Creating a Direct Link to a General Form

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Users: Not Available: All users Available:FYI Admins or User Group Permissions

Practice Management Source: Not Available: APS, Iris, MYOB AE & AO, CCH, MYOB Practice Management (formerly GreatSoft) Available: FYI or Xero Practice Manager

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, form template external links can be included on your website to collect new client details, or added in an email template inviting clients to update their contact details.

Before creating a shareable link, a Form Template must be created. Refer to Creating Templates for Forms.

A form shared from a Form Template link is known as a General Form.

Responses submitted through a General Form are not linked to a specific client in FYI and do not store partially completed data. Clients completing a General Form can only Clear or Submit their responses.

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. This may cause field values to be unavailable, including when running automations.

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:

  1. Navigate to Knowledge > Templates.
  2. 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.
  3. Click the Doc Link tool drop-down in the toolbar. Or right-click and select from the pop-up menu.
  4. Select External Link.
    4588_Form_Template_External_Link.gif
  5. The link is copied to your clipboard.
  6. 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.

Completing the General Form

When a client accesses the external link, the General Form will open in a new browser window. The Form is completed anonymously, meaning that progress cannot be saved. If the user closes the tab, no changes will be saved. 

Clients completing a form using a Form Template link can only Clear or Submit their responses.

Once submitted:

  • The user will be presented with a success message and can close the window. 
  • General Form responses will be filed to the Cabinet and Categories defined in the Template AutoFile settings, where applicable. If no Template Autofile settings are defined, the form will follow the practice's AutoFile Settings and Defaults.
  • The form response will not be filed to a client record. Users can manually update the form filing, where applicable.

For more information on completing a form, refer to Completing an External Form.

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