Setting Up a Custom Process for Form Management

Once forms have been submitted and reviewed, an automation process can be created to automatically update existing details in your platform.

The following article covers the key points of creating an automation that updates form data in FYI. For detailed information on creating automations, refer to Setting up Custom Processes.

Note: Practices can export and import custom automation processes to share across practices in their network or group. If a template is included in an exported automation, these are automatically uploaded as draft templates when the process is imported. When importing, any missing custom fields are flagged with a warning when the form template is edited.

Create a Form View that will Trigger the Process

A view filtered to particular Forms will need to be created. This view will trigger the Custom Process.

Tip: Use the Forms - Submitted Document view, when creating a process for submitted forms. 

To create the Form View:

1. Display the Documents List and select the "Active" view.
   Note: This may be displayed as the "All" view for your practice.
    
2. Include the Workflow column in the view, then filter to one or more of the following statuses:
    
   • Reviewed
   • Submitted

   • Approved

     Important: Filtering by Workflow Status ensures that details are only updated once a Form has been submitted, reviewed, or completed. It is recommended that the Workflow be filtered by "Reviewed" status to ensure updates occur only after the form has been reviewed.
      

3. Filter the Type column to Forms and any other Columns, as required.
    
4. Save the view, for example, "Forms - Reviewed".

Add the Custom Process

Ensure that when you create the process, the Process Controls are configured to suit your practice. Refer to Setting up Custom Processes for detailed information on each Process Control.

• Name: Give the process an appropriate name. For example, "Reviewed Update Client Details Form - Update Client"
• Description: Add a description of what the Custom Process does.
• Trigger: Choose whether you wish the process to be Scheduled or Manual.
• Filter: Ensure that a Form Filter is selected.

Form Filter

The filter settings determine what information is monitored or included in the process. For the process to update client details received from a form, the Filter Type must be set to Form - View Filters. Once selected, the Filter Items window will open:

• Form: Determines the Template that the merge fields will be available for in the automation steps. For example, updating details from the Update Client Details form, this should be selected in the Form drop-down.
• Document View: Select the view you want included in the process.
• Run Only Once Per Form: Selected by default. This will ensure updates are made only once from the Form in the Document View.

Add Steps to the Process

Depending on the details you wish to update, will depend on the steps you add to the process. Refer to:

• Updating Clients: used to update client details that have been submitted via a Form, using Merge Fields.
• Updating Jobs: used to update Job details such as custom fields that have been submitted via a Form.
• Alter Document: used to change the Workflow Status of a Form.
• Create Email: used to send an email to the client, and can be used to attach the created form. The form can be sent to the client as an email attachment. Practices using New Collaborate can also choose to share the form to the Client Folder.
• Share No Email: For practices using New Collaborate, created forms can be shared directly to the Client Folder.

Refer to Process Step Details for more steps available in automations.

Using Workflows

The workflow status allows practices to track the progress of each form through to completion. In addition, the workflow can be used to manage review and approval stages before any updates are made to client data. For detailed information on available workflow statuses, refer to Managing Form Workflow Statuses.

In an automation, the workflow statuses can also be updated automatically. This can be done in two ways:

• By selecting a status in the Workflow section of the Create Form step.
• When the automation filter is set to a Form-Filter, by adding an Alter Document step and updating the Workflow section.

Important Note: If the Workflow Status of a Form is updated to Finished, when the process runs, the Form will be automatically converted to PDF, and the original form will be permanently deleted. Refer to Finishing a Form.

In the example below, an Alter document step updates the Workflow status to "Reviewed" once a previous Task step has been completed.

Using Merge Fields

Merge Fields are used to insert data from the Forms selected in the Document view of the process. For detailed information on adding Merge Fields to Automations, refer to Including Merge Fields in Automations.

Selecting Form Merge Fields

When opening the Merge Fields Editor window, the list of Merge Fields available from the Form Template will be displayed in the Trigger Form Data section.

Note the following important information when selecting fields from the Trigger Form Data section:

• When a Form Template includes rules, all fields remain available as merge fields, regardless of the client selection on the form. For example, if a rule hides a specific field, that field will still be accessible as a merge field.
• If a Text Area field from the template is selected as a Merge Field, any line breaks entered in the Form will not be carried over to the updated field in FYI.
• If a Custom Field name contains a full stop (.), the full stop will be removed from the merge field itself. For example, a Custom Field named "Client Ref. No." would generate the following merge field: {{TriggerFormDatafyi_client_ref_no}}.

Important: Available Merge Fields depend on the selected Form Template. If the document view uses a different template, those merge fields may not appear in the Trigger Form Data section.

Merge Fields are displayed using the Label of the field in the Form Template. In the example below, the Current Name field, with the field name "fyi_name" displayed in yellow, would be available to select in the Merge Field Editor as "Current Name".

Layout fields are not available as Merge Fields, including headings, form descriptions, and label component fields.

Where multiple Merge Fields have been added to the form using the same Label, they will be displayed as duplicate fields in the Merge Field Editor. To identify each field, add the Merge Field to the Merge Field Editor.

In the example below, both the Physical and Postal Address fields are displayed as "Address". When adding the first Merge Field to the Editor, we can see the field is relevant to the Physical address.

File Upload Merge Field Codes

When a File Upload field has been added to the form, two different types of Merge Fields will become available to select in the Merge Field Editor: