Digital Forms

Digital Forms Basics Writebacks in Digital Forms
  • Use a Template to Create a Form

    Use templates in the Digital Forms Dashboard to quickly create new forms that collect important information from your customers.

    Create a Form Using a Template

    1. Select Form Templates in the Digital Forms Dashboard
    2. Hover over the template you would like to use to create a form
    3. Click View
    4. Select Make a Copy in the top right corner
    5. Click View Form in the pop-up

    The new form will pop up in the Form Builder. You can edit the newly added form by selecting the Edit.svg Edit icon in the top right corner.

    Template Gallery Overview

    • Use the View icons in the top right corner to change the view between the tiles and a list.
    • Select the Star next to the name of a template to add it to your favorites list. Click the star again to remove it from your favorites list.
    • Sort using the dropdown in the top right corner to see the templates in order of:
      • A-Z
      • Oldest to Newest
      • Newest to Oldest
      • Most Popular 
    • You can also search the templates to quickly find what you're looking for. 
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  • Digital Forms in the Desktop App

    While most actions for Digital Forms happen in the dashboard found through the Weave Portal, some information can be seen in the Desktop App.

    This is an add on feature and may not be a part of your current Weave software. Click here to learn about getting Digital Forms for your office. 

    After clicking on a forms notification or the Forms icon or after opening the desktop app, you can see:

    • Recent submissions
    • Requests your office has sent but not received (Sent)

    Filter for unread submissions by selecting the Filter icon and checking the Filter unread submission box.

    Send a Form

    1. Click the arrow in the bottom right corner
    2. Select the recipient
    3. Choose the form or packet 
    4. Select whether the form should be sent by text or email

    View a Submission

    1. Select the Ellipses icon next to the submission you would like to open in the Digital Forms Dashboard 
    2. Click See Form Details

    A window will open with the submission in the Digital Forms Dashboard.

    Mark as Read or Unread 

    1. Select the Ellipses icon next to the submission
    2. Click Mark as Unread/Read

    Digital Forms Notifications

    If you have Digital Forms notifications turned on in the desktop app, you'll receive a notification every time a patient submits a form or packet. 

    Select View to:

    • Mark the form submission as read
    • See form details in the Digital Forms Dashboard
    • Mark as unread

    Or select Ignore to remove the pop-up notification

     

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  • Navigate the Digital Forms Dashboard and See Form Submissions

    Get to know your way around Weave Digital Forms.

    This is an add on feature and may not be a part of your current Weave software. Click here to learn about getting Digital Forms for your office. 

    Digital Forms Dashboard Overview

    You must have the user role of Admin to access the Forms dashboard.

    In your Forms Dashboard you can:

    You can also send Forms and Packets to customers in the Weave Desktop App. Click here for more information.

    Access the Dashboard

    1. Log into your Weave Portal and select Forms_Elements.svgForms from the side menu

    2. Select Dashboard from the Forms dropdown menu

    3. Click the Go To Dashboard button

    Screen_Shot_2021-10-12_at_8.58.46_AM.png

    4. Sign in to the Forms Dashboard with your Weave Username and Password

    See In Progress and Submitted Forms 

    To track which forms have been submitted, head to the dashboard and select Reports.svg Form Activities.

    Here you can see:

    • All submitted
    • Recently submitted
    • Not submitted
    • Failed sync (Information failed to sync to your management system)
    • Completed (Show completed forms in two tabs: those that were successfully synced and those that cannot sync to your management system)
    • Archived

    Next to each submission name in the All submitted section and the Without writebacks tab of the Completed section, an indicator will show if the submission is unable to write back to your management system because of the way a contact was created in Weave. 

    CC means the form was submitted for a custom contact, or a contact that you added directly into Weave. 

    CSV means that the contact was imported from a CSV file. 

    These indicators will also be visible next to the contact name within Patients_Invert.svg Patients/Customers in the desktop app.

    Note: You will not be able to see the writeback section on these submissions. You can still download the PDF manually from the Forms Portal to take any necessary actions. To do this:

    1. Click on the form submission you wish to download in the Form Activities tab
    2. Find the Form section 
    3. Click on the Download.svg Download icon next to the submission name

    Switch Locations

    If you have multiple locations using Digital Forms, you can switch locations once you log in. 

    To switch locations:

    1. Click on your name at the top right corner
    2. Click Change Company
    3. Select the location you want to switch to
    4. Click Select

    Archive Form Submissions

    Old submissions may start to pile up in the Form Activities section of the Dashboard. You can archive these to make it easy to find the new information coming in. 

    1. Open the Reports.svg Form Activities section in the Digital Forms Dashboard
    2. Click the checkbox next to submissions you would like to archive 
    3. Select Archive Selected at the top of the list 

    You can also archive any submission after clicking into it by selecting the More.svg Ellipses icon and Archive.

    Find all archived submissions to view or unarchive by clicking into the Archived section. Unarchive by clicking into the submission, selecting the More.svg Ellipses icon, and Unarchive.

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  • Upload Sample Forms into Digital Forms

    Moving to Digital Forms from a different forms system? Weave can make the transition easy. 

    Digitization is a premium feature and may not be part of your Digital Forms package. Ready to add Digital Forms to your Weave Bundle? Click here

    Begin the process of uploading forms

    1. Head to the Weave Portal
    2. Click Forms_Elements.svg Forms in the left menu
    3. Select Upload Forms from the Carrot_Down.svg dropdown
    4. Find your sample form files on your computer and make sure the text in the sample forms can be copied and pasted
    5. Drag the PDF, DOCX, or Google Doc files from your computer onto the page or click to upload
    6. Make sure you add all sample forms you would like to be digitized in Digital Forms

      Tip: Select the Trash.svg Delete icon to remove forms from your upload list

    7. Select Start Digitization

    Frequently Asked Questions

    Will I be notified once my forms are uploaded?

    You will receive several notifications throughout the upload process:

    • After uploading a file showing whether it was successful or not
    • After submitting the uploaded forms 
    • Once the forms have been digitized, you’ll receive an email including links to training information

    What if the forms don’t look how I wanted? What if they are wrong?

    Weave Form Builders will digitize the form fields into the Weave Forms format. If you would like to make changes to the forms once they are digitized, the forms training will show you how to easily make edits.

    How do I let Weave know which forms go into which packet?

    Weave Form Builders will digitize each form individually. Once the forms are digitized, you can add them to as many packets as you would like. The forms training will show you how easy it is to create packets.

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  • Add or Delete a Logo in Digital Forms

    Personalize your forms by including your business logo when they are sent to clients.

    This is an add on feature and may not be a part of your current Weave software. Click here to learn about getting Digital Forms for your office. 

    You must have the user role of Admin to access the Forms dashboard.

    Logo Image Requirements

    Format: .jpg or .png

    Width: constrained to 200px

    Add or Edit a Logo

    1. Select Settings.svg Settings on the side of your Digital Forms Dashboard
    2. Click Branding Setup
    3. Select Add Logo to select a file or drag and drop your file from your computer

    Once uploaded, you will see a preview of your logo in the Settings page.

    Your customers will see the logo at the top of your forms.

    Delete a Logo

    1. Select Settings.svg Settings on the side of your Digital Forms Dashboard
    2. Click Branding Setup
    3. Select Delete Logo or move your mouse over the current logo and select the Trash.svg Delete icon that pops up

     

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  • Add Your Legal Information to Digital Forms

    Instructions to add your legal information to your Digital Forms Dashboard.

    This is an add on feature and may not be a part of your current Weave software. Click here to learn about getting Digital Forms for your office. 

    You must have the user role of Admin to access the Forms dashboard.

    Legal Information

    You can add your Privacy Policy and Terms and Conditions to your Digital Forms Dashboard. Your customers can access this information when filling out one of your forms.

    Adding Legal Information

    1. Select Forms_Builder.svg Form Builder from the left menu of your Digital Forms Dashboard
    2. Click Legal Documents 
    3. Choose legal document you wish to edit - either Privacy Policy or Terms and Conditions
    4. Select the More.svg ellipses icon in the top right corner and click Edit.svgEdit
    5. Add the desired information

      Tip: You can copy and paste information from another document if you already have this legal information documented.

    6. Click Save 

    The links to your Privacy Policy and Terms and Conditions appear at the bottom of the form when opened by your customers.

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