Improve SharePoint Forms with Configurable Toolbars

Introduction

SharePoint forms play a central role in today’s business operations. They help managing approvals, tracking requests, supporting compliance procedures, onboarding employees, and capturing critical information across every department. As organizations optimize these processes, the usability of each form becomes increasingly important. Clear actions, intuitive layouts, and simplified interfaces help users navigate forms with confidence and reduce the chances of mistakes.

The configurable toolbar in Infowise Ultimate Forms Modern Forms supports this objective by allowing administrators to show or hide toolbar buttons and adjust button labels, including support for localized (translated) text. This ensures the form’s available actions match the needs of the process, eliminate unnecessary options, and create a cleaner, more intuitive experience for everyone.

This article explores how configurable toolbars improve usability, why they matter for business processes, and what common scenarios benefit from simplified, customizable toolbar layouts.

Why Toolbar Configuration Matters

Every form includes a set of commands at the top: Save, Cancel, Print, and other available buttons depending on the form design. While these features are essential, not all commands apply to every process. Some workflows require a minimal set of actions, while others may need only specific combinations. When users see buttons that don’t apply to the task at hand, it introduces unnecessary complexity and increases the risk of selecting the wrong action.

Toolbar configuration helps solve this by letting designers:

• Show only the buttons the form actually needs

• Hide irrelevant actions to reduce clutter

• Reword button labels to make them clearer

• Localize text for multilingual or international use

This configuration option helps to significantly improve clarity and simplicity.

The Value of Localized and Custom Labels

One of the most impactful aspects of toolbar configuration is the ability to modify and localize labels. Not every organization uses terms like “Save” or “Cancel” in the same way; some processes use specialized terminology. And international organizations may need toolbar commands displayed in multiple languages.

Editable labels allow organizations to:

• Align terminology with their own business language

• Provide clearer instructions for inexperienced users

• Use phrasing that aligns with the business process (“Submit Request,” “Finalize Entry,” “Save Draft,” etc.)

• Localize labels for multilingual teams or global deployments

Localization also ensures that users across different locations can complete forms confidently without needing translated instructions or external explanations.

Common Business Scenarios Where Configurable Toolbars Add Value

While toolbar configuration is simple, it delivers meaningful impact across many business processes. Here are several examples where organizations benefit from controlling which actions appear on the toolbar.

1. Employee Onboarding and HR Forms

HR forms are often designed for simplicity and clarity. New employees, managers, and HR staff may all use the same form layout, but not all default toolbar actions are relevant.

By removing unnecessary buttons (such as those meant for advanced processes or administrative actions) HR teams ensure:

• New hires aren’t overwhelmed by choices

• Managers follow a consistent workflow

• HR can standardize how information is saved and submitted

Changing labels to “Submit Information” or “Move to Next Step” helps make the onboarding process feel more guided and more intuitive.

2. Purchase Requests and Procurement Processes

Procurement workflows often require strict compliance with organizational procedures. A configurable toolbar helps simplify the form to match the expected steps.

Common adjustments include:

• Showing only “Submit Request” and “Cancel” to avoid mistaken use of “Save and New”

• Renaming “Save” to “Save Draft” to make its purpose clearer

• Removing printing options when printed requests are not allowed

A more focused toolbar helps ensure all purchase requests follow a consistent and compliant process.

3. Customer Support and Internal Service Desk Forms

Support teams typically work quickly and repetitively. A streamlined toolbar helps them focus on capturing information, not navigating options.

For example:

• Removing extra commands helps speed up data entry

• Simplifying labels reduces confusion for new or rotating staff

• Hiding print or manage-permissions functions keeps the form uncluttered

Support organizations value efficiency, and configurable toolbars help deliver it.

4. Safety Inspections and Compliance Audits

Inspection forms require accuracy, consistency, and clarity. A configurable toolbar ensures inspectors use the correct options and follow the correct process each time.

Examples include:

• Keeping the toolbar minimal to reduce distractions in the field

• Renaming actions for clarity (“Save Inspection,” “Record Findings”)

• Removing printing options until inspection results are validated

Since toolbar settings apply to all users equally, inspectors and supervisors share the same streamlined interface.

5. Project Management Forms and Tracking Tools

Project forms are used by teams across departments, so clarity and consistency are critical. Configurable toolbars help ensure:

• Project team members understand which actions to use

• Administrators avoid exposing unused functionality

• Multinational teams see labels in their preferred language

Renaming buttons such as “Save” to “Update Project” improves clarity across the organization.

6. External or Partner-Facing Forms

When forms are used by contractors, vendors, volunteers, customers, or external partners, simplicity is vital. Visitors may not be familiar with SharePoint interfaces, so reducing toolbar clutter helps them complete tasks without confusion.

Typical adjustments include:

• Hiding advanced or internal-only buttons

• Localizing buttons for non-English speakers

• Using labels that describe the action simply and clearly

This helps external-facing processes feel more professional and easy to use.

How Toolbar Configuration Supports Organizational Governance

Although toolbar settings apply to all users equally, the configuration still supports internal governance by enforcing:

• Standardized processes across departments

• Consistent labeling and terminology

• Reduction of unintended behavior (such as saving drafts incorrectly)

• Improved audit alignment through predictable actions

When every form uses a clean and intentional toolbar, organizations reduce variability in how users interact with critical business processes.

Conclusion: A Small Adjustment That Improves Every Form

Toolbar configuration in Modern Forms provides a simple but powerful way to improve the usability and clarity of SharePoint-based business processes. By showing or hiding toolbar buttons and customizing or localizing labels, organizations ensure that forms stay aligned with their workflow requirements and user expectations.

Whether used for HR onboarding, procurement, support, inspections, project management, or external interactions, a well-configured toolbar helps users stay focused, reduces unnecessary actions, and creates a more polished and efficient experience across the entire organization.