Form Builder Guide

Overview

The Form Builder allows administrators to create and customize forms for clinical documentation. Forms define the fields, sections, and structure that clinicians use when documenting patient care. This guide is for administrators who need to create and manage forms.

Accessing Form Builder

From Admin Section

1. Navigate to Admin: Click "Form Builder" in top navigation
2. Or Access Directly: Navigate to /admin/form-builder in your browser
3. Form List: See list of existing forms

Requirements

• Admin Access: Only administrators can access Form Builder
• Organization: Must be part of an organization
• Permissions: Appropriate role permissions required

Form Structure

Form Components

Forms consist of:

• Form Name: Display name for the form
• Form Sections: Organized groups of fields
• Fields: Individual data entry fields
• Field Types: Different input types (text, number, dropdown, etc.)
• Validation Rules: Requirements for field completion

Section Organization

• Multiple Sections: Forms can have multiple sections
• Section Names: Descriptive section titles
• Field Grouping: Related fields grouped in sections
• Section Order: Sections appear in defined order

Creating Forms

New Form Creation

1. Access Form Builder: Navigate to Form Builder
2. Click "New Form": Create new form
3. Enter Form Name: Provide descriptive name
4. Add Sections: Create sections for organizing fields
5. Add Fields: Add fields to each section
6. Configure Fields: Set field properties and validation
7. Save Form: Form saved and available for use

Form Properties

When creating a form, configure:

• Form Name: Name displayed to users
• Description: Optional form description
• Category: Form category (if applicable)
• Status: Active/inactive status
• Version: Form version tracking (if enabled)

Managing Sections

Adding Sections

1. Form Editor: Open form in editor
2. Add Section: Click "Add Section" button
3. Section Name: Enter descriptive section name
4. Section Description (optional): Add section description
5. Save Section: Section added to form

Section Properties

• Section Name: Title displayed to users
• Description: Optional section description
• Order: Display order in form
• Collapsible: Allow section to collapse (if applicable)
• Required: Mark section as required

Reordering Sections

1. Drag and Drop: Drag sections to reorder (if supported)
2. Order Buttons: Use up/down arrows to change order
3. Save Changes: Order saved automatically

Managing Fields

Adding Fields

1. Select Section: Choose section for field
2. Add Field: Click "Add Field" or "+" button
3. Field Type: Select appropriate field type
4. Field Properties: Configure field properties
5. Validation Rules: Set validation requirements
6. Save Field: Field added to form

Field Types

Available field types include:

• Text: Single-line text input
• Textarea: Multi-line text input
• Number: Numeric input
• Date: Date picker
• Time: Time picker
• DateTime: Date and time picker
• Dropdown: Single selection from list
• Multi-Select: Multiple selections from list
• Checkbox: Boolean checkbox
• Radio: Radio button group
• File Upload: File attachment
• Signature: Digital signature capture

Field Properties

Configure for each field:

• Field Label: Text displayed to users
• Field Name: Internal field identifier
• Field Type: Input type selection
• Placeholder: Hint text in field
• Default Value: Pre-filled value (if applicable)
• Required: Mark field as required
• Help Text: Additional instructions

Field Validation

Set validation rules:

• Required: Field must be completed
• Min/Max Length: Text length constraints
• Min/Max Value: Numeric value constraints
• Pattern Matching: Regex pattern validation
• Custom Validation: Organization-specific rules

Reordering Fields

1. Drag and Drop: Drag fields to reorder (if supported)
2. Order Buttons: Use up/down arrows
3. Save Changes: Order saved automatically

Form Configuration

Form Settings

Configure form-level settings:

• Form Name: Display name
• Description: Form description
• Category: Form category
• Status: Active/inactive
• Version: Version number

Display Options

• Section Layout: How sections displayed
• Field Layout: Field arrangement (single/two column)
• Progress Indicator: Show completion progress
• Save Drafts: Allow saving incomplete forms

Form Preview

1. Preview Button: Click preview in form editor
2. Preview Mode: See form as users will see it
3. Test Fields: Interact with fields in preview
4. Responsive View: Preview on different screen sizes

Editing Forms

Modifying Existing Forms

1. Form List: View all forms
2. Select Form: Click on form to edit
3. Edit Mode: Form opens in editor
4. Make Changes: Modify sections, fields, properties
5. Save Changes: Updates saved

Version Control

• Form Versions: Track form versions (if enabled)
• Version History: View previous versions
• Version Comparison: Compare versions
• Rollback: Revert to previous version (if needed)

Form Status

Manage form status:

• Active: Form available for use
• Inactive: Form not available
• Draft: Form in development
• Archived: Form no longer used

Testing Forms

Form Testing

Before deploying forms:

1. Preview Form: Use preview mode
2. Test All Fields: Fill in all field types
3. Test Validation: Verify validation rules
4. Test Required Fields: Ensure required fields work
5. Test Submission: Submit test form

Testing Checklist

• Field Types: All field types work correctly
• Validation: Validation rules enforced
• Required Fields: Required fields properly marked
• Error Messages: Clear error messages displayed
• Save Functionality: Forms save correctly
• Submission: Form submission works

Best Practices

Form Design

• Clear Labels: Use clear, descriptive field labels
• Logical Order: Organize fields in logical sequence
• Section Organization: Group related fields
• Required Indicators: Clearly mark required fields
• Help Text: Provide helpful instructions

Field Design

• Appropriate Types: Choose correct field types
• Validation Rules: Set appropriate validation
• Default Values: Use defaults when helpful
• Placeholders: Provide helpful placeholder text
• Consistent Formatting: Maintain consistency

Form Organization

• Consistent Structure: Maintain consistent form structure
• Reusable Sections: Create reusable section templates (if available)
• Naming Conventions: Use consistent naming
• Documentation: Document form purpose and usage
• Testing: Test thoroughly before deployment

Form Assignment

Assigning to Task Types

After creating forms, assign to task types:

1. Chart Creator: Access Chart Creator (separate admin tool)
2. Select Task Type: Choose task type
3. Add Forms: Add form to task type
4. Form Order: Set order forms appear
5. Save: Forms assigned to task type

Form Usage

Forms are used:

• Task Documentation: Clinicians complete forms in tasks
• Clinical Notes: Forms capture clinical information
• Compliance: Forms ensure required documentation
• Data Collection: Forms collect structured data

Troubleshooting

Common Issues

Form Not Saving

• Check all required fields filled
• Verify form name provided
• Check network connection
• Refresh page and retry

Fields Not Appearing

• Verify fields added to sections
• Check section not collapsed
• Verify form saved correctly
• Refresh preview

Validation Not Working

• Verify validation rules set correctly
• Test in preview mode
• Check field type matches validation
• Contact support if issues persist

Form Not Available

• Check form status (must be active)
• Verify form assigned to task type
• Check user permissions
• Verify organization settings

Related Topics

• Chart Creator - Assigning forms to task types
• Clinical Documentation - Using forms in documentation
• Task Types - Managing task types (for admins)