Document forms are a powerful way to collect structured information consistently within your documents. Designed for repeatable use, they’re ideal for assessments, clinical notes, progress tracking, and more.
Unlike document templates, document forms focus on capturing specific data with structured fields. You can set required fields, move quickly through the form using the tab key, and even draw directly on images like body charts. These features make document forms especially useful for teams who need accuracy, consistency, and speed in their documentation.
Document forms provide a structured, efficient way to capture consistent information—ideal for assessments, clinical notes, and other repeatable records. While document templates also support structured layouts and reusable content, forms give you greater control over how information is entered.
Here’s why you might choose a document form over a template:
Required fields – Ensure essential information is completed before submission
Tab between fields – Speed up data entry by quickly moving between fields
Draw directly on images – Draw inline, without needing to open the image separately (in templates, you need to click to open the image before annotating)
Follow these steps:
Go to Documents > Forms
Click + New form
Name your form and click Create
Add fields by choosing from the following types:
Text fields – For short or long text entries
Drop - downs – Create custom options or link to data lists
Checkboxes – Allow multiple selections
Multiple choice – Limit selection to one option
Diagrams – Add images or body charts for annotation
Open a new or existing document
Select +Insert and choose Form from the drop-down menu, or click on the Forms button in the document
Choose the document form you want to insert
The form will open - fill it in immediately or scroll to the bottom and click Update to insert it blank
Click Save & close (or Create & close) to save your document
Note: If a form includes required fields, those fields will become optional once inserted into a document. It’s up to the team member completing the document to ensure they are filled out.
Both document forms and document templates are reusable, structured, and customisable - ideal for capturing clinical information. However, each has unique strengths depending on how you work:
Required fields – Available in document forms only, to ensure essential information is completed
Tab between fields – Only supported in document forms for quick, keyboard-based navigation
Inline image drawing – Document forms allow drawing directly on images (in templates, you need to click to open the image before annotating)
Text fields – Supported in both formats
Drop - downs – Supported in both formats
Checkboxes – Supported in both formats
Multiple choice – Available in document forms only (use drop - downs in templates to achieve single-option selection)
Diagrams – Supported in both formats
Voice notes – Only available in document templates
Voice dictation – Only available in document templates
File uploads (e.g. photos, videos) – Only available in document templates
Pre-saved signature field – Only available in document templates; document forms require manual signing each time
Tables and columns – Only supported in document templates, useful for organising complex data
Variables (e.g. ICD10, appointment date, team member information) – Only available in document templates, great for automation and standardisation