The AWARDS FormBuilder tool allows you to build forms and assessments and also allows you to create reports based on the fields in those forms/assessments. You can use the Copy FormBuilder Data feature in AWARDS to help streamline your data collection process with FormBuilder forms. With this feature, you can easily take a client's form from one program and copy it to another program for that same client. This functionality is available for forms located in the Intake/Admission and Profile modules, for forms that have been designated as "available for copying."
Tip: The Allow Option to Copy Over Preexisting Form Data? option is what controls which forms can use the Copy FormBuilder Data feature. This is set up in the FormBuilder Configuration area of the FormBuilder tool.
Required Permissions
To use the Copy FormBuilder Data feature, users must have the following permissions:
- Program Chart Access (required for both the program INTO and the program FROM)
- Display Any Chart Records Buttons
- Display Chart Records Intake/Admission button
- Referrals Data Entry
- Program Admission/Discharge
Copying FormBuilder Data
Follow the steps below to learn how to use the Copy FormBuilder Data functionality.
- From the left-side global navigation menu, click Census > Intake Admission. The Intake Records Search page will display.
- Select the Program from the Program drop-down menu.
- Select Data Entry in the Database drop-down menu.
- Enter search criteria for the client you are working with. Click Continue. The Intake/Admission Search Results page will display.
- In the Applicant column, click the name of the client. The Referral Information Form page (for Multi-Step admissions) or the Admission Form page (for Single-Step admissions) will display.
Image: Copy FormBuilder Data button
- Click the Copy FormBuilder Data option. The Copy FormBuilder Data page will display.
Image: Copy FormBuilder Data page
This page lists forms both available and unavailable for copying. When a form is available for copying, it is listed with all programs in which form data is present for the client, along with the admission date for those programs. Available forms are also displayed as links to preview the form.
When a form is unavailable for copying, the page indicates why, either because the form has not been filled out for the client in any of the programs you have chart access to, or because the form was not configured to allow for copying.
- In the Forms Available for Copying section of the page, click the Copy Option radio button next to the program episode form you'd like to copy.
- Click Continue. The Copy FormBuilder Data confirmation page will display.
Image: Copy FormBuilder Data confirmation page
This confirmation page lists each form that was available for copying and whether or not each form was copied.
Other Helpful Resources
Training Videos
FormBuilder: Copying Form Data (4 mins)
Copy FormBuilder Data FAQs
Q. Can a client's form data be copied automatically when they are placed into a program from a Waiting List?
A. When a placement is made from a Waiting List, the most recent FormBuilder forms completed in the client's source program (the program that placed the client onto the Waiting List) can be copied to the destination program. Form data will automatically be copied from the source program into the destination program only when ALL of the following are true:
- The "Allow option to copy over existing form data" option available during FormBuilder configuration is set to "yes."
- The location is set to intake/admission (as a linked form), face sheet, as a charting event, on the Services menu, the Medical menu, or the Employment Jobs menu. Form data does not copy over when the forms are located anywhere other than the following:
-
- Intake/Admission Linked Form
- Services, as a link on the Services-Individual menu
- Listed as a Charting Event, available under Outcomes
- Medical, as a link on the Medical Menu
- Employment Jobs, as a link on the Jobs menu
-
- The location and form are the same for both the source program and the destination program. For example, if both programs have the same assessment form located on the face sheet, data will copy over. If that same form is located under intake in one program and the face sheet in the other, data will not copy over.
Q. Can a client's form data be copied automatically when he/she is transferred from one program into another using Client Transfers?
A. When a client is transferred using the Client Transfers feature, the most recent FormBuilder forms completed in the client's transferring-out program can be copied to the transferring-in program. Form data will automatically be copied in this scenario only when ALL of the following are true:
- The "Allow option to copy over existing form data" option available during FormBuilder configuration is set to "yes."
- The location is set to intake/admission (as a linked form), face sheet, as a charting event, on the Services menu, the Medical menu, or the Employment Jobs menu. Form data does not copy over when the forms are located anywhere other than the following:
-
- Intake/Admission Linked Form
- Services, as a link on the Services-Individual menu
- Listed as a Charting Event, available under Outcomes
- Medical, as a link on the Medical Menu
- Employment Jobs, as a link on the Jobs menu
-
- The location and form are the same for both the source program and the destination program. For example, if both programs have the same assessment form located on the face sheet, data will copy over. If that same form is located under intake in one program and the face sheet in the other, data will not copy over.
Q. Do electronic signatures copy over when using the Copy FormBuilder Data feature?
A. No, forms that are copied into another program must be manually electronically signed in that program.
Q. Does form data entered for a client in one program carry over when that client goes into another program?
A. The movement of form data when a client is placed from one program into another program happens automatically only when ALL of the following are true:
- The "Allow option to copy over pre-existing form data" option available during FormBuilder configuration is set to "Yes"
- The location is set to intake/admission (as a linked form), face sheet, as a charting event, on the Services menu, the Medical menu, or the Employment Jobs menu. Form data does not copy over when the forms are located anywhere other than the following:
-
- Intake/Admission Linked Form
- Services, as a link on the Services-Individual menu
- Listed as a Charting Event, available under Outcomes
- Medical, as a link on the Medical Menu
- Employment Jobs, as a link on the Jobs menu
-
- The location and form are the same for both programs - For example, if both programs have the same assessment form located on the face sheet, data will copy over. If that same form is located under intake in one program and the face sheet in the other, data will not copy over.
- The intake or admission is made using Central Intake, Transfers, or Waiting List functionality - When a placement is made into a new program using Central Intake, Transfers, or Waiting List functionality, any form data entered for the client in one of the available locations (listed above) in the original program is copied over to the new program. When Central Intake, Transfers, or Waiting List functionality is NOT used to make a new placement (for example, when a client is discharged from one program directly into another), no form data is carried over automatically; instead, a manual copy must be completed using the Copy FormBuilder Data feature, as noted below.
In ALL other cases, the Copy FormBuilder Data feature must be used to manually copy form data for the client from one program into the same form for that client in another program. Keep in mind that the Copy feature is only applicable for forms specifically configured to use it and whose location is one of the available locations (listed above).
Q. Why don't I see the Copy FormBuilder Data Button?
A. The Copy FormBuilder Data functionality is available for forms that are in one of the following locations if those forms have been designated during form configuration as being available for copying:
- Intake/Admission Linked Form
- Services, as a link on the Services-Individual menu
- Listed as a Charting Event, available under Outcomes
- Medical, as a link on the Medical Menu
- Employment Jobs, as a link on the Jobs menu
Additionally, in order for the Copy FormBuilder Data button to display, the following criteria must be met:
- The client must have a processed intake or admission in the program
- The client must have a minimum of two program episodes
- The user must have chart access to at least two programs from within the client's program history. For example, if the client has history in program A and program B, the user must have access to both programs in order to copy form data from one program to the other.