Forms can be used to gather and record a wide range of information for your clients. An existing form can be edited or a new form can be created, using a variety of fields to meet the needs of your practice.
Introduction to forms
Forms can be filled in as part of a job, or you can enter client data via tabs on any client page. All forms within Senta are customisable, and you can also create new forms from scratch.
TABLE OF CONTENTS
- Introduction to forms
- Filling in forms
- Creating and editing forms
- How form fields can be used to sync data between forms
Who can fill out a form?
Information recorded via a form can be filled out both by practice users and contacts of clients. A form assigned to the contact of a client can be filled out via the Client portal.
Form types in Senta
There are 3 types of forms in Senta:
1. The Client details form
2. The Contact details form
3. Other forms
The Client details and Contact details forms are known as Master forms, and are always available to fill in for clients.
The tabs on the Client details form make up the standard tabs you will see on any client page when you first start using Senta.
The fields on the Contact details form are connected to the Contacts tab within the Client details form, and will display on any client page as below.
Any form listed under Other forms has to be filled in as part of a job in Senta in order to show as a tab on a Client profile. The specific area where the tab appears depends on whether the Fill in a form task is part of a one-off job or part of a recurring job.
Filling in forms
Form tabs for one-off jobs
Forms filled out as part of one-off jobs will automatically be added as tabs to the client page if:
1. That job has already been kicked off
2. That job will kick off based on the selected services for the client
For example, let's look at a one-off job such as the Bookkeeping Setup job. This job is part of the Bookkeeping service, and only kicks off once in order to gather Bookkeeping details. As soon as we turn the Bookkeeping service on for a client, a tab associated with the Bookkeeping details form will automatically appear on the client page.
Adding the service to the client page:
Bookkeeping details tab on the client page:
The Bookkeeping details form can then be filled in either by clicking edit, or by going into the Bookkeeping setup job and completing the "fill in form" task.
The Bookkeeping details tab will appear within the job itself, containing the information filled out on the form:
The Bookkeeping details tab on the client page will also display the same information.
When you are first creating a form you can choose whether to automatically have that form show up as a tab on the client page.
If you want the form to only appear under the job, select ''No''.
Form tabs within repeating jobs
Please note that forms from repeating jobs will not show as a tab on the client page. Instead, they will always only show up within the job itself.
Creating and editing forms
To add a new field to an existing form, such as the Client details form, go to Settings > Forms.
Click on Client details.
Scroll to the bottom of the page and click Add field to add a new field to the form.
A full list of the available different field types that can be added to a form is available here.
If you wish to record information for a client via a job and the form is not already available within Senta, the first step is to create the form that you will use to record this information. To do this, go to Settings > Forms.
Click Add form.
A step by step guide on how to create a form by adding fields can be found in our guide to creating forms and adding fields. Once you have created a form, you will then need to add it as a "fill in a form" task to a job. Our guide on using forms in jobs contains step by step information on how to complete this process.
How form fields can be used to sync data between forms
Field references can been used to identify each field within a form. They can then be used to populate personalised emails and text messages. Our in depth guide on how to use field references, can be found here.
Field references can also be used to sync fields between multiple forms as long as they share the same field reference. For example, you might wish to record if a client is based in the UK via a form in a job, and also as a field within the Client details form. If you use the same field reference for both fields, the information will automatically update on both fields with the same value, without the need to register the information twice.
Please note: This process does not apply to any fields on the Contact Details form, as they cannot be synced with other fields within Senta
Field on job form:
Field within the Client details form: