Copy FormBuilder Data Frequently Asked Questions







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The following frequently asked questions provide details on the most commonly asked about pieces of the Copy FormBuilder Data feature.  Click a question from the list here to navigate directly to the corresponding answer, or scroll through the full list of questions and answers below.

Can a client's form data be copied automatically when he/she is placed into a program from a Waiting List?

Can a client's form data be copied automatically when he/she is transferred from one program into another using Client Transfers?

Do electronic signatures copy over when using the Copy FormBuilder Data feature?

Does form data entered for a client in one program carry over when that client goes into another program?

Why don't I see the Copy FormBuilder Data Button?

Can a client's form data be copied automatically when he/she is placed into a program from a Waiting List?

When a placement is made from a Waiting List, the most recent FormBuilder forms filled out in the client's source program - the program that placed the client onto the Waiting List - can be copied to the destination program.  Form data will automatically be copied from the source program to the destination program only when ALL of the following are true:

  The "Allow option to copy over pre-existing form data" option available during FormBuilder configuration is set to "Yes" - This drop-down must be set to "Yes" for the form in order for form data to be automatically copied from one program to another.

  NOTE: If the source and destination programs are in different divisions (when working in a divisional database), the optional Copy Across Divisions? form setting must also be set to "Yes."

  The location is set to intake/admission (as a linked form), face sheet, as a charting event, on the Services fly-out, the Medical fly-out, or the Employment Jobs fly-out - Form data does not copy over when the forms are located anyplace other than the following:

- Intake/Admission linked form
- Profile
- Services - as a link on the Services-Individual fly-out
- Listed as a Charting event, available under outcomes
- Medical - as a link on the Medical fly-out
- Employment Jobs - as a link on the Jobs fly-out

  The location and form are the same for both the source program and the destination program - For example, if both programs have the same assessment form located on the face sheet, data will copy over.  If that same form is located under intake in one program and the face sheet in the other, data will not copy over.

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Can a client's form data be copied automatically when he/she is transferred from one program into another using Client Transfers?

When a client is transferred using the Client Transfers feature, the most recent FormBuilder forms filled out in the client's transferring-out program can be copied to the transferring-in program.  Form data will automatically be copied in this scenario only when ALL of the following are true:

  The "Allow option to copy over pre-existing form data" option available during FormBuilder configuration is set to "Yes" - This drop-down must be set to "Yes" for the form in order for form data to be automatically copied from one program to another.

  The location is set to intake/admission (as a linked form), face sheet, as a charting event, on the Services fly-out, the Medical fly-out, or the Employment Jobs fly-out - Form data does not copy over when the forms are located anyplace other than the following:

- Intake/Admission linked form
- Profile
- Services - as a link on the Services-Individual fly-out
- Listed as a Charting event, available under outcomes
- Medical - as a link on the Medical fly-out
- Employment Jobs - as a link on the Jobs fly-out

  The location and form are the same for both the transferring-out program and the transferring-in program - For example, if both programs have the same assessment form located on the face sheet, data will copy over.  If that same form is located under intake in the transferring-out program and the face sheet in the transferring-in program, data will not copy over.

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Do electronic signatures copy over when using the Copy FormBuilder Data feature?

No, forms that are copied into another program must be manually electronically signed in that program.

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Does form data entered for a client in one program carry over when that client goes into another program?

The movement of form data when a client is placed from one program into another program happens AUTOMATICALLY only when ALL of the following are true:

  The "Allow option to copy over pre-existing form data" option available during FormBuilder configuration is set to "Yes" - This drop-down must be set to "Yes" for the form in order for form data to be automatically copied from one program to another.

  The location is set to intake/admission (as a linked form), face sheet, as a charting event, on the Services fly-out, the Medical fly-out, or the Employment Jobs fly-out - Form data does not copy over when the forms are located anyplace other than the following:

- Intake/Admission linked form
- Profile
- Services - as a link on the Services-Individual fly-out
- Listed as a Charting event, available under outcomes
- Medical - as a link on the Medical fly-out
- Employment Jobs - as a link on the Jobs fly-out

  The location and form are the same for both programs - For example, if both programs have the same assessment form located on the face sheet, data will copy over.  If that same form is located under intake in one program and the face sheet in the other, data will not copy over.

  The intake or admission is made using Central Intake, Transfers, or Waiting List functionality - When a placement is made into a new program using Central Intake, Transfers, or Waiting List functionality, any form data entered for the client in one of the available locations (listed above) in the original program is copied over to the new program.  When Central Intake, Transfers, or Waiting List functionality is NOT used to make a new placement (for example, when a client is discharged from one program directly into another), no form data is carried over automatically; instead, a manual copy must be completed using the Copy FormBuilder Data feature, as noted below.

In ALL other cases, the Copy FormBuilder Data feature must be used to MANUALLY copy form data for the client from one program into the same form for that client in another program.  Keep in mind that the Copy feature is only applicable for forms specifically configured to use it and whose location is one of the available locations (listed above).  For more information on copying FormBuilder data, click here.

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Why don't I see the Copy FormBuilder Data Button?

The Copy FormBuilder Data functionality is available for forms that are in one of the following locations if those forms have been designated during form configuration as being available for copying:

- Intake/Admission linked form
- Profile
- Services - As a link on the Services-Individual fly-out
- Listed as a Charting event, available under outcomes
- Medical - as a link on the Medical fly-out
- Employment Jobs - as a link on the Jobs fly-out

  TIP: The Allow option to copy over preexisting form data?"option that controls which forms Copy FormBuilder Data is available for is set using the FormBuilder Configuration component of FormBuilder feature.  For more information on configuring and working with forms, including the setting of this option, click here.

Additionally, in order for the Copy FormBuilder Data button to display, the following criteria must be met:

  the client must have a processed intake or admission in the program

  the client must have a minimum of two program episodes, and

  the user must have chart access to at least two programs from within the client's program history.  For example, if the client has history in program A and program B, the user must have access to both programs in order to copy form data from one program to the other.

  TIP: In order to copy form data between programs that are in different divisions, this must be explicitly allowed during FormBuilder Configuration.  For more information on configuring and working with forms, including the setting of this option, click here.

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