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[Accordion] Overview
Custom Simple Forms serve as centralized, reusable lists that power fields like dropdowns across your custom forms. They let you manage list values in one place, ensuring consistency and effortless updates, as any changes automatically flow to every form that references the Simple Form.
[Permissions] The staff member must have permissions to Form Builder [Staff > Staff Info > System Permissions > Form Builder] in order to design Simple Forms.
Who Uses Custom Simple Forms:
- System administrators and implementation staff, to create and maintain centralized lists
- Clinical and operational teams that rely on standardized lists when completing client or staff forms
- Administrative staff, to manage reusable reference data such as departments, job roles, or inventory items
Purpose of using Custom Simple Forms:
- Maintain centralized lists that are reused across multiple forms
- Ensure updates to lists automatically reflect in all linked forms
- Reduce maintenance effort and improve overall data quality
[Accordion] Getting Started
Let's create a Therapy Type form to learn how to design a Simple Form in Form Builder. This example shows how to create a centralized, reusable list of therapy types that can be referenced across intake forms, treatment plans, and clinical documentation, ensuring consistency and reducing duplicate data entry.
Fields can be grouped with section headers and tabs to create a clear, organized layout. Required fields ensure essential information is captured, while additional controls and settings allow Simple Forms to meet specific clinical, operational, or administrative needs.
Simple Form Category: To create a Simple Form, navigate to the Form Builder module and select the Simple Form category.
- Click/Tap to create or edit existing simple custom forms
Choosing a form design: Select a form design by cloning or editing an existing form, or by creating a new one from scratch.
- Click/Tap on [[img:playlist_add >> lbl:Create New Form]] to design and create a new custom simple form
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Quick Filter Tags:
- Enabled: Select to view active Simple Forms
- Disabled: Select to view disabled Simple Forms
- Actions: Click/Tap on [[img:edit]] icon to edit an existing form and [[img:more_vert]] to perform additional actions like delete and clone
Designing a new Custom Simple Form:
Create a Simple Form by selecting the preferred controls from the left-hand side of the Form Builder. The selected controls are displayed in the center of the builder, while their properties and settings are shown on the right-hand side for configuration.
This Therapy Form is an example of a Simple Form, which stores centralized, reusable data lists using the following fields:
- Textbox: Used to enter short text, such as the Therapy Name or Therapy Code. This field can be marked as required to ensure each therapy is clearly identified and uniquely referenced across forms
- Date Picker: Used to select dates, such as the Effective Date when a therapy type becomes valid or active.
- Time Field: Used to specify Session Duration or other numerical details relevant to the therapy
- Checkbox: Used to indicate whether a therapy type is Active or Inactive. Inactive entries can be hidden from other forms while maintaining historical data
- Memo: Used to capture additional details like the Primary Focus Areas or Clinical Notes related to the therapy
- Required Field (*): Fields marked with an (*) must be filled out before the form can be saved
[Accordion] Best Practices
[Q] Design for reuse
[A] Create Simple Forms only for values that will be shared across multiple forms, such as dropdown lists or selectable options.
[Q] Keep fields minimal
[A] Include only the fields needed to identify and use the value (e.g., name, code, status). Avoid unnecessary detail.
[Q] Use clear titles and consistent naming
[A] Choose intuitive names for the form and its fields so they’re easy to recognize when used as data sources elsewhere.
[Q] Plan for growth
[A] Anticipate future values and design the form so new items can be added without changing the form structure.
[Q] Control data quality
[A] Use validations, required fields, and standardized formats to ensure entries are clean and consistent.
[Q] Include an active/inactive option
[A] Allow values to be retired without deleting them, preserving historical data and references.
[Q] Avoid client- or staff-specific data
[A] Simple Custom Forms should remain independent and not store information tied to individual clients or staff.
[Q] Test before widespread use
[A] Validate that the Simple Form works correctly in all referencing forms before rolling it out broadly.
[Q] Document the purpose
[A] Add descriptions or notes so future form designers understand how and where the form is used.
[Q] Limit who can edit
[A] Restrict edit access to prevent accidental changes that could impact multiple forms.
[Accordion] FAQs
[Q] When should I use a Simple Form instead of a Client or Staff form?
[A] Use Simple Forms when you need shared lists (like dropdown options) that aren’t tied to a specific client or staff record.
[Q] Can a Simple Form be used in multiple other forms?
[A] Yes. A single Simple Form can be referenced by multiple custom forms as a shared data source.
[Q] What happens if I update a Simple Form value?
[A] Any updates automatically propagate to all forms that reference the Simple Form.
[Q] Who can create or edit Simple Form designs?
[A] Only users with access to Form Builder can create custom Simple Forms.
[Q] Can I deactivate or retire values in a Simple Form?
[A] Yes, values can be disabled or removed without redesigning the forms that use them.
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