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Digital Forms

Updated by Kevin Keystone

Getting started with Digital Forms

The Digital Forms feature allows your practice to create custom forms, share them with pet owners via a simple link, and manage all submissions directly from your dashboard. This tool is designed to streamline patient intake, consent forms, and record requests.

This guide covers:

  1. Navigating the Forms Dashboard
  2. Building a New Form
  3. Managing Your Forms Library
  4. Viewing & Managing Client Responses
  5. Archiving & Restoring Forms

To access the feature, click the Forms tab on the left-hand menu. This will open a sub-menu where you can navigate to All Forms to manage your templates and access the builder, Client Responses to view submissions from pet owners, or Archive to view historical data.

Building a New Form

Note on permissions:

Please be aware that creating and editing forms is restricted to users with the Dashboard Manager role. Users with any other role can still perform all other actions for forms and form submissions, such as viewing, downloading, printing, archiving, and many more.

To start from scratch, click the + Create a new form button in the top right corner of the All Forms page. This will open the Form Builder.

  • Adding Questions and Sections

The Form Builder allows you to customize different elements to customize your form.

You can:

  1. Add a Question: Choose from various input types such as Short Text, Long Text, Multiple Choice, Checkboxes, Date, Phone Number, and Signature.

  1. Add title and description: Add any title and/or description that would show as a header on you form. This does not change title nor the description of the actual form.

  1. Add Section: Organize long forms into manageable parts by adding new Sections. Each section can have its own Title and Description.

  • Editing and Reordering

When you select a component, you can perform the following actions:

  1. Reorder: Click and drag elements to change their order on the page.
  2. Duplicate: Click the copy icon to duplicate a question or an entire section.
  3. Delete: Remove unwanted elements using the trash bin icon.
  4. Edit: Depending on the component, you can edit different attributes on the right-side panel, such as label, description, min and max characters, required format, and many more.

  • Finalizing Your Form

When you are done with editing or creating the form, you can use the buttons at the top right to:

  1. Preview: See exactly what the form will look like for the pet owner.

  1. Save Changes: Ensure your progress is saved.

Best Practice: Identifying Clients & Patients

When building your form, ensure you add the dedicated Full Name and Pet Name fields from the component list, rather than creating your own custom text questions.

Why is this important?

Using these fields tells the system to display the answers in the Client & pet column of your submission list. Without these fields, your submission list will show "-" in Client & pet column, making it hard to search for specific submissions later.

Please note that this feature is used strictly to label the submission in your dashboard list. It does not create a link to the clients's or patient's profile on your dashboard.

Managing Your Forms Library

Back on the All Forms page, each form in your list has button to:

  1. View details: Opens a page with a list of all pet owner's submission for that form.
  2. Copy link: Click the link icon to copy the public URL. You can paste this link to set to your pet owner.
  3. Vertical menu (three dots): Opens a menu with additional management options.
    1. Edit: Re-open the builder to make changes to the form structure.
    2. Rename: Change the internal display name of the form.
    3. Duplicate: Create an exact copy of an existing form.
    4. Archive: Move old or unused forms to the Archive tab to declutter your view

Viewing & Managing Client Responses

To see completed submissions, click the Client Responses sub-menu option on the Forms tab. This table provides a high-level overview of all incoming forms submitted by pet owners.

  • Submissions Actions
  1. Download: Instantly download a PDF version of the completed form.
  2. Print: Open the print dialog to generate a physical copy for the patient's file.
  3. Archive: Move submission to the Archive tab to declutter your view
  4. Review a Submission
    Click the View details button to open the full submission page. From here, you can:
    • Review answers: Read through all the information, uploaded photos, and signatures provided by the pet owner
    • Download: Instantly download a PDF version of the completed form.
    • Print: Open the print dialog to generate a physical copy for the patient's file.

Archiving & Restoring

If you delete a form or a client response, it isn't gone forever. It moves to the Archive section.

  1. Forms Archive: View old form templates. You can click Restore to bring them back to your active list and start using them again.
  2. Client Responses Archive: View individual submissions you have cleared from your main list. These can also be restored if you need to reference them later.

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