Mappings allow you to transfer information submitted from completed forms into your client's file. This article will cover the following topics:
- Creating form mappings
- Importing data from a completed form
- Automatically import data into a client's file
Mappings allow you to import form data into the following sections of a client's file:
- Personal Information
- Secondary Contact
- Emergency Contacts
- Healthcare Providers
- Diet & Lifestyle
- Medical History
Creating Form Mappings
1) Go to Settings > All Settings & Preferences > Forms & Signature
2) Click Add mapping then select a form from the popup. This will allow you to define what questions in the form should map to fields in your client's file:
3) Click Add mapping to create a new mapping from a form question to a destination field. Optionally, you can click Add all to add all available questions to the mapping.
4) Select a question from the picklist on the left:
5) Then select a destination from the picklist on the right:
Once you've set up all required mappings for your form, click Save to save the mapping:
Customize the importing using destination import options
You can customize how and what data is imported for free-form destination fields such as the Diet & Lifestyle, Medical History, and Personal Information Notes fields. Click on the More Options button next to a mapping:
Overwrite existing data
By default, we will append the data from your client's form to the bottom of any data which currently exists in the destination field. Enable this option to overwrite any data which is currently stored in the field:
When this option is selected, the icon between the input and destination picklists will change from an outlined arrow to a filled arrow.
Use this as a reference to identify fields which will be appended (outlined arrow) or overwritten (filled arrow).
Include question title
By default, we will include the title of the question when importing data into free-form fields. Including the question title will provide context about the answer your client provided. You can disable this if the mapping is obvious, e.g. you're importing a question labeled "List all paternal family illnesses" into the Medical History > Paternal Illnesses field.
Include my private notes
If you've already added notes to your client's form, you can optionally include these when importing the data into your client's file.
Importing multiple questions into the same destination field
You can import multiple question/answers into the same destination field. Mappings are processed in ascending order (top to bottom). Keep in mind most free-form fields impose a 10,000 character restriction.
Importing data into the Personal Information section
To import data into your client's Personal Information section, you will need to use a Personal Information / Secondary Contact / Health care Provider question from our Form Builder.
Your client's email address cannot be updated from an imported form. You must do this manually from their Basic Information page.
You can include other free-form data into the Personal Information: Notes field, which will populate a free-form text box on your client's Basic Information page.
Importing data into the Secondary Contact field
A secondary contact is a person who will receive all email notifications sent to a client. A secondary contact may be useful if you're working with two clients (e.g. husband and wife) and wish to not set up two separate client records.
To import data into a secondary contact, you must use a Personal Information / Contact person question from our Form Builder. Your client must also provide their name and email address for their data to be imported.
If a secondary contact already exists, you will need to use the "Overwrite existing data" option when defining the mapping.
Importing Data from a Completed Form
1) Go to your client's Forms & Waivers section, then select Import into file from the More Options Button:
If you've already set up mappings for your form, these mappings will be displayed in the Import Form Data popup:
If you haven't defined mappings, you can still add these manually by clicking the Add mapping or Add all button in the bottom-left corner of the popup.
2) Click the Review button to proceed
The Review & Import step will show you what fields in your client's file have been updated based on the information provided in the completed form:
If a client has not provided an answer for one of the mappings you've defined, you will see an error indicating the mapping has been skipped:
3) Once you've reviewed the import, click Import to complete the process.
Automatically import data into a client's file
You can also set up an automation that will automatically import data into your client's file once they complete a form.
1) Go to My Services > Automations
2) Click on the Red Fast Action Button and choose Import completed forms into client files
3) Name your automation.
4) Choose which form you want to import automatically into your client’s file.
5) Select the existing mapping you have set up for the form. If you have not created a mapping, you will need to follow the steps here: Creating form mappings
6) Click Create to save your automation.
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