Creating and Submitting Internal Forms

Internal forms, such as Employee Performance Review, Professional Development Requests and Hardware Replacement/Upgrade Requests, can be created to standardise the way your team collects internal information.

Before you can create and submit an Internal Form, an FYI Admin or User with Template permissions will first need to create a Form Template.

Before using Internal Forms, it is recommended that your practice is set up as a Client in FYI, so that the Internal Forms can be filed to this client.

Create an Internal Form

To Create an Internal Form:

1. Click the + button and select Form, or select the shortcut Q on your keyboard.
    
2. The Create Form drawer displays on the right-hand side.
   The fields that are displayed will depend on whether Filing Defaults have been set for the Cabinet and Category selected in your user settings, the practice defaults, or the client.
    
3. Select the Practice Client. Type at least three characters from the client name to display matching clients, then click to select the relevant client.
   
   Note: If creating the Form from the Practice Client Workspace, the client field will be automatically populated.
4. Select the Template from the drop-down.
    
5. Select the relevant Filing Details.
   The Cabinet may have already been populated, depending on whether Filing Defaults have been set for the Cabinet and Category selected in your user settings, the practice defaults, or the client.
   
    
6. Update the Name of the Form, if required. 
   This is used to identify documents internally. A default name will be displayed from the template.
   
    
7. Click Create.
   A Preview of the form will be displayed next to the Form drawer, and the Workflow Status will be automatically set to "Not Started".
   

Complete the Internal Form

After creating the Internal Form, users can complete it from either the Form Preview drawer, or by opening externally in a new tab:

• From the Form Drawer: Recommended for shorter forms, with less detail to complete.
• Using the Open External function: Recommended for large forms, making it easier to view and complete forms with lots of detail.

Users can return to the Form and update details as and when required. Once satisfied that you have completed your form in full, users can Submit the Internal Form.

From the Form Drawer

To complete a Form from the Form drawer:

1. Select the Form in the Document List.
2. Open the Preview Tab from the document drawer.
   
3. Complete all the form fields. 
   Note: Clicking Clear will clear all the fields from the form.
4. Click Save to save the changes to your form.
   Important: Closing the document drawer without clicking save, will not save any changes to the form.

Open External

To complete a Form in a new browser tab:

1. Select the Form in the Document List.
2. Click Open External from the Toolbar options. The form will open in a new browser tab.
   
3. Complete all the form fields.
   Note: Clicking Clear will clear all the fields from the form.
4. Click Save to save the changes to your form.
   Important: If you haven't saved your changes and close the tab, a warning will display. Ensure you click save before closing the tab.

Submit the Internal Form

Once you are satisfied that you have completed your Form, you can submit it by clicking the Submit button, located on the Form.

Once submitted, the Form Workflow Status will automatically update to Submitted. Users can create a Task or add a Comment to the Form for any actions required.