Managing Form Templates

Form templates can be edited, allowing FYI Admins or users with Templates permission to update key information on the Form template. The branding of a form is configured in Practice Settings. To change the branding, refer to Managing Forms Branding.

This article explains how to copy, edit, archive and delete an existing Form template. To create a new customised form template, refer to Creating Templates for Forms.

Note: If Forms has previously been enabled, and is now disabled, existing form templates remain available, however they cannot be copied or edited.

Before you Begin

Consider the following important information when editing a form template:

• Automatic Updates to Active Forms: If any active Forms have been created using the Template, any changes will be automatically applied to the active form, including those that have been submitted.
   
• Review Field Name Updates:  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 may affect any automations that rely on this as a merge field. Users should check relevant automations and update the merge field, where applicable.
   
• Save Changes: Form changes won't save automatically. To ensure changes are saved, click Save in the Form Template Builder as you work on editing the Form Template. If you try to close the tab without saving, a reminder will display to save your changes.

Tip: Before editing a Form Template, consider updating the Filing Status to Draft to prevent users from accessing the template while making changes.

Editing a Form Template

To edit a Form Template:

1. Navigate to Knowledge - Templates workspace.
    
2. Select a Form template.
   
    
3. Click the Edit option from:
   • The Toolbar, 
   • Right-click, or
   • If the Preview window is open, select the Edit icon.
      

4. If any active or submitted forms are based on the template, a Warning will display. Click Yes to Open the Form Template Builder. Click No to navigate back to the Templates workspace.

   

5. The Form Template Builder window will open in a new Browser tab.
    
6. Add or Edit Form Fields, as required.
   Refer to Creating Templates for Forms for detailed information on Form Fields and Definitions, including making edits from the Component Window.
    
7. Add any Rules to the form, as required. Refer to Creating and Managing Rules for Forms.
    
8. Once all fields have been edited, Click Save & Close to be directed back to FYI.
    
9. If required, update the Filing Status of the Template back to Active.

Adding New Form Fields

To add additional Form Fields to your template:

1. 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. Refer to Creating Templates for Forms for detailed information on using the Component Window.
    
2. From the Component window, customise the field.
    
3. Click Save. The Component window will close.
    
4. Repeat steps 1 - 3 until you have added the necessary fields.
   
   Tip: As you build your Form, click Save to save changes to your Form.
    
5. Click Save & Close to be directed back to the Templates Workspace.
    
6. If required, update the Filing Status of the Template back to Active.

Editing Existing Form Fields

To edit existing Form fields, use the Editing Tools to customise the field selected.

Hover over a field on the Form Template to display the available Editing Tools:

Once edits have been made to the field, click Save & close to be directed back to the Template Workspace.

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.

Deleted Custom Fields

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.

Copying a Form Template

When creating a copy of a Form Template, a new Template is created containing the same information as the original, with "Copy of" prefixed to the name of the copied template.

Tip: Copying a template is recommended if the original template is used in any active forms, including those that have been submitted. Copying the template ensures that changes are not applied to active Forms.

To copy a Form Template:

1. Select the Form Template you want to copy.
    
2. Click Copy Template in the toolbar. 
   
3. A confirmation will display. Click Yes to make a copy of the Template.
4. The template will display in the Template list and the Template Drawer will automatically open.
    
5. Edit the Form Template, where required.
   Note: The copied template will keep the same filing details as the original. It is recommended to change the filing status to Draft while editing, to avoid the template being selected when creating a form.

Importing or Exporting a Form Template

Form Templates can be either imported or exported, for example where a practice may wish to share their Form Template with a practice in their Network or Group.

Note: If a Form Template is part of an Automation that is exported, it will be included in the export. When the automation is imported, the form template is automatically added as a draft template. For more information, refer to Exporting Custom Processes and Importing Custom Processes.

Export a Form Template

To export a Form Template manually:

1. Select the Form Template you want to copy.
    
2. Click Export in the toolbar.
    
3. The Form template will be exported to your downloads file as a .form file.

Import a Form Template

To import a Form Template manually:

1. Navigate to the Knowledge > Templates workspace.
    
2. Drag and drop the relevant .form file(s) from Windows Explorer onto the Templates workspace.
    
3. The Import drawer displays. The Cabinet is automatically set as "Templates". You can change relevant filing details such as Categories, Template Name, Name and Description. Refer to Creating Form Templates.
    
4. Click Create.
   The Template is created from the imported file(s). The relevant Template type is automatically selected according to the type of file imported.

Note: If an imported Form Template includes a Custom Field that isn't set up in your practice, the template will still import. A warning message will appear in the Form Template Builder when editing the template to let users know that the custom field is missing from their platform.

Archiving or Deleting a Form Template

When creating Client Forms or Internal Forms, only Active Form Templates can be selected. 

Archive a Form Template

You can archive a Form Template by setting the Status to "Archived". The template will no longer be available to select when creating a Form.

Delete a Form Template

Important Note: There is currently no restore facility for deleted Templates. It is recommended to Archive templates to retain a copy.

You can delete a Template by selecting it in the Templates list and clicking the Delete icon.

A Form Template cannot be deleted if:

• Forms created from the associate template do not have a 'Completed' Workflow Status.
• The Form Template is used in an automation.