Managing existing form entries

Forms are a handy way of collecting information from your patients. These forms may include ways for them to update their details, to complete a new patient health questionnaire, or give other information that your practice might deem necessary.

Forms can be easily managed by an administrator, and much of the process can be automated. Be aware of the Data Protection Act and the General Data Protection Regulation when managing your forms.

Viewing the entries from a form

All of the information that comes from forms built into your website will be stored temporarily. You can change the settings to delete data automatically if you wish, but take steps to ensure that it has been exported first. More information can be found below.

  • In order to view all the entries from a particular form, please log in.
  • Select the ‘Forms’ option from the black sidebar. This will take you to a list of all your available forms.

Screenshot of forms page

By hovering your mouse over the name of the particular form you require, you will notice that a list of options appear.

Screenshot of form options

  • In this instance, select ‘Entries’. This will take you to a list of all the entries that this form currently has. You will then be able to select the specific entry that you require and view the information from it.

Managing the data from forms

The data that comes from forms will be stored temporarily until it is manually deleted. You can also set up the website so it deletes data after a certain period of time. You can find more information on this below.

There are several different ways you can manage your form data for ease of use.

Printing data from forms

You may wish to have a physical copy of the data from your forms. Luckily, it is very simple to print the information out.

  • In order to print out data from your forms, you will need to log in.
  • Select the ‘Forms’ option from the black sidebar. This will take you to a list of your available forms.
  • By hovering your mouse over the name of the particular form you require, you will notice that a list of options appear.

Screenshot of form with settings

  • In this instance, select ‘Entries’. This will take you to a list of all the entries that this form currently has.

Screenshot of form actions tab

  • Select which entries you would like to print out, or select them all using the box at the top.
  • By clicking on the ‘Bulk Actions’ drop down menu, you will be able to select ‘Print’ from the list of options.
  • Select ‘Apply’, and your computer will begin printing. If you would like to have each entry on a separate page, you can decide that at this stage.

Exporting data from forms

If you do not wish to have physical copies of the data from your forms, you may wish to export the data instead. This will move the data into a spreadsheet.

  • In order to print out data from your forms, you will need to log in.
  • Select the ‘Forms’ option from the black sidebar. This will take you to a list of your available forms.
  • Select ‘Import/Export’ from the black sidebar. This will take you to the ‘Export Entries’ page.
  • Select the form you wish to export data from. A list of options will appear once you have selected your form.

Screenshot of form export box

  • You can choose ‘Select All’ to import all the data from the forms, or you can select options individually. By default this will export all the forms that have completed data unless you specify a date range.
  • Clicking ‘Download Export File’ will download the requested data and store it on your computer as a .csv file. You can view this data using spreadsheet software like Microsoft Excel or Google Sheets.

Deleting form entries

It is important to delete form entries as soon as you have imported the information or made a copy of them. This is to ensure that only relevant information is being stored on the system. It also makes managing form entries much easier.

  • In order to delete data from your forms, you will need to log in.
  • Select the ‘Forms’ option from the black sidebar. This will take you to a list of your available forms.
  • By hovering your mouse over the name of the particular form you require, you will notice that a list of options appear.

Screenshot of forms with settings

  • In this instance, select ‘Entries’. This will take you to a list of all the entries that this form currently has.

Screenshot showing form entry dates

  • Select all the entries you wish to delete, and then select ‘Bin’ from the drop down box at the top. Then select ‘Apply’ to remove these items.
  • Items that have been moved to the Bin have not yet been permanently deleted. You need to access the Bin in order to do this, or to restore data that has accidentally been removed.

Screenshot showing the location of the bin

  • The Bin can be found at the top of the screen. You can restore or permanently delete data using the same process as above.

Screenshot showing how to restore or delete permanently

WARNING: Permanently deleting data will mean that you can no longer access it. Take steps to ensure that you have exported or printed the data first.

Deleting data automatically

It is possible to set up the system to delete data after a certain number of days. This will save someone from having to do it manually. Please ensure that you are exporting data on a regular basis to avoid losing it.

  • In order to delete data from your forms, you will need to log in.
  • Select the ‘Forms’ option from the black sidebar. This will take you to a list of your available forms.
  • By hovering your mouse over the name of the particular form you require, you will notice that a list of options appear.

Screenshot showing personal data option for forms

  • By hovering your mouse cursor over the form name you wish to set up notifications for, a sub menu will appear. Hovering your mouse cursor over ‘Settings’ will allow you to select an option called ‘Personal Data’.
  • You will be taken to a page of General Settings. From here you can also prevent the system from storing patient IP addresses. We recommend you tick this box by default.

Managing the automatic deletion of data screen shot

  • You will see a section called ‘Retention Policy’. The default setting is ‘retain entries indefinitely’. You can also set up the system to ‘trash entries automatically’ or ‘delete entries permanently automatically’, and then indicate how long you wish for data to be retained.
  • We recommend that you select ‘Delete entries permanently automatically’. – You cannot retrieve this data once deleted. You should ensure that your practice workflow ensures that the form data has been processed fully before it is automatically deleted.

Inserting a new form

Most of the forms you will need will have already been set up for you. You will find that there is a library of pre-built forms that you can readily insert into a page.

  • In order to insert a new form into your website, please log in.
  • Visit the page that you wish to insert a form into, and select ‘Edit Page’ from the toolbar at the top.
  • The editor will show the text you currently on this page. The form will be embedded into the page itself, so ensure that you are working on a new line in the editor.
  • Above the editor will be two boxes that say ‘Add Media’ and ‘Add Form’. Select ‘Add Form’.
  • A selection box will appear. Use this to select the type of existing form that you would like to insert into the page.

Screenshot of the 'insert a form' box

  • Click ‘Insert Form’ to ensure that the form is added to the page.
  • A line of code that looks like this will appear in the editor.

Screenshot of code example

  • This simple formula contains all the information from the form and displays it on the page.
  • Don’t forget to click on the blue ‘Publish’ button before leaving the editor to ensure that your form goes live.
  • If you wish to remove the form, you can simply delete the line of code and then update the page again. Please be aware that this will not delete the data that has already been collected. 

Creating new forms

It may be that your practice requires a form that is not currently available in your library. You can use this software to create a new form and insert it into your website in the same way that you would an existing form.

Creating a new form is a fairly simple exercise, but it requires detailed knowledge of the form builder. Please test your form thoroughly before applying it to your live website.

A detailed guide on creating forms can be found here. If you are still unsure of how to create forms, or have any other queries, feel free to contact the team on support@gpsurgery.net.

Notification emails for forms

In order to know when you have a new entry for a form, you might like to set up email notifications. The system will send you an automated email every time a new form is completed.

  • In order to set up notification emails you will need to log in.
  • Select the ‘Forms’ option from the black sidebar. This will take you to a list of your available forms.
  • By hovering your mouse cursor over the form name you wish to set up notifications for, a sub menu will appear. Hovering your mouse cursor over ‘Settings’ will allow you to select an option called ‘Notifications’.

Screenshot of form menu options

  • Notice the small switch that is to the left of the form name. Switching it to green will turn notifications on, whereas switching it to grey will turn them off.
  • By hovering your mouse cursor over the form name again, you will be able to select an option called ‘Edit’. This will allow you to make advanced changes to your notifications.

Screenshot of notification settings

  • The system should already have predetermined the settings for you, but you may wish to alter them or better understand how they work.
  • ‘Name’ simply changes the title of the notification. ‘Admin Notification’ is self-explanatory for this function, but you may wish to personalise it.
  • Ensure that the ‘Send To’ button has selected ‘Enter Email’. This will allow emails to be sent.
  • The ‘Send to Email’ field has been filled in with the admin email address assigned to your account. This is the function of {admin_email}. You may replace it with a different email address if you prefer.
  • The ‘From Email’ field should read do_not_reply@gpsurgery.net. This email address has been whitelisted by the NHS firewall and will allow these emails to be sent from us to you.
  • The ‘Subject’ and ‘Message’ fields have been filled in with our standard settings, but you may wish to personalise them.
  • Don’t forget to click the blue ‘Update Notification’ button at the bottom of the page to save your changes.

If you have any queries about forms and their management, feel free to contact the team at support@gpsurgery.net