We’re pleased to announce exciting new features in Better Clinics that will simplify your data management when creating forms: the Auto Populate, Allow Edit, and Overwrite options for both system and custom fields. With these options, our new form builder will help you pre-fill information, control editing permissions, and manage how new data impacts existing client records. This guide will walk you through how these features work and how to set them up.
New Features
To improve this process, we’ve introduced the following options:
Auto Populate
Allow Edit
Overwrite
These options can be enabled for System and Custom fields in Form templates, giving you more control over how data is handled.
How to Use These Features
1. Auto Populate
The Auto Populate option automatically fills in a field with data that already exists for the user. This option is on by default for all System and Custom fields added to a form, but you can turn it off if needed.
If Enabled: The form will be pre-filled with the client’s existing data.
If Disabled: The field will appear empty, allowing the client to enter new information.
2. Allow Edit
This option determines whether the client receiving the form can edit the pre-populated data.
If Enabled: The client can edit the pre-populated details.
If Disabled: The client cannot modify the pre-populated data.
Steps to Enable/Disable Allow Edit:
When you turn on Auto Populate, the Allow Edit option will appear.
Toggle Allow Edit on or off based on whether you want the client to be able to modify the pre-filled data.
3. Overwrite
The Overwrite option controls whether the data entered by the client in the form will replace the existing information in the client's record.
If Enabled: Any data entered in this field will overwrite the existing data in the client’s record.
If Disabled: The data will only be saved to the form and not update the client’s existing record.
Example
Consider a client who regularly visits your clinic. With the new Auto Populate feature enabled for their contact details, when they fill out a new form, their name, email, and phone number will automatically pre-fill based on their existing record.
If enabled: the client sees their information already filled in, making it quick and easy to confirm or update their details.
If the Allow Edit option is also enabled: the client can modify any information if their phone number has changed.
If they submit the form with the Overwrite option turned on, any updates made will replace the previous information in their record.
This process reduces the chance of errors and ensures that the client’s information is always up-to-date.
Overview of Features
Option | Default State | Description |
Auto Populate | On | Automatically fills fields with existing data. |
Allow Edit | On (if Auto Populate is on) | Allows clients to edit the pre-populated data. |
Overwrite | On | New data overwrites existing client record data. |
If you need assistance setting up these features or have any questions, feel free to contact our support team. We're here to help!