Adding a Variable Description to Forms

The purpose of the form field Variable Description is to give you the opportunity to enter data that should be set on the form when you are sending it to your clients. Using this field you are able to program multiple default values that you can select from as you're sending out the form.

This field comes in handy when you have a couple default messages for your clients, and depending on their appointment or situation you can choose what content fills this field at the time of sending. 

As we go through the setup of this feature we will use the following as an example - Let's say you have a service called Clinical Assessment, and based on this appointment you want to send your client a form laying out their Treatment Plan, which will be 1 of 2 choices - Treatment Plan 1 or Treatment Plan 2. 

In this section we will cover the following - 

• Adding a Variable Description Field
• Value Options Under a Variable Description Field
• Sending a Form with a Variable Description Field
• What the Client Receives 

To add our fields we will go to the Fields Tab and then click on Add your first field now - 

You will then be given the option to determine the new field you are adding. In this example we have already added our description field, and we will click on the green + button to add a new field  -

We will then select Variable Description as our new field - 

1. Adding New Field - We have selected the variable description field which allows us to offer different default values on the form at the time of its sending.
2. Internal Label - This is for internal use only and will not show anywhere that a client can see.
3. Default Values - When you click on Add Default Values you can program different messages that will be added to the form when you send it to the client.
4. CSS Classes - If you would like to apply custom CSS styling to the filed enter the CSS class here.

We will next add an Internal Label of "Select treatment plan" and then click on Add Default Values to add our first default value - 

Once we have finished entering the Default Value 1 we will click on the + button to add another default value. This second default value will outline our Treatment Plan 2 and then we can click on the green save button to save this field. 

Under "Select treatment plan" as seen highlighted in red above you will see these options - 

• Default Value 1 - Treatment plan 1 
• Default Value 2 - Treatment plan 2 
• Manual Entry - This option should be chosen if your 2 default values do not accurately portray the message you wish to share with the client and you need to enter a custom message.
• No Entry - This option should be chosen if you wish to omit or hide this section of the form from your client. Perhaps the Treatment Plan portion of the form does not apply to that particular client. 

For a refresher on how to send forms to clients please click here. For this example we are going to start from a client profile and proceed to send the form from there. 

From the the Forms tab on the client profile you need to go to the Client History section and set it to show the Treatment Plan form as shown below - 

Click on the Send the form now link to pull up the Send Email/Text Message window. Once you set the Select Form field to Treatment Plan, you will have the ability to set the "Select treatment plan" field as any of the 4 options you set up earlier - 

On the next window your email template will be automatically generated with with the correct form link to send to your client as soon as you click on the green Send Email button -