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Creating a Form template allows FYI Admins and users with Templates permission to define a consistent format of collecting data, that can be reused, ensuring consistency across teams.
The following article describes how to create a custom Form template, specific to your practice. To share a direct link to a template, referred to as a General Form, refer to Creating a Direct Link to a General Form.
Before creating a custom Form Template, ensure the Forms feature is enabled and consider reviewing the available Sample Form templates provided by FYI.
Types of Form Templates
When creating a Form template, users can select the type of form template to create, from either Form or Wizard.
Note: Once a Form Template type is chosen, this cannot be changed. For example, if you create a Form type and later decide this should be multiple pages, a new Wizard type template must be created.
A form type displays all fields within a single, continuous layout. When completing a form, users can view and complete the information in any order, making this type suited to shorter or straightforward forms.
The following is an example of the Client Satisfaction form created using a form template.
A wizard template guides users through a series of structured steps, displayed as different pages. Each page focuses on smaller sets of questions. Forms created using a Wizard form type are ideal for complex forms, where multiple sections require various questions, helping to provide a clearer way of completing a form.
The following is an example of the Employee Performance Sample form created using a wizard template.
Creating a Form Template
There are three steps to create a Form template. Expand each section below for more details on each step.
Note that Forms Branding is set at a practice level. To update the branding, refer to Managing Forms Branding.
Tip: Form changes won't save automatically. To ensure changes are saved, click Save in the Form Template Builder as you work through each step. If you try to close the tab without saving, a reminder will display to save your changes.
To create a Form template:
- Navigate to Knowledge - Templates.
- Click +Add and select Form.
-
The Create Form drawer will display. Enter the Form Template Details:
Form Template Details Form type Form
Selecting Form will create a single page form where all fields are displayed to complete.Wizard
Selecting Wizard will create a multiple page form.Note: Once a Form Template is created, the Form type cannot be changed.
Cabinet Defaults to Templates. This cannot be edited. Template Name Enter the Template name. This identifies the template internally. Name Enter the Name. This is the name that is used when the Form is created from the Template. Refer to Creating a Client Form.
Tip: Merge Fields can be added to the Name field, for example "{{ ClientName }}" to insert the Client Name. Refer to the Merge Fields Glossary - Standard Fields.
Description Enter a short description to describe the template. This description will appear in the Template list in a future release. - Click Create. The Form Template Builder will open in a new browser tab.
Note: When creating a Form, if you use multiple Microsoft accounts in your browser, you will be asked to choose the Microsoft account. Ensure you select the Microsoft account relevant to your logged in FYI profile.
The Form Template Builder allows you to define all details of a Form. Users will be able to select fields from the following sections:
When creating a Form Template, users can preview the form at any time by selecting the Preview tab.
It is recommended that Show/Hide field names is toggled on, to provide clearer context on the fields being added, as you build out your form.
To customise a Form Template:
- Drag and drop the field into the Form. The Component window will open.
Note: If adding an FYI Field to the Form, click Edit from the Editing Tools to open the Component window.
Tip: Start with the Layout of the Form, which includes Headings and Panels.
- From the Component window, customise the field.
- Click Save. The Component window will close.
- Repeat steps 1 - 3 until the Form has been built.
Tip: As you build your Form, click Save to save changes to your Form.
- Click Save & Close to be directed back to FYI.
Once fields have been added to a form, Rules can be added to dynamically display fields based on how users complete the form. Refer to Creating and Managing Rules for Forms (Beta).
Once the Form Template Builder window is closed, the Form Preview drawer for the template displays. Users can set the template's status and update the Default filing details, ready for the Form Template to be used.
The following details of the Template can be updated:
- AutoFile Defaults
- Filing Status
- Template Name
-
Name
Customising Form Details
Editing Tools
The Editing Tools can be used to customise the appearance of the Form.
Hover over a field on the Form Template to display the available Editing Tools:
| Editing Tool | Details |
| Edit |
Click on the Edit Icon to open the Component Window. From the Component Window, certain configuration settings can be edited, specific to that field. |
| Cut |
Click the Cut icon to remove the field from the Form. Once cut, you can click the Paste Below icon to place the field below another field. |
| Copy |
Click the Copy icon to duplicate a field. Once copied, you can click the Paste Below icon to place the copied field. |
| Paste Below |
Click the Paste Below icon to insert a field that has been copied or cut, below the selected field. |
| Remove |
Click Remove to delete the field entirely from the form. |
Show/Hide Field Names
Displayed in the top right-hand corner of the Form Template Builder, the show/hide field names toggle allows you to display the internal field names associated with each field added to the form.
This is particularly useful when identifying the difference between an FYI Field and a Common Field.
Previewing a Form Template
You can preview the Form Template at any time to check how the Form will display.
Click the Preview tab to display the Form Template.
To continue creating your Form Template, click the Form Builder tab.
Component Window
The Component Window allows users to edit particular components of the selected field. There are three tabs available from the Component Window, depending on the field selected:
- Display: Allows users to configure core settings of the field, such as the position, adding tooltips, label name, and default values.
- Data: Used to configure the Dropdown list values.
- Validation: Allows users to validate fields as required when completing a form.
The following is an example of a Heading field Component Window:
Important Note: The list below details important configuration details. When opening the Component Window, the full list of details relevant to the field selected will be displayed.
When the Component Window is opened, the Display tab is selected by default. Edit specific elements of the field's display, as required. Each field has specific default font size and can be marked as Italic or Underlined.
Important Note: Field Names are used to default client data for FYI fields, and used as merge field names referenced in automations. When editing an existing field in a Form Template, a warning will appear to remind users that changing the Field Name may affect any automations that rely on this as a merge field. Users should check relevant automations and update the merge field, where applicable.
| Component | Details |
| Label |
The Label is the text that appears on the form and also the name of the Merge Field. Within the Component Window, the Label appears first to ensure that you define the field's display name first. The Label should be clear and concise so that the user completing the form can easily understand what information is being requested. Note: Adding a Label is not mandatory, however it is recommended so the user completing the form can clearly understand what information is being requested. A Label's default font size is 15px, and cannot be edited. Important: Labels should be unique when requesting updated details, so they can be easily identified as Merge Fields in an automation. For example, use "Current Name" as the Label for an FYI Name field, and 'Name' as the Label for the text field. |
| Field Name |
Field Names are automatically generated and used to generate Merge Fields. Each Field Name must be unique. For example, if multiple text fields are added, each one must have a distinct name such as textField, textField2, textField3. Note the following important information when working with Field Names:
|
| Read Only |
When ticked, the field cannot be edited when completing the Form. Important: When an FYI Field is added to a Form, it is recommended that the Field be set to Read Only. |
| Tooltip |
A Tooltip provides additional guidance or context for a form field. When a Tooltip is added, an information icon is displayed next to the field. Users can hover over or click the icon to view the message. Tip: A clickable link can be added to a Tooltip using HTML. For example, enter: |
| Width in Columns |
Width in Columns determines how wide a field will appear on a form. This uses 12 column grouping, and when added a field will always default to 12. Adjust the width control to determine the layout and design of the form. Displaying Fields Side by Side Displaying Multiple Fields on one line |
The Data tab contains settings to configure the underlying data for the field selected.
When adding a Dropdown list, Radio Group or Check Box Group in Common Fields, the Data tab is used to configure the options available when completing a form.
To configure the options available when adding a Dropdown List, Radio Group or Check Box Group in Common Fields:
- Select the Data tab from the Component Window.
- Enter the following details:
- Label: The name of the field that will display in the dropdown when completing the form.
- Value: The value of the Merge Field in FYI. Note, this can be the same as the label.
- To add more values, click Add Another and repeat step 3.
- To remove values, select the Grey box.
- Click Save
The following is an example of a Yes/No Radio Group field:
The Validation tab allows you to control how information is entered into a field. The most common option is Required.
Setting a field as Required ensures that it must be filled in when the form is submitted. For example, in a form requesting new contact details, fields such as Name, Email Address, and Phone Number are commonly marked as Required.
To mark a field as Required:
- Select the Validation tab from the Component Window.
- Ensure the tickbox is selected. A red asterisk will display beside the Label in the Preview window on the right-hand side.
- Click Save.
Form Field Definitions
Common Fields
Common Fields are generic fields that can be added to a Form to capture standard information, such as text, numbers, dates, dropdowns and checkboxes.
These fields allow the user to fill in specific details when completing the form. To prepopulate client information on a form, refer to FYI Fields.
Note: When adding a Common Field to a form, the Field Name within the Component Window will auto populate when the Label is added for the first time. When the field has been saved, any changes to the Label will not update the Field Name.
| Common Fields | Details |
| Text Box | A Text Box is used to capture short, general text. For example, brief answers to a question. |
| Number | A Number field is used to capture only digits, such as age or quantity. For example, entering how many Employees, use a Number field. |
| Yes/No Radio | Displayed as a Radio button. Users can choose from Yes/No options. |
| Dropdown List |
A Dropdown List displays a list of values in a drop down list. When completing a form, only one of the configured values can be selected. To configure the Dropdown values in the list, refer to the Data tab. Important: Do not update the Values for FYI Custom Fields, as these are prepopulated with values configured from your Practice Settings. |
| Date Time |
The Date Time field is used to capture dates, time or both. When a Date field is added to a form the date or time selected will display in the corresponding format selected. For example, selecting dd-MM-yyyy will display 01-02-2026. |
| Check Box | A Check Box allows a user to select or deselect an option on a Form. When ticked, this will return a Yes value. When unticked, this will return a No value when the form is submitted. |
| Check Box Group |
A Check Box Group allows a user to select any number of options on a Form. For example, choosing which financial documents they are providing, such as Bank Statements, Tax Returns, Payroll records, and Expense receipts. To configure the values in a Check Box Group, refer to the Data tab. |
| Radio Group |
A Radio Group is used when you only want one option from the list to be able to be selected. For example, choosing preferred Direct Debit payment frequency, such as Weekly, Fortnightly, Monthly. To configure the values in a Radio Group, refer to the Data tab. |
| Text Area | A Text Area allows users to enter longer, free-form responses. For example, providing explanations or feedback. |
| Address Group | An Address Group is a set of fields for capturing a full address. Users can search via Google Maps to auto-fill details, then review or edit fields such as street, suburb, state, postcode, and country. |
| Image | An image field lets users upload or display a picture. |
Layout
The Layout section is used to structure and design the form, including headings, panels and dividers.
| Layout Fields | Details |
| Panel |
Groups related fields together in a bordered section for better organization. For example, a Personal Details panel is included in the Update Client Details sample form template, that groups the Client's personal information. The default font size of a Panel is 20.4px, and cannot be edited. The background colour of a Panel heading is determined by the practice's primary brand colour. |
| Heading |
Adds a title or section heading to structure the form. For example, add a heading to your form such as "Update Client Details". The default font size of a Heading is 24px, and cannot be edited. |
| Label |
Displays text to identify or describe a field. For example, add a Label “Please attach supporting receipts” above an upload field to describe the field. The default font size of a Label is 24px, and cannot be edited. |
| Divider |
Inserts a visual line to break up sections of the form. For example, insert a divider between “Personal Details” and “Financial Information” Panel sections to clearly identify different sections of the Form. |
| Notes/Help editor |
Provides instructions or guidance text to assist users. For example, add a Note requesting any further feedback when building a Client Feedback Form. |
| Summary Table |
Displays a read-only table summarizing entered data. For example, insert a Summary Table to display a client's responses when they've entered multiple answers. The background colour of a Summary Table header is determined by the practice's primary brand colour. Note: If a form is converted to PDF, any Summary Tables will not display, to avoid duplication of answers. |
Advanced Fields
The Advanced Field section controls extra functionality beyond Common fields and FYI Fields.
| Advanced Fields | Details |
| File Upload |
Inserts a section to upload a document when completing a form. Once the form is submitted, any files added to the File Upload section of the Form will be automatically available in FYI for processing and storage. Important Note: To ensure multiple files can be uploaded at the same time, select the "Multiple Uploads" field within the File Upload Component. The following are file upload limitations when uploading attachments:
|
FYI Fields
When an FYI field is added to a Form template, these fields will automatically prepopulate with Client data, corresponding to the Client workspace the form was created for.
There are three selections in the FYI Fields: Standard Fields, Custom Fields and FYI User.
FYI fields will all have the prefix as "fyi_" in the Field Name, when opening the Component window.
Important: When an FYI Field is added to a Form, it is recommended that the Field be set to Read Only on the Display tab.
Standard Fields
The Standard FYI Fields section provides a range of fields to select and add to a Form, synchronising from the Client Workspace.
To add a Standard FYI Field to a form template:
- Drag and drop the Standard Fields component to the Form. The Standard Fields Component window will open.
- Select the Standard Field to display from the Dropdown. This is mandatory.
- Once selected, the window will close.
Note: Tax Number is not available for selection.
| FYI Standard Field | Form Field Name |
| Name | fyi_name |
| First Name | fyi_first_name |
| Other Name | fyi_other_name |
| Last Name | fyi_last_name |
| Date of Birth | fyi_date_of_birth |
| Mobile | fyi_mobile |
| Phone | fyi_phone |
| fyi_email | |
| Salutation | fyi_salutation |
| Business Structure | fyi_business_structure |
| Physical Address Physical City Physical Postcode Physical State Physical Country |
fyi_physical_address fyi_physical_city fyi_physical_postcode fyi_physical_state fyi_physical_country |
| Postal Address Postal City Postal Postcode Postal State Postal Country |
fyi_postal_address fyi_postal_city fyi_postal_postcode fyi_postal_state fyi_postal_country |
| Postal Address same as Physical Address | fyi_postal_address_same_as_physical_address |
| Partner | fyi_partner_user |
| Manager | fyi_manager_user |
| Client Code | fyi_client_code |
| Export Code | fyi_export_code |
| Business Number / NZBN | fyi_client_business_number |
| Company number | fyi_client_company_number |
| Balance Month | fyi_client_balance_month |
Custom Fields
The Custom Fields section provides a list of the Client Custom Field definitions, defined in Practice Settings. Once added to a Form, the value of the Client Custom Field in FYI will display on the Form.
To add a Custom Field:
- Drag and drop the Custom Field component to the Form. The Custom Fields Component window will open.
- Select the Custom Field to display on the field from the Dropdown. This is mandatory.
- Once selected, the window will close.
Important Note: After adding a Custom Field to a Form Template, if that Custom Field is subsequently deleted in FYI Practice Settings, a warning message will display in the Form Builder: "This Form requires the following custom fields: (Custom Field Name)".
To resolve this:
The Custom Field must be recreated in Practice Settings with the same Name and Type, and the Form Template can then be refreshed, or
Remove the Custom Field from the template.
User List
The User List section provides a list of Active FYI Users. Once added to a Form, users can select from the Active FYI User. This field is useful when creating an Internal Form.
To add an FYI User Field:
- Drag and drop the FYI User component to the Form. The FYI User Component window will open.
- Edit any components of the selected field, where required.
- Click Save.