1. Setting form categories - These are useful when using the form action boards, to group form submissions into categories.
   
2. Setting security around form formats and their submission - This allows you to select the security roles that have permission to make and view form submissions of this type
   
3. Set workflow around forms - You can set some basic workflow stages around a form i.e. draft, open, completed if you have more complex workflow speak to your customer success team
   
4. Set notifications around a form format submission - When certain forms are submitted, certain team members should be notified
   
5. Create and manage data points used across forms - There are various types of data points that can be used on forms and these data points can also be used across multiple forms. 
   
6. Link forms to types of people - This allows you to set what people types the forms can be about or associated to i.e. is it a client form or staff form or both
   
7. Set up special purpose forms. - These are forms that have special behaviours where you get to control the form details, read up more on the available types on the knowledgebase
   

1. Digital forms are not the same as paper forms which often require you to repeat information about a client or staff member, where as a digital form can simply be associated with the client or staff record, removing the need to re-enter this information and cutting down on the length of the forms
   
2. Form structure can help make completing forms easier and more logical. Within CareVision you can break your form into sections using headers. 
3. How should you ask your question and capture the response in order to make the process easier for the person completing the form? In many cases a field that was once a free text field can be set up as a multi select or drop down list, to give the response more structure and make form completion easier
   
4. Do you need to measure the data or report on it? If so utilising the appropriate data structures to support reporting such as multi select, or radio buttons over free text, or integer s to ensure numeric data is captured in a reportable format 
   
5. A major consideration when building form formats is how should you structure your data points. To learn about the available data types check out the knowledgebase article on data types. 
   

If you are converting a paper form into a digital form, we recommend first taking the paper form and marking it up with the digital equivalent and data types that will replace each of the elements on the form. This approach helps map the fields to already existing fields on the client profile, identify fields that are no longer required on the form, and makes the process of building the form more streamlined as you have a clear plan to build to. 

Create the Base Form Format Record 

Create Form Formats

On the Create Form Format modal form that appears there are 2 key sections to the form: 

1. Form Format Settings 
   
2. Form Format Structure 

You can create the Form Format with just the Form Format Settings to start with, before working through and adding or creating the form structure. The Form Format Settings include: 

1. Form Name: Make sure the name is unique and meaningful for your teams so they can easily identify the correct form
   
2. Form Is For: This represents the user types that the form submissions can be about, i.e. Client Health Forms are probably only about clients, but a feedback form could be about clients or staff or client connections
   
3. Filter who has access to the form: This allows you to set the security roles that should have access to make form submissions of this type, and to view form submissions of this type. When they have this permission it will be dependant on if they also have permission to the client or staff member that the form submission is about. 
   
4. Special Purpose Form: These are forms that are associated with specific workflows or are triggered by certain events that you can customise. If you require another special purpose form type reach out to the customer success team. 
   
5. Form Category: These are the common form categories and allow you to utilise the form action boards as a register for all forms for each category. 
   
6. On Form Completion Notify: Here you can set who should be notified when a form submission is closed / completed. Check out the options detailed below.
   
7. Workflow: There are 2 default workflows available, if you require additional workflows contact the customer success team
   
8. Usable on Branch: This is applicable if you have a head office and branch structure, it denotes that the form can be used by the branches as well as by head office. 
   
9. Status: The form status allows you to archive or draft a form before making it available for use. 

Adding Existing Data Points 

When you get to building the form structure, you should already know the data points you need to capture on the structure from your planning. If you have used those fields before you can re-use existing data points on the form. To do so there is a quick search function that allows you to search all of your existing data points for your organisation as well as some generic ones. As you type the list of data points will filter down based on the text entered in the search field. When you find the field you are looking for it is important to check the data type as well to make sure its in line with the requirement of this form, and then you can click the plus icon to add that field to the form. 

Add Existing Data Point

Adding New Data Points 

If the data point you need to add to the form does not yet exist, or if you need it to be in a different data type, you can create a new data point by clicking on the Create New. 

Create New Data Point

When creating the new data point the detail will vary depending on the data type that you select, however there are some common elements: 

1. Data Point Name: This is the field name, sometimes this is written as a question 
   
2. Data Point Description: This is shown as an additional guide  or instruction with the data point, it is often containing instructions to improve consistency of form use
   
3. Data Point Unit: This can be left blank but it is helpful for integer data points to ensure consistency of use and measurement
   
4. Data Type: Select the Data Type for the Data Point

There are a wide range of data types availbale in the system, check out the knowledgebase about data types for an exhaustive list and detail of each. A summary of the available data types is provided below: 

1. Attach Multiple Images - Allows you to attach multiple images
   
2. Completed Report Link - Allows you to link to another form already submitted about the same person 
   
3. Current Date and Time Button - Presents as a button on the form which when clicked will store the date and time at the time it is clicked
   
4. Date - Standard Date Format
   
5. Date Time - Date and Time Format
   
6. Draw - i.e. Signature field 
   
7. Draw over Image - i.e. Mark on a human outline where a wound is
   
8. Dropdown - Allows for multiple options to be added but only one sleceted on the form submission
   
9. Email Address - validates that the format is an email address
   
10. Float - Floating point number
    
11. Header - Header to provide structure to the form
    
12. Image - Upload a single image
    
13. Instruction - Add extra instructions to the form, note that if these are long instructions it is best to use Rich Text
    
14. Integer - A number format
    
15. Lookup People - Allows user to add a lookup people to a form 
    
16. Multi Line of Text - Allows for multiple lines of text as a response
    
17. Multi Select - Add a number of options and allow multiple to be selected as a response
    
18. Radio Buttons - Like dropdown, you can add multiple options as radio buttons but only one can be selected as response
    
19. Rich Text - Formatted rich text that allows you to add longer and strucutred text. A good example is when adding the charter of aged care rights or a consent form for sign off. 
    
20. Single Line of Text - Allows user to add a short single line of text response
    
21. Unique ID - 
    
22. Yes / No - Presents as radio buttons with option of yes / no only 

Add Headers to the form for Form Structure 

Within the form structure it is recommended to provide some structure to the form using headings. Header is a data type that can be added to the form and which will help group data points into sections on the form, it also allows you to add instructions to the header section to help users understand any key concepts or background for the section of the form. 

Re-organising the Form 

As you add fields to the form, there may be the need to organise the form or re-organise the form. It is common to re-organise the form after testing it and deciding to add in some headers to provide some more structure. Also if you need to add a field to the form over time you may need to re-organise the fields. To do so simply click and hold on the move icon on the data point you want to move, and drag your mouse cursor to the position you want to place the field, and release. 

Reorganise Form Fields

Important Note 

When clicking and dragging the field there is a known quirk in the UI which results in the field displaying to the right and not in line with where the cursor is. If this happens to you, you can ignore the placement of the data point and focus on where your cursor is in order to place the item. 

Reorder Data Points on Forms