Managing Practice Settings for Forms

The Practice Settings for Forms allows an FYI Admin to configure the settings of Forms, including enabling and disabling the feature.

FYI Admins can disable the Forms feature, if and when required.

Note: For practices that transition from the Elite plan to the Pro plan, Forms will be automatically disabled.

Forms Settings

Enabling Forms

An FYI Admin can enable Forms for your practice. If Forms was previously disabled, the same steps can be used to enable it again.

To enable Forms:

1. From FYI, click Settings - Practice Settings.
    
2. From the drop-down select Forms.
   
3. The Forms Settings page will be displayed. By default, Forms will be disabled.
   Tip: Users can click on the tooltip to view details on Forms, before enabling the feature.
   
4. Tick Forms to enable the feature. 
   
   Important note: A processing message will appear, advising the user not to navigate away or refresh this page. Users must stay on the page until the "Forms enabled successfully" message appears. This confirms that the Forms feature has been enabled successfully.
    
5. The Default Email Template setting will display and can be configured. The page will automatically refresh, and Forms Branding will be available.
   
   

An entry will be added to Practice Activity to show when the feature was enabled.

Microsoft User Consent Settings

When enabling Forms for the first time, practices may need to review their Microsoft user consent settings to ensure Forms has the correct permissions.

A Microsoft 365 admin should review the consent permissions in Microsoft Entra and ensure that "Allow user consent for apps from verified publishers, for selected permissions (recommended)" is selected. If this is not selected, users may see an approval prompt such as "Approval required" when creating or editing Form templates.

Refer to Microsoft's Help Centre article Configure how users consent to applications for further instructions on reviewing and updating the User consent permissions.

Default Email Template

The Default Email Template is used for all users when sending Forms via Email in FYI. When a user sends a Form manually, the Default Email Template in Forms Settings will automatically be selected in the Create Email drawer. 

You can only select an Active Email Template.

Important: Ensure the selected Default Email Template includes the correct Merge Fields so that the Form is shared correctly. To create an email template for Forms, refer to Setting up Form Email Templates.

Before Using Forms

Once Forms is enabled, practices should:

• Configure the Default Email Template, where required.
• Configure the practice Primary Brand Colour. This customises the appearance of Forms. Refer to Managing Forms Branding.
• When enabling Forms for the first time, confirm that all Sample Templates have been generated successfully to your Knowledge Template list.
• Check the Forms - Submitted Document view, which is automatically filtered to Forms with a Submitted workflow status. Refer to Search and Views Overview.
• Check Microsoft user consent settings to ensure correct permissions are selected.

Disabling Forms

FYI Admins can disable Forms, if needed. For example, to reduce the risk of unintentional form creation and to maintain clear process controls. This feature can be re-enabled at any time.

Once the Forms feature has been disabled:

• Form Templates: New Form Templates cannot be created, manually or imported. Existing templates remain available in the Knowledge Workspace and can be exported, but cannot be edited, or copied.
• Client and Internal Forms: New Client Forms or Internal Forms cannot be created. Existing Forms can still be viewed, submitted, finished and converted to PDF.
• Submitting Forms: Existing Client or Internal Form links can still be accessed, and submitted.
  Note: The Forms - Submitted document view will still be accessible.
• General Forms: Links to General Forms can still be accessed and submitted. New External links cannot be created.
• Workflow Statuses: All Workflow statuses remain available.
• Automations: The Create Form step is no longer available. If an automation attempts to run with this step, an error message will be displayed in the Automation History. The Filter Type - Forms remain accessible.

Note:  Before disabling Forms, it's recommended that practices review any outstanding automations to ensure that client data won't be affected.

To disable forms:

1. From FYI, click Settings > Practice Settings.
    
2. Select Practice settings, and from the drop-down select Forms.
   
3. Untick Forms. 
   
    
4. A warning message will display. Select Yes to disable the Forms feature. To return to forms settings, select No.
   
5.  A processing message will appear, advising the user not to navigate away or refresh this page. Users must stay on the page until the "Forms feature has been disabled" message appears.
    
6. The page will refresh automatically. Once refreshed, Default Email template and Forms branding will no longer appear.
   

Once Forms is disabled, an entry will be added to Practice Activity to show when the feature was disabled.