Animal clinics and hospitals often have standard certificates and forms in use, such as consent forms for procedures or medicine use, health or vaccination certificates, or more complex discharge instructions, for example. For this use, Provet Cloud has two form building tools available; a manual Build Form tool, and a Document Form builder. In this instruction, we will focus on the Document form builder, which is perhaps more commonly used. With the Document Form builder, you can upload Word documents into Provet Cloud. The documents can include text, photos, and Merge Fields.
Set-up requires the add-on to the Provet Cloud subscription plan and the feature to be manually enabled by Provet Cloud Support.
Creating the Word Document
Document forms are always created from Word documents in .docx format. If you would like to use a PDF document, you will have to convert it into a Word document. There are several free converter tools available online.
In Word, we will create Merge Fields into the document. When we create Merge Fields, we are creating placeholder fields, where we will be able to input information in Provet Cloud, either for the purpose of typing free text or for the automated information filling. Only the Merge Fields and their information will be editable inside Provet Cloud. We will not be able to edit the body of the document, move or attach images while handling the document inside Provet Cloud.
Once the document is uploaded to Provet Cloud, we can map certain information into the placeholder fields for Provet Cloud to fill-in automatically. Mapping means that we make a connection between an information field in Provet Cloud and the placeholder in your form so that certain information inside Provet Cloud would appear on the field automatically as the form is opened. In a typical case, the form could automatically fill in the information of the patient, client, or the clinic's contact details.
Couple of things to note about Merge Fields:
The Merge Fields won’t work in Provet Cloud if they are created using a Mac computer. Provet Cloud is unable to recognize the Merge Field format of Mac. When creating Merge Fields, use a Windows computer instead.
Do not use special characters in your Merge Field names, such as / | [ ] ( ) , ; ä å ö é æ . Spaces, numbers, underscores and hyphens can be used. If using more than one word to describe your merge field, be sure to use the underscore, otherwise, only the first word will be captured in the upload.
Do not use identical names for the Merge Fields, unless you want to input the same information to both placeholders fields.
For example; if you create a Merge Field called <<Date>>, and you create it to multiple places in the form, in Provet Cloud there will only be one “Date” field, which will input the same date to all the <<Date>> placeholders in the form. But if you also create one field called <<date>>, now there would be two fields “Date” and “date”, and different dates could be entered into them. However, it still might be hard for you to identify the right field because the fields don’t always appear in the correct order in Provet Cloud. Meaning, that the “Date” field might be located at the end of your document, but could appear as the first field in Provet Cloud. Best to include a descriptor, such as <<surgery_date>> to know which date goes where.
Using the same Merge Field name can be very useful especially with this date example; you could enter today’s date to many places in the form at once. Also entering the patient’s or client’s name to multiple spots in the form is very common, and you should use identical Merge Field name in that case. Identical field names could present issues if you’re attempting to create free text fields with an identical name; <<Notes>> for example. Now, in Provet Cloud you have one note field, and it will enter the same text to all the <<Note>> Merge Fields you created into the document.
So just make sure that you differentiate and identify the field names clearly, so you can find the correct fields in Provet Cloud later.
Creating Merge Fields
Go to Insert > Quick Parts > Field:
A panel will open up. Choose the type of field as MergeField, and give a descriptive name for the field that describes the desired information in this field. Press OK to create the field.
If the merge field was created correctly, it should look like this:
You can add as many Merge Fields as you need. You can create Merge Fields for all the spots where you want to be able to type text or enter information. You could also utilize Merge Fields and the Provet Cloud auto-filling in the middle of your text. You could then write more complex discharge instruction texts, which would get customized for the specific patient.
“«Patient» received Cyclophosphamide today. This medication may cause a reduced white blood cell count. We will continue to check «Patient»’s white count prior to each chemotherapy dose. Roughly 5% of dogs who receive this drug will suffer from urinary tract inflammation. We reduce this risk by concurrently administering a diuretic. This encourages drinking and urination and will help flush the drug’s metabolites out of the bladder. Please ensure «Patient» will have free access to water and elimination. Please watch «Patient» for any changes in urinary habits within 24-48 hours following administration of cyclophosphamide, and call us if you have any concerns.”
When opening this form in Provet Cloud we can autofill the Merge Field of <<patient>> with the patient's name: “Max received Cyclophosphamide today…”
Checkboxes are currently not supported in Provet Cloud Document forms. However, it is still somewhat possible to draft checkboxes to your document just by typing them out.
Here’s an example photo of a complete document, with some checkboxes as well:
When all the Merge Fields have been created and you are happy with the document, save the document as a .docx file on your computer.
In case of errors:
When uploading the form to Provet Cloud, if you find that something was wrong in the Merge Field, and it doesn’t appear correctly, you can try to update the field. Right-click on the Merge Field to find the update button:
If something was wrong in the name of the field, and you need to make changes, you can click on “edit field…” to access the same previously showed panel:
Selecting the Form Type
Before we proceed to upload the form to Provet Cloud, we have to decide where in Provet Cloud we want to be able to open the form from. The Form Type defines where in Provet Cloud we can access the form:
- Patient file
- Client file
- Consultation Discharge instructions
- Consultation Referral Feedback
You can only select one form type at a time. Let’s say that you have a Consent form that you would sometimes like to open in the Consultation, and other times it might also be needed outside of consultation (to be filled in the reception for example). In that case, you would create the form twice; first as a Consultation form, and next as a Patient form. Now you have two instances of the same form, but they are available in different parts of Provet Cloud, and can be opened from different locations.
You should also note that when we are making mappings for the automated information filling, some mapping options might not be available for the document type you have chosen. For example; if you choose Client -type, you won’t be able to map any patient-related information to be filled in automatically.
Uploading & Managing
You should have a good idea of the form types and how they work. Once you have decided what your form type will be, we can proceed to upload the document to your Provet Cloud.
Go to Provet Cloud Settings > Items & Lists > Templates. Scroll to the very bottom of the page, to the section called Certificates & Forms. Here you will create your forms, and edit them in the future as well. To create a new form, click on the Document Form and choose the form type. Again, when choosing the type, note that some mapping options might not be available for the document type you have chosen. For example; if you choose Client -type, you won’t be able to map any patient-related information to be filled in automatically.
Add a title for the document and choose the department which will be able to access the document. If you don’t choose any department, all the departments will be able to use this document. We do not have an option for selecting just a few of the departments; it’s only department-specific or available to everyone. If you would still like to have it available for only a few of the departments in your Provet Cloud, but not for everyone, you can create the same form separately for each of these departments.
To upload the document, drag and drop the document to the ‘Drop files here’ box, or simply click on that field to search for a document in your computer.
Now you have uploaded the document to Provet Cloud, and the Merge Fields that you created in Word, should immediately appear under the uploading section. If they do not, something is wrong with the Merge Fields in the Word document and you have to go back to the document to fix them. Again, make sure the names have no special characters.
Next, we will do the mappings for the fields we would like to get filled-in automatically. By writing [[ to the placeholder field, Provet Cloud will give you all the options for the information that is possible to map to the placeholder. Not everything can be mapped (for example client’s first name is currently not mappable, only full name or last name), so just check after [[ all the possibilities. After [[, you can continue to type, in order to search for the correct placeholder easier; for example typing “[[date” will give you all the different date options that you could map. Select the mapping option by clicking one of the choices.
If you leave some of these Merge Fields empty, without mapping anything to the field, the field will be a free text field. Meaning that when you open the document, you will be able to type into it. You can also already write a default text to the field at this point. If you want to be able to edit your document more flexibly, you could for example just create one placeholder to your Word document, and then in here enter the full-body text to this field. Now when opening the form, it would always enter that default text to the field, but you could still edit the text very flexibly.
If longer texts are required in the fields, you can change the Field Type on the right side of the page. The default field type is always a Single line, which means that you would only be able to type to a single row in Provet Cloud. Your text can still be as long as you want, but you wouldn’t be able to press return to start typing from the next line. If you would prefer to have longer texts with paragraphs (treatment plan, for example), you can select the field type to be Resizable. This allows you to press return, to start typing from the next line, and even drag the box size bigger to view your writing better.
After you have mapped all the needed fields and selected the correct field types, press Save.
You can also export an existing document out of Provet Cloud (download it back into your computer) by pressing the Download button right under the uploaded document.
This function is very useful when you have to make changes to the existing documents if you no longer have them saved up in your computer. Download the existing document, make changes in Word, save, go to create a new form, and finish the mapping process. After you have checked that the changes look good, you could safely delete the older version of the form. Be careful with deleting the previous forms too quickly, before you have checked that the new one works as well. Sometimes, when the form is downloaded and re-opened in Word, the Merge Fields might require updating in order to work correctly in Provet Cloud again. If you already deleted the previously well-working document, you can’t get it back anymore.
You could also use this Download function to add an existing form for a new department or re-make it in a new Form Type. You would download the document, go back to create a new form, select a new form type or department, and complete the same mapping process.
When the document is downloaded, Provet Cloud generates a random code for the document name. Rename the document to find it more easily later.
If you wish to delete a form, edit the placeholder mappings, document name or anything else, it is always done here, in Settings > Items & Lists > Templates > Certificates & Forms.
The trashcan icon is for deleting the form completely, and the pen icon is for editing.