Plan: Not Available: Intermediate Available: Pro or Elite
Users: Not Available: All users Available: FYI Admins or User Group permissions
Practice Management Source: Available: All sources
A form shared from a Form Template link is known as a General Form. Practices can create a shareable external link from any saved Form Template, making it easy to collect information without having to create a Form directly related to a client in FYI. For example, external links to a General Form can be included on your website for general-purpose request forms, such as newsletter unsubscribes.
Before creating a shareable link, a Form Template must be created. Refer to Creating Templates for Forms.
Before you begin
Before generating an external link for a General form, consider how the form will be used and how the submitted responses should be filed in FYI.
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Creating Forms for clients: Where possible, create a form directly for a specific client in FYI rather than sharing a General Form. General Forms are more suitable for generic requests, such as newsletter unsubscribe forms, where a client doesn't need to be selected before the form is shared.
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Form template structure: The structure of a General Form is determined by the Form Template. If the template is updated, for example, when new fields are added, or existing ones are changed or deleted, these updates will automatically apply to the direct link and all active Forms created from that template, including any that have already been submitted.
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Using FYI Fields: FYI Fields use the prefix fyi_ in their Field Name to identify fields associated with FYI information. When a Form is created for a specific client, these fields automatically populate with the corresponding client information. Where possible, we recommend setting fields with a Field Name beginning with fyi_ to Read Only to prevent users from modifying the values.
- Autofiling General Forms: When a field with the Field Name fyi_email or fyi_id contains a value that matches the corresponding client details in FYI, the submitted General Form is automatically filed to that client. The fyi_email field is an FYI Standard Field.
Generating a Form Template External Link
Important: External Links can be generated for all Form Templates. It is recommended to only share external links to Form Templates that have a Filing Status "Active".
If the Forms feature has previously been enabled and is now disabled, existing form template external links remain available, however, new links cannot be created.
An FYI Admin or user with Templates permission can generate the Form Template External Link. To copy the link:
- Navigate to Knowledge > Templates.
- Select the relevant Form Template from the Template list.
Tip: Check the AutoFile defaults for the template. When a General Form is submitted, it will be filed to the Cabinet and Categories defined in the AutoFile settings, where applicable. - Click the Doc Link tool drop-down in the toolbar. Or right-click and select from the pop-up menu.
- Select External Link.
- The link is copied to your clipboard.
- Paste the link where required, for example in an email or embed the link on your website.
Viewing the General Form
If an FYI user would like to view the External Form before sharing, the link can be pasted in a new browser. This will display the live General Form.