Feature Overview: Custom Templates for Forms

By default, forms submitted for clients or facilities are downloaded and printed using the AlayaCare standard PDF template for electronic forms. Organizations that wish to use a custom PDF template now have the option to create their own template, import it into AlayaCare, and indicate how data should populate from form fields to template fields. 

For an overview of this feature and the required setup process, check out the video below:

To get started with using this feature in your environment, reach out to your Client Success Manager or Client Relationship Manager or submit an AlayaCare support ticket.

Settings and permissions

To use this feature, the custom form templates feature flag must be enabled in your environment.

The following ACLs relate to custom form templates:

• Workflow>Edit form field tags: allows users to add and edit field tags on form fields in the form builder. Users without this ACL will be able to view but not edit field tags on form fields.
• Workflow>Upload custom form templates: allows users to upload custom form templates for forms in form settings. Users will not be able to view the manage template option in form settings without this ACL.

Step 1: Create a Docmosis Template

Before creating a form in AlayaCare, you should design what you want the final output to look like and set the field tags that you will use to indicate how data should map from the fields on the form to the fields in the template.

AlayaCare uses Docmosis as document generation software. To create a custom PDF template, you will need to follow Docmosis syntax and conventions to ensure that data maps correctly from the form fields to the template fields. 

For step-by-step instructions and best practices on this process, see Creating Docmosis Templates for Forms. 

Step 2: Create a Form with Field Tags

Once you have designed your template, you will need to build the corresponding form in AlayaCare. When adding each field to the form, you will need to enter the field tag entered on the corresponding field on the template to ensure the fields map correctly. You can edit field tags on forms of any status (draft, active, or archived).

To learn more about this process, see  Adding Field Tags for Custom Templates to Forms.

Step 3: Import the template into AlayaCare

To add a new template for a form, go to settings>form settings and select manage template for the form you wish to upload a new template for.

Select the upload template button.

Choose the file you wish to upload. You can only upload documents in .doc, .docx, or .odt format.

Once the file has been uploaded successfully, it will appear in the list of available templates for the form.

Click download to download a copy or the template, or select the arrow next to download to make it the default template for the form or to delete it.

Select make default if you wish to set the AlayaCare standard template back as the default template for the form.

Important note: only one template can be in effect for all versions for a form. You cannot apply different templates for different versions of a form. If a version does not have the field tags that are used as field names in the Docmosis template, then the PDF of the submitted form will have missing data.

Submit form to download and print the form in the custom template

Once you have set your field tags and uploaded the template you wish to use for the form, complete the form for a client or facility and select submit form.

When you select the icon on a form with multiple templates associated with it, you will have the option to select which template you wish to use when printing or downloading. The default template for the form will be pre-selected. 

Once you select print, you will be able to preview the form data in your custom template before printing.

Note that the default form template will also be used when emailing a form from AlayaCare.