Setting up Form Email Templates

As part of configuring Forms, an FYI Admin or a user with permission to create Templates must first set up a customised Email Template. This template must include a unique Merge Field that automatically inserts a link to the relevant form when the email is sent, allowing clients and contacts to access and complete the form online.

The new Email Template can be selected as the practice's default form email template, or selected when creating an email manually or sending a form using an automation process. 

Note: Email Templates can only be created and maintained by an FYI Admin or a user in a User Group with permissions enabled for Templates.

Creating an Email Template

A separate Email Template should be created used exclusively when sharing forms, containing the relevant Form Merge Field, i.e. the link to view the form. For instructions on creating Email Templates, refer to Creating Email Templates and Signatures.

In the example below, an email template is provided for sending the Client Details Update Form. Depending on your practice’s requirements, you may choose to maintain a single standard email template for all forms, or create dedicated templates for each form. The email template may also include additional details on the purpose of the form, instructions for completing the form, and any other relevant details.

When the form is shared with the client, the Form Link will be inserted automatically as a bullet point list. When the client clicks on the link, the form will be opened in a new browser tab, ready for completion.

Please note that if the email is forwarded to another recipient, anyone with the link to the form will be able to view and complete the form online.

Merge Fields

The following Merge Field is used to automatically insert form links when the email is sent, and must be added to the email template.

Note: The link will automatically be inserted in a bullet point list.