Agencies often want certain form fields to pre-populate with the content from the prior form for a particular case. This article discusses two methods which can achieve this:
1. The Copy Most Recent checkbox
2. Field Codes
*It is worth noting that both methods will allow the user to overwrite repeating fields when creating a new activity or report which uses these features.
1. How to make custom form fields repeat using “Copy Most Recent” option
This feature allows agency administrators to indicate the fields that should carry forward from within the form builder, and without the need to use field codes.
This can be achieved by Editing the existing forms, and activating the feature for each field which needs to repeat by clicking in the field, then checking the “Copy Most Recent” box to the right.
2. How to make custom form fields repeat using Field Codes
You can make previously completed custom form fields copy over into print templates, other documents, or new custom forms by using field codes! This is available for all activities and reports.
For example, if there is a monthly progress note and you want certain fields to copy over, you can place field codes in the "default" field of the activity/report settings. Once the report is completed and a new one is started, it will pull that prior information over.
Below are the standard field codes that should be used. Make sure to use the field that matches the report you are working on.
- Case Report Format: <CCREP-CustomField_Value_[FIELD #]-[Report Name]>
- Case Activity Format: <CCACT-CustomField_Value_[FIELD #]-[Activity Name]>
For the [report/activity name], remove the brackets and enter in the exact name of the report/activity e.g. Youth Case Note. Make sure there are no extra spaces - it needs to match the activity or report name exactly.
For the [field#], remove the brackets and enter in the field number seen on the custom form (see image below). Click on the field you are working on to see the field number.
So for example, if you want to pull the "Present" field, the code would look like this: <CCACT-CustomField_Value_7-Youth Case Note>. Place the field code in the "default" field and save.