Form Tabs vs Quick View Forms: A Detailed Comparison

In modern CRM systems like Microsoft Dynamics 365, user experience (UX) plays a crucial role in ensuring the productivity of the team. A well-designed interface can significantly improve efficiency, enabling users to access data quickly and without unnecessary friction. One of the most important aspects of designing user-friendly interfaces in these systems is choosing how to display data — and in this context, two key features emerge: Form Tabs and Quick View Forms.

Both of these functionalities allow users to display related records in a way that integrates seamlessly into the primary data entry form. However, their uses and best practices differ significantly, and understanding these differences is essential for anyone customizing a CRM system to best suit their business processes.

In this article, we will dive into a comprehensive comparison of Form Tabs and Quick View Forms, their strengths and weaknesses, best practices, and examples of how to use them effectively.

1. What are Form Tabs?

1.1 Definition

A Form Tab is a part of a record form that allows you to categorize and display multiple sections of data related to the main entity. Each tab can contain fields, subgrids, and other components that represent different sets of data relevant to the record being viewed or edited.

For example, in Microsoft Dynamics 365, you may have an Account entity. The form for an Account might include tabs like General Information, Contacts, Opportunities, and Activities. Each of these tabs allows you to organize and view different data relevant to that account, and users can click through these tabs to view the information.

1.2 Key Features of Form Tabs

Data Grouping: Helps group related data logically.
Navigation: Users can easily navigate between sections within a record.
Customizable: Form tabs are highly customizable and can include multiple types of data, such as fields, subgrids, and related records.
User Experience: Form tabs provide a traditional, structured way of presenting detailed information.

2. What are Quick View Forms?

2.1 Definition

A Quick View Form is a special type of form in Microsoft Dynamics 365 that allows you to show a simplified, read-only view of a related record on a primary form. Rather than embedding complex data directly into the main form, Quick View Forms provide a compact snapshot of related data from another record (often from another entity).

For example, in a Case entity form, you could use a Quick View Form to display basic information about the Contact related to that case (e.g., name, email, phone number) without needing to navigate away from the current record.

2.2 Key Features of Quick View Forms

Read-Only: Quick View Forms are typically read-only, providing a snapshot of related records.
Inline Integration: They can be embedded directly in the form of a parent record.
Related Record Focus: They allow for quick access to data from other entities, without requiring the user to open a new record or form.
Compact: They show essential information in a compact form, ideal for quick reference.

3. Comparing Form Tabs vs Quick View Forms

3.1 Structure and Customization

Form Tabs: These are used to divide a form into multiple sections. Each tab can include fields, subgrids (views of related records), and other components. This structure helps to keep large records organized and easy to navigate. Form tabs are particularly useful when you have large amounts of information that can be logically separated.
Quick View Forms: These are designed to display a quick, read-only view of a related record. While they can be customized to show specific fields from a related entity, their scope is much more limited compared to form tabs. They are typically compact and provide only the most important information from the related record.

3.2 Use Cases

Form Tabs:
- Used when a record requires multiple sections of detailed data.
- Ideal for scenarios where a user needs to work with complex forms that involve multiple related records or data sets.
- Useful for entities that manage large amounts of information, such as Accounts, Opportunities, or Cases.
Example: In a sales environment, an Account record might have tabs for General Information, Contacts, Opportunities, and Activities. Each tab can hold relevant fields and related data for a complete view of the Account’s information.
Quick View Forms:
- Best used when you need to display only relevant information from a related record.
- Useful for situations where you want to display summary data from related records without overwhelming the user with too many details.
- Often used when you want to embed a related entity’s data (e.g., Contact, Opportunity, or Case) directly on the parent entity’s form.
Example: A Case form might have a Quick View Form that shows details of the Contact associated with the case, like their name, email, and phone number, without displaying the entire Contact record.

3.3 User Experience

Form Tabs: Form tabs give users more control and flexibility over the data they can view and interact with. Users can navigate through different tabs and see the data they need, either editing it or adding more records as required. However, with more options comes the potential for complexity — too many tabs could overwhelm users.
Quick View Forms: Quick View Forms are generally simpler and provide a faster, more streamlined user experience. They give users quick access to related data without requiring them to leave the current form or navigate away. Since they are read-only, users can’t modify the data within the Quick View Form, reducing complexity.

3.4 Data Loading and Performance

Form Tabs: When working with form tabs, especially those that contain subgrids or related records, there might be performance concerns, particularly if the related entities contain a large number of records. Every time a tab is clicked, it might trigger a data fetch, which could slow down the form’s load time.
Quick View Forms: Quick View Forms, being read-only and compact, are often faster to load and generally result in better performance. Since they show only a subset of fields from a related record, they typically require less processing power than more complex form tabs.

4. Pros and Cons of Form Tabs

4.1 Pros:

Organized Layout: Form tabs help in organizing data, making it easier for users to locate and interact with different sections of a record.
Detailed Information: You can display large amounts of data in a structured manner, making it useful for complex records.
Full Customization: Each tab can be fully customized with different components, including fields, subgrids, charts, and custom controls.
Flexibility: Form tabs support data entry, providing users with the ability to edit records and navigate through related data seamlessly.

4.2 Cons:

Complexity: With many tabs, users might become overwhelmed, especially if there is too much data or if the form has numerous sections.
Performance Issues: More tabs and subgrids can result in slower form loading times, particularly in large systems or when data is fetched dynamically.
Limited Space: The more tabs you have, the less space is available for content within each tab.

5. Pros and Cons of Quick View Forms

5.1 Pros:

Compact Design: Quick View Forms offer a clean, simple way to present key information from related records without overwhelming the user.
Faster Load Times: Because Quick View Forms are read-only and limited in scope, they generally load faster than full form tabs.
Seamless Experience: Users don’t need to navigate away from the current record to view related data. The information is embedded directly on the form.
Simple Customization: Quick View Forms are simpler to configure and maintain than complex form tabs.

5.2 Cons:

Limited Data: Because they only display a small subset of fields, Quick View Forms may not be ideal for situations where detailed or editable data from related records is required.
Read-Only: Quick View Forms are by design read-only, meaning users can’t edit data directly from these forms.
Lack of Flexibility: You can only display data from one related record, which limits the kinds of relationships and data that can be shown.

6. Best Practices for Form Tabs vs Quick View Forms

6.1 When to Use Form Tabs:

Complex Records: Use form tabs when dealing with records that contain a lot of related data or require multiple sections for editing.
Editability: Choose form tabs when users need to both view and edit information across different sections.
Organization: When you need to logically categorize data to avoid clutter, form tabs are the best choice.

6.2 When to Use Quick View Forms:

Quick Access to Related Data: Use Quick View Forms when you need users to quickly reference data from related records without navigating away.
Read-Only Information: Ideal for showing summary-level information from related records without giving users the ability to edit it.
Performance Concerns: If form performance is an issue, using Quick View Forms can help streamline the user experience.