Custom Fields with applied_to="Custom Form", custom_form_doctype="Event Feedback" → verify they appear on the form
6. Set auto_close_at to past → verify form shows closed message
7. Create a brand new DocType, add it to custom_forms → verify it works as a form
8. Unpublish a form → verify 404