SAP Dynamic Forms – Hands-on step by step guide
Introduction
Hey, what’s good – SAPdude here. In this article, I’m going to show you a hands-on use case for an SAP product called Dynamic Forms, part of the Business Technology Platform (BTP) family. No fluff, no marketing – just a real business scenario from the Texas Workshop. We’ll take two existing paper-based processes – a monthly vehicle maintenance checklist and a quality validation report – and rebuild them in Dynamic Forms.
Why we need Dynamic Forms in SAP
At the Texas Workshop, technicians are still using paper for tasks like monthly maintenance on vehicles – for example, the GMC Vendura. Tasks include checking engine oil, tire inspection, topping fluids, etc. Once done, they fill it all out on a paper form.Then comes the validation step: a QA technician signs off that everything was done properly. So why Dynamic Forms? Because SAP already offers several ways to handle checklists digitally – and Dynamic Forms is the newest, cloud-native option.
Overview: What Are SAP Dynamic Forms?
SAP Dynamic Forms is a cloud-based service available on the SAP Business Technology Platform (BTP). It allows you to build, deploy, and manage forms digitally — with drag-and-drop tools, version control, and offline support.
Key facts:
- You need a separate license for Dynamic Forms.
- Forms can be embedded into PM Notifications, Work Orders, and mobile apps.
- Works online and offline.
- Built with Business Application Studio and SAP Mobile Services.
Integration Options:
- S/4HANA (On-prem or Cloud)
- SAP ECC
- Connect via standard configuration to embed forms into maintenance processes.
Use Case 1: Monthly Vehicle Maintenance Checklist
Let’s recreate our first document – the technician checklist – using the Form Builder tool.
- Create new form: PM-Checklist_MON_VEH_MAINT
- Add form title and fields:
- Vehicle
- Date
- Mileage
- Checked By
- Use formatted text, date pickers, and text inputs
- Save frequently — no autosave yet!
- Add sections using repeated grid for each inspection type:
- General inspection
- Fluids & levels
- …more
Pro Tip:
Use repeated grid if you want users to add their own steps. Use basic grid and set fields as read-only if you want to lock structure and allow only results entry.
Use Case 2: QA Validation Form
The second form is used by the Quality/Validation Team. Here’s the key: avoid duplication. All operational data is already in SAP via confirmations and goods movements. So instead of having techs re-type, use fixed text fields marked read-only that instruct QA where to check.
QA Form Includes:
- Inspection date
- Reviewer name
- Pass/Fail checkboxes
- Comments
- Digital signatures of technician and QA
Final Result: Two Digital Forms, 100% Paperless
Both forms now exist in the Dynamic Forms platform and are ready to be used on desktop or mobile — with offline capabilities if needed.
Wrap-up
If this helped you understand Dynamic Forms better – consider leaving a comment, giving a thumbs up or down, or subscribing to the channel.
Cheers – see you in the next one.
What’s Next?
This is just the beginning.
Dynamic Forms supports:
- XPath expressions for logic
- Conditional visibility
- Connection to S/4HANA for embedded workflows
Further Learning & Links
- 👉 Check out my video about SAP Dynamic Forms: hands-on experience
- 👉 Learn more about SAP PM Checklists in this guide/video
- 👉 SAP Help for Dynamic Forms: is here
