Importing Form Responses into your Client Records

Mappings enable the transfer of information from completed forms into a client record. This article covers the following topics:

• Creating Form Mappings
• Importing Data from a Completed Form
• Automatically Importing Data into a Client Record

Importable Sections

Mappings allow you to import form data into various sections of a client record, including:

• Personal Information
• Secondary Contact
• Emergency Contacts
• Healthcare Providers
• Insurance Policy
• Diet & Lifestyle
• Medical History

Creating Form Mappings

To create mappings for your forms, follow these steps:

1. Go to Settings > All Settings & Preferences > Forms & Signature.
   Alternatively, you can go to My Practice > Forms & Waivers and click the Mappings & Settings tab. 
   
   
   
2. Click on Add mapping (or Add another) then select a Form from the popup menu to define which questions should map to fields in your client record.
   
   
   
3. Click Add mapping to create a new mapping for a Form question to a destination field. Optionally, click Add all to add all available questions in the mapping.
   
   
   
4. Select a question from the picklist on the left.
   
   
5. Select a destination from the picklist on the right.
   
   
   
6. After configuring all required mappings, click Save.
   

Customize Importing Options

You can customize how data is imported for free-form destination fields such as Diet & Lifestyle, Medical History, and Personal Information Notes.

• Overwrite Existing Data: By default, data is appended to existing entries. Enable this option to overwrite current data in the field. The icon between input and destination picklists will change from an outlined arrow (append) to a filled arrow (overwrite).
  
• Include Question Title: By default, the title of the question is included when importing data into free-form fields. Disable this if the mapping is clear.
• Include Private Notes: Optionally include any notes already added to your client's form during data import.

Importing multiple questions to the same destination field

You can import multiple question/answers into the same destination field; however, be mindful of the 10,000 character limit imposed by most free-form fields.

Importing data into the Personal Information section

To import data into the Personal Information section:

• Use a question from the Form Builder related to Personal Information, Secondary Contact, or Healthcare Provider.
• Note that an imported form can't update (overwrite existing) your client's email address. You must manually update it from their Basic Information page.
• Additional free-form data can be included in the Personal Information: Notes field.

Importing data to the Secondary Contact field

To import data for a secondary contact:

• Use a Personal Information/Contact person question from the Form Builder.
• Ensure that your client provides their name and email address for successful import.
• If a secondary contact already exists, use the Overwrite existing data option during mapping.

Importing Data from a Completed Form

Follow these steps to import data from a completed form:

1. Go to your client's Forms & Waivers section.
2. Click the More Options menu beside a completed Form and select Import into file.
   
   
   
3. If mappings are already set up for your Form, they will appear in the Import Form Data popup. You can also add mappings manually if needed by clicking the Add mapping or Add all buttons.
4. Click the Review button to see which fields will be updated based on the completed form's information.
   
   
   
5. An error will appear if any mappings are skipped due to unanswered questions.
   
6. After reviewing, click Import to finalize the process.
   

Automatically Importing Data into a Client Record

To set up automation for importing data:

1. Go to My Practice > Automations.
2. Click on the Fast Action Button in the bottom right corner.
   
3. Select Import completed forms into client files.
   
4. Name your automation and 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.