Data Forms are used to capture static data that is not collected in the "Edit Client" screen or in the "Med/Clinical." This data can populate into documents or reports.

Permissions Required

  • Manage Data Forms

Creating a New Data Form

To create a new Data Form, you will need the "Manage Data Forms" permission.

  1. Select "Settings" and select "Data Forms."

Screenshot showing the Manage Data Forms permission

Screenshot showing Settings menu with Data Forms highlighted

  1. Select "New Form."

  1. In the "Form Name" field, enter the name of the Data Form, and select "Save."

Screenshot showing the Data Forms list with New Form button highlighted

Screenshot showing the New Form dialog with Form Name field and Save button

  1. The "Group" drop-down will also you to restrict the users that are able to view and use the Data Form based on your User Groups. This drop-down will be empty if you have not set up User Groups.

  1. Each Data Form will automatically have one line. Start by updating the "Label" field on the first line. This field is used to enter the question or section header.

Screenshot showing the Group dropdown menu

Screenshot showing the Label field for a Data Form line

  1. Select the "Data Type" drop-down to define the type of field. There are 7 types of fields
    1. Text: Allows a single blank text field.
    2. Multi-Line Text: allows for a blank field with multiple lines
    3. Date: places a date picker in that row.
    4. Checkbox: places a checkbox next to the label text.
    5. Select Box: places a drop-down option. 
    6. Multi-select: places a drop-down option that allows you to select more than one.
    7. Section Header: creates a header.

  1. The "Size" field will only be available for "Text" and "Multi-line Text" fields.
    1. Text field: will define the number of characters visible.

    Screenshot showing the Data Type dropdown menu with options

    1. Multi-line Text: will define the number of lines displayed. 

  1. The "Default Value" field is where you can specify default text that will appear, or where you define your section options. This field is only available for, "Text", "Multi-line Text", "Select Box", and "Multi-select" data types.
    1. Text and Multi-line Text field: the default value will display on all contacts that use the Data Form.

    Screenshot showing the Size field for Text and Multi-line Text data types

Screenshot showing the Default Value field for Text and Multi-line Text

    1. Select Box and Multi-select: The default value is where you enter your drop-down options. Start the default value with "--*", then enter each option with an * between each option. For example, "--*Choice A*Choice B*Choice C."

  1. Select "Add" to add any additional lines to the Data Form.

Screenshot showing the Default Value field for Select Box and Multi-select with example options

Screenshot showing the Add button to add new lines

  1. Identify the "Order" number. This will designate the order in which the fields will appear.

  1. Once you have all of the fields entered, select "Save."

Screenshot showing the Order number field

Screenshot showing the Save button

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