If you want to add value to your business, e-Forms are a great resource to use. With Yocale's form builder, you can create any type of form(s) to extract any type of information you require from your clients. Whether it be a signature or sensitive and confidential information.

Clients can provide their preliminary details, scan through your guidelines, provide their digital signature, upload photos, and attend to questions in regard to their service history. You’ll instantly receive submissions to view, download, convert into PDFs, or print.

Some of the most common type of Form(s) created by businesses like yourself include:

Quick video on how to use the form template library:

Quick video on how to build a custom online form:

Quick video on how to manage your forms:

You can access the form builder by navigating to Navigation menu > Business setup > Forms.

Lets discuss all the elements of the form builder in more detail.

When creating your forms, you can as well upload photos and images to annotate on.

Duplicate the existing forms

You can duplicate your existing forms by going to the list of forms. Find three dots on the right corner of your form. Click on the 3 dots (which are shown in the below picture) and choose the "Duplicate" option. Then change the name of your new form and press the blue "Duplicate" button.

You can customize the style of your form by clicking on "STYLE" button in your form builder. Choose the style, the main color of your form, divider color. Preview what aesthetically looks good and “Preview” your form:

On the right side of your form builder, you can “Preview” forms in various aspects to see how it will be displayed to clients on:

Within the Form Builder, you will see a toolbar for Build, Style, and Preview. Under “Build”, you have access to a plethora of form elements for building a variety of forms.

Design Elements

Here, you can add a video, image, text, header, divider, and spacer to make your forms beautifully functional!

Input Elements

Within Input Elements, you can build the format and functionality of your forms. For instance, would you like to include a multiple-choice section or single questions? Long or short text answers? You can as well include a signature and attach documents

Lookup

Within the lookup elements, you have the option to drag and drop fields related to the client’s preliminary information:

💡If you have a client’s outdated address, their information (in their profile) will be automatically reflected with the updated details once they fulfill the form you’ve sent them.

Upload Images and Use Color-coded Annotations

If you upload an image inside annotations, you can annotate it by adding notes, pinning items, and highlighting areas! Such sophisticated tools have evolved into a popular communication tool between interdisciplinary professionals.

You can create both internal and external forms. Internal forms are excellent for staff surveys’ or feedback/ assessment/ follow up.

If you want the full form to be internal, you can do so from the forms page. Once you are within the form portal, click on “Form Details” and turn the “ Internal use only” on:

If you only want some fields to be internal (only your business can view these fields), start from the form builder. Drag and drop the fields you need from the left side onto your form. Once you drop in a new field, say a “Signature Field”, you will see a new side window slide open on the right of the form builder. Here you can make your field internal:

Lock Form

From here, you can lock the form after a certain number of days (locking a form means unable to be edited or updated by the client) and as well choose the format of your form.

Here is where you access all the forms you have created with the form builder. You can search for a particular form on the search field. To locate the information you are looking for pronto, you have access to the Column Chooser. Refer to the arrow pointing to the icon:

By clicking on the eye icon, a list of available search options comes up. Filter and select the parameters most relevant to your search to find the exact form you are looking for:

Once you have combined a long client list and each has a couple of forms attached to their profile. By clicking on its name or using the edit icon (go to the form), you will gracefully enter the forms’ detail page where you have the option to:

Form association with services

You can associate a form with all relevant services directly from here. You can select all services that would be relevant to this form or just specific services:

After selecting the settings that fit your needs best, click on the top right "Draft" and switch it to "Publish". Yay! Your newly built form is now live!

Want quick access to forms? There are 4 different entry ways to access information packed forms. These include:

Pen Icon

By using the pen icon, you can edit and rebuild your form in full.

Once you arrive within the Forms Management Portal, you can view all the submissions.

Go to "Clients" and then "Form records" for accessing all the submitted forms from clients.

Viewing a Form

When you are viewing a submitted form (Form record) , you can apply the following actions by clicking on the 3-dot icon: Download, Share (read-only), Ask for the update, Kiosk Mode, View, Lock a form, Remove.

First, say a client has not fully completed a form as you needed them to, so you need to follow up with them. Using the 3-dot icon you can select the "Follow Up" option to send a quick email reminder to your client. Also, clicking on the 3-dots icon will give you the option to remove the form or change to Kiosk mode.

Once within a form record (submitted form), you can search and view any other form records you wish without leaving your current screen. As displayed in the below capture, you need to click on the little arrow toggle on the left side of your screen (outlines with a red arrow). A new tab will then slide open where you can search on the search bar for any submissions:

Keep in mind, for you to view and action these statuses, the form should be marked as “Completed” first.

By clicking on the “pen” icon or any form under the field “Form Name”, will allow you to edit the submitted form. In addition, you can either “Save as a Draft”, or “Submit” the the form. If you have a lot of clients and each client has a couple of submitted forms, you can locate any submission you need with a quick search or filter the list using different parameters available to you (outlined below with arrows):

Clicking on a submission’s name will take you directly to its management section:

Data Grid: Organize your Digital Data

You have the option to customize what you want to see in your day-to-day routine to achieve the highest level of efficiency. If you do not need a plethora of columns to be displayed, simply click off the fields that are irrelevant and these fields will become hidden. Start by navigating to the eye icon on the right side of your page:

The data grid allows you to organize your data and fields by:

Along the top of the Grid are Filters which allow you to filter the data in the grid below. This allow you to either de-select the forms you don't want to filter, deselect all, and only select the form(s) you are filtering for, search for the form in the search field or select the date range from the calendar dropdown.

Last Updated Date

Select the date range of the form you want to see (which was last updated within a certain date range):

Appointment Date

Select the appointment date range for which you want to filter the forms based on the clients’ appointment date.

Status

The form status filter can filter down the forms to display submissions with the status of either - Pending, Draft, Completed, or Locked

Services

Select the service(s) you want to filter the grid

Providers

Filter the grid to narrow down the results based on the providers in the business

Client Name

Select the client(s) in which you want to filter the data grid (regarding clients you want to see forms for)

Form's Status

Speaking of status, Forms can either be saved as a Draft or Submitted.

You have the option to apply the following Statuses to a form:

A Pending form means it is yet to be completed (either by the client or the provider). Pending Forms can be completed through the form submission via the provider or on kiosk mode via the client. A pending form can be saved as a draft, submitted as complete, or delete the submission.

A Form with a Draft status is one that has been partially completed but not submitted. Either the client or the provider has not marked the form as complete and instead saved the form as a Draft. A form that is Draft status can be submitted as completed or deleted.

A Completed form has either been filled out in its entirety by the client or the provider and has been submitted to that client or appointments record. A completed form can either be set to a Locked status or deleted.

A Locked form is one that has been completed by the client or provider and has been submitted with a complete status. Either the provider has manually done sol or an automated function in the form settings has locked this form to not allow any changes to be made. When a form is locked, only comments can be made to the form.

First, to access the Kiosk mode, a form has to be submitted by your client. Once you have received a submitted form, navigate to "Clients" and select “Forms”.

Click on the form of choice. Once in the submitted form, click on the 3-dot icon beside “Submit”. To activate it, chose “Kiosk Mode”:

Kiosk mode is a function for authorizing clients to fill out a form on a shared business device such as a tablet or computer, but only giving them access to the form to be fulfilled. In Kiosk mode, clients can only access fields in the form that are set to be external client-facing and upon the form being completed, a password is required.

Once the password is entered, the provider can resume using Yocale as usual.