Creating Form Templates

Form templates are designed to collect information from clients in a question-and-answer format. They are ideal for intake forms, questionnaires, preference forms, surveys, and other client documentation.

Like document templates, form templates are electronically fillable within Doulado, and can be sent to clients with existing client journeys. Forms can be completed entirely by the client, jointly by the client and doula, or internally by the doula about the client.

When a form is sent to a client for completion, the client will automatically receive an email notification with a link to complete the paperwork.

Table of Contents

• How to Create and Edit a Form Template
  • Form Details
  • Adding Fields
  • Preview
  • Moving Fields
• Sending or Filling out Form Templates

How to Create and Edit a Form Template

When creating a new form template you can choose to edit one of the form template samples, or start your own blank form.

1. Go to the main Templates tab and stay in the Paperwork side menu.

   

2. Click on the + New Form button in the upper-right corner.

   

3. This will take you to a new page where you can either select a template or start with a blank form.

   

   
   

Form Details

1. In the following page, you can customize how your form will go. Decide whether to include your company logo and contact info by checking their corresponding boxes.

   

   
   
2. Assign a form name and add a description (the description is optional, and only viewable by the doula viewing the template).
3. Assign a form name and add a description (the description is optional, and only viewable by the doula viewing the template).

• Allow customizations before sending: If this is on, it allows the form to have one more customization step prior to sending to a client, if needed.

  If you want to keep forms the same, or if you are a team owner, we recommend turning this off so this form template cannot be edited before each use. These templates should be designed so that each things that needs to change from client to client is a fillable field.

• Publish to client portal when complete: When this is on, this will select to "send the document to the client to complete" by default.

  Turn this off if this form is for internal purposes only, and is not normally sent to the client at all.

• Visible to other team members: If this is on, the document will be visible to other providers for this client. Anyone that can view the client profile (contributors or assigned participants on a team) would be able to see the paperwork.
  • To save it so that only the sender and team owners would see it, turn this option off.
• Simplify the final PDF: This setting only applies to forms and will result in a smaller PDF by removing section and question descriptions, unanswered questions, and unselected options from lists.
• Visibility (Teams Only): When this box is checked, only team owners can view or use this form template.

Adding Fields

1. From the Insert section, you can choose a field to include in your form.
   1. You can add a section field and (optional) description to break up the form questions into sections.
2. Select the location of the new field. + placement areas appear throughout the form.
   1. Select any + to add the field to its own row or into an existing row.

4. Once location is selected, type the question, and a question description if you'd like.
5. Select whether or not it is required to answer.
6. Decide if you'd like any Prefills or Mapping to happen with that answer, if applicable

• (1) Prefills allow a field to automatically populate using information already stored in the client’s Doulado profile.
  • If no prefill is selected, the field will remain blank.
  • If a prefill option is selected, the matching client information will automatically appear when available.

• Example: If the field asks for the client’s phone number and a phone number already exists in their profile, the field can automatically prefill with that number.

  If the selected data does not exist in the client profile, the field will remain blank.

• (2) Prefilled For: If a prefill option is selected, you can choose who sees the prefilled value.
  • Recipient: The value prefills when the client is completing the form, but not when viewed by a provider.

  • Provider: The value prefills when a provider is completing the form, and the client cannot edit the value.

    (3) Map To: Mapping determines where the submitted answer is also stored in the client’s profile or journey.

    Responses can be mapped to:

  • client profile details, such as name, address, or email
  • a note in the client journey timeline
  • a custom field in the client’s Profile Info section

7. Once you're done, there are two ways you can finalize your created form:
   1. Click Save draft throughout editing to make sure your work is saved (form template is not auto-saved)
   2. Click Save & close the form template when you are done in order for it to be available to use for clients,

Preview

To view the form template as you go to see how it will look, toggle to preview at the top right of the form editor.

Moving Fields

Form questions are organized into rows, which can contain one or more fields.

• Use the grip icon beside a field name to move that field
• After selecting a grip icon, + placement areas appear throughout the form. Select any + to move the row or field to that location.
• Fields can be moved:
  • within the current row
  • into another existing row
  • into a new row

Sending or Filling Out Form Templates