Configure Forms

Forms can be used to gather and record a wide range of information for your clients. An existing form can be edited or a new form can be created, using a variety of fields to meet the needs of your practice.

Forms can be filled in as part of a job and can be filled in by users or clients via the client portal. Or users can enter client data via tabs on any client record.

All forms within Senta are customisable, and you can also create new forms from scratch.

There are 3 types of forms in Senta:

  • The Client details form

  • The Contact details form

  • Other forms.

The Client details and Contact details forms are known as Master forms, and are always available to fill in for clients. The tabs on the Client details form make up the standard tabs you will see on any client record when you first start using Senta. Similarly, the fields on the Contact details form are connected to the Contacts tab within the Client details form, and will display on any client record.

Client details on the client record:

Contact details on the Contacts tab:

Any form listed under Other forms can only be filled in when included as part of a job in Senta. The form is attached to the job by using a Fill in form task. The completed form data will show under a tab within the live job, and can show as a tab on the client record if completed as part of a one-off job .

Create forms

If you wish to record information for a client via a job and the form is not already available within Senta, the first step is to create the form that you will use to record this information.

  1. Go to Settings > Forms and select Add form.

  2. Enter a Form name and choose whether you want this form to be added to the client record. (Only forms in one-off jobs will add to the client record.)

  3. Structure the form by using Add tab to create tabs if needed. Enter a Tab Name, choose a Tab Type (the tab type to use for a standard form is form however see our Tab types guide for more information).

    • To delete or move tabs, select the tab and use the arrows to move or the cross icon to delete.

  4. Should you wish this form tab to only apply to certain types of client, you can then choose to add a Filter.

  5. Add fields to the form by selecting Add field.

  6. Enter a Field label, Optional tooltip and choose a Field Type.

  7. Enter a Field reference if you need to refer to this field elsewhere in Senta. Field references can be used in placeholders and to link fields.

  8. Any fields that must be completed, can be set up as a mandatory field by selecting "Yes" under Is this field mandatory? (Mandatory fields are only available on Other forms.)

  9. Set up the field as Read only if you do not want the client/user to edit. Other options for Read only fields are detailed in this guide.

  10. Should you wish this field to only apply to certain types of client, you can then choose to add a Filter.

  11. Select Save to finish.

Edit forms

  1. Go to Settings > Forms and select the form you wish to edit.

  2. Make the changes you need:

    • If you want to add a new tab, select Add tab.

    • If you want to delete a tab, select the tab in question and select the cross icon.

    • If you want to add a new field, select Add Field at the bottom of the page.

    • If you want to delete a field, use the cross icon.

    • If you want to re-order fields, use the up and down arrow icons.

    • If you want to move or copy a field to another form, select the sideways arrow icon. In the form picker, choose the form and tab to move or copy the field to, and select Move or Copy > Confirm. Copying a field to another form will mean that the fields are linked together.

  3. Once you have finished making changes, select Save.

Fill in forms

Form tabs for one-off jobs

Forms filled out as part of one-off jobs will automatically be added as tabs to the client record if the Job has been kicked off for a client (manually or as part of a Service) and you have chosen to have that form show as a tab as part of the form set up.

Form tabs within repeating jobs

forms from repeating jobs will not show as a tab on the client page. Instead, they will always only show up within the job itself.

If the job is kicked off manually but the job template exists within a Service on a repeating frequency, this job will still be treated as a repeating job .

Duplicate forms

To duplicate a form, open the form in Settings > Forms and click the Duplicate button at the top of the page.  

You will be given two options:

Copy as linked  

The fields within the new duplicated form will be identical to those in the original form and they will be linked together. This means that any value you input into a linked field on the original form, will synchronise across to the other.   

To find out more information regarding linked fields, see our guide.

Copy as unlinked  

The fields within the new duplicated form will not be linked to the fields on the original forms, and as such, the values you input on the new form will not synchronise across to the original form.  This is helpful if you would like to create a form similar to another form you have set up.