How to use document forms

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.

Why use document forms?

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)

How to create a document form

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

How to add a document form to a document

  • 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.

Document forms vs document templates

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