Create Clients using the Forms Automation Filter

This example details how to use a Custom Process with the Forms filter and the Create Client step to create new clients in FYI using submitted Form data.

The Create Client step is available for Elite practices with either:

• FYI as the Practice Management source.
• Xero Practice Manager (XPM) as the Practice Management source with FYI as Primary for Client Maintenance enabled.

Create the Form view

Use the Forms - Submitted system view, or create a Document view containing relevant filters that will be used to create new clients. Using merge fields, the form data included from each form in this view will be used by the Automation Process to populate the new client record. 

It is important only to create a view that includes forms where the submitted data is ready to be processed.

Create the Custom Process

Create a Custom Process and configure the Process Controls to suit your practice.

Configure the following Process Controls:

• Name: Enter a name that identifies what the process does.
• Description: Enter a description of the process.
• Trigger: Select whether the process will run manually or on a schedule.
• Filter: Select the Forms filter.

Configure the Forms filter

Set the Filter Type to Form - View Filters, then configure the Filter Items:

• Form: Select the Form Template used to collect the new client details. The selected Form Template determines which Merge Fields are available in the create client process step.
• Document View: Select the view containing the Forms to be processed.
• Run Only Once Per Form: This is selected by default. Leave it selected to ensure that the form should be processed only once.

Add the Create Client step

When using the Create Client step, the fields available are the same as creating a client using the + button. Fields can be updated in multiple ways:

1. Automatically, using Merge Fields to insert the data from the form.
2. Manually, by selecting from the field options or inserting the data directly.

To add the Create Client step:

1. Select Add Step, then select FYI Actions.
2. Select Create Client.
3. Configure the client fields required by your practice.
4. For fields that should use data from the submitted Form, select the Merge Field icon and choose the corresponding field from Trigger Form Data.
5. Save the step.

Use Trigger Form Data Merge Fields

When you open the Merge Field Editor, fields from the selected Form Template are available in the Trigger Form Data section.

When selecting Form Merge Fields:

• Merge Fields are displayed using the Label of each field in the Form Template.
• The available Merge Fields depend on the Form Template selected in the Forms filter.

Map each required client field to the corresponding Form field. For example, client contact details collected in the Form can be inserted into the relevant fields, such as name, phone number, and physical address.

When mapping an Email field, ensure the value on the form is a valid email address. If the Email field is invalid, the Create Client step will fail.

Test and run the process

Before activating the process, test the process to confirm that the submitted Form data is mapped to the correct fields in the new client record.

After testing, review the new client record and confirm the merge fields have populated the expected fields. Once you're satisfied with the results, activate the process.