Create a form template

A form templateTemplate A reusable feed post, form, e-sign, note or task kept in the Library and copied onto cases. is a form you build once, such as a medical history questionnaire, and staff send from any case. You start from a PDF or Word document, or a blank page, and place the fields on it.

1. 1

   Start the template

   In Library › Form Templates, choose NEW. Fill in:

   • Title, such as Medical History. Use letters, numbers, spaces and dashes.
   • Who can use this template?: the roles that can send it from a case, such as Staff.
   • Notifications, if you like: reminders before the form is due.
   • Description, if you like.

   Choose SAVE.

2. 2

   Add the document

   In Add a new page, choose From Upload and pick a PDF or Word file, or choose Blank page. A Word file is converted to PDF first, which takes a moment. The builder opens when the document is ready.

3. 3

   Place the fields

   Use the builder's field tools to draw each field on the page: text boxes, check boxes, radio buttons, lists, date pickers and signature fields. Every new field is required. To make one optional, click it, open its settings and untick the required option.

4. 4

   Fill fields in from the case

   To fill a field in for the client, such as their name or today's date, click it, choose Field Logic, pick the detail under Prefill data and choose Save. See Prefill form fields with case details.

5. 5

   Check and close

   Choose Preview to see the form as the client will, and Edit to go back. Your changes save as you go, and "All changes saved!" shows after each. If a save fails, the builder says "Your latest changes couldn't be saved." Choose Retry; it also tries again when your connection comes back. Closing while a save has failed offers Retry or Leave anyway. Choose Close when you're done.

6. 6

   Publish it

   In the list, when the template's Status reads Ready, switch on Publish.

What happens next

Staff send the form from a case; see Send a form to a client. A welcome rule can add it when a client joins; see Welcome clients automatically when they join a case.

Your hub starts with a Case Intake Form, already published. To adapt it, duplicate it.

If something goes wrong

• SAVE stays greyed out. Fill in the title and Who can use this template?, and use only letters, numbers, spaces and dashes in the title.
• "We couldn't convert this document. Please attach a different file to continue." Attach another file in the same window, such as a PDF of the document.
• Status reads Failed. The document couldn't be converted. See Fix a document that won't convert.
• Publish is greyed out, with "Please upload a document first". Choose Edit Form in the template's row and add the document.