Forms let you build a questionnaire once and then either send it to a client as a secure link they fill in on their phone with no login, or complete it with them in person. This guide explains where Forms live, what you see on each page, and what happens to the answers.
When you are ready to build one, use Create a form from scratch, or upload one. When you are ready to use one, use Complete a form or send it to a client.
Where Forms live
There are two ways in:
Forms in the Case Management sidebar. This opens the form library, and from there the Responses page and the Forms Dashboard.
The Forms tab on a client's profile. This is where you send a form to that client, complete one with them, and read what they sent back.
The library page explains its own purpose at the top: "Build forms here, then send them to clients from the Forms tab on a client's profile. Clients fill them in on their phone, no login needed."
The form library
Along the top of the Forms page you have Dashboard, Responses, Upload Document and Create New Form. Below them are two summary counts:
Active forms — how many of your forms can currently be sent.
Total responses — how many completed responses your forms have collected.
Templates
If built-in templates are available, a Templates section appears above your own forms. Each template card shows its title, a short description, the number of questions it contains followed by "Built-in template", and a Use template button.
Use template does not send anything. It creates a draft copy in your own library and opens it in the editor, with the message "Draft form created — Review the questions, then set it to Active to send it."
Your Forms
Your organisation's forms sit under Your Forms. The toggle on the right switches between card view and table view, and your choice is remembered on that device.
Each card shows the form title, its status badge, the client-visible description, and a summary line:
how many questions the form has;
how many times it has been sent;
how many responses have been completed;
Imported from [file name], when the form came from an uploaded PDF or Word document;
the date it was last Updated.
Table view shows the same information as columns — Title, Status, Questions, Sent, Completed, Updated and Actions. Questions and Updated are hidden on narrow screens.
If you have no forms yet, you will see "No forms yet. Create one manually or import an existing PDF or Word questionnaire."
The three statuses
Draft — the form is still being written. It cannot be sent or completed, and it does not appear when you pick a form to send. In the editor this status reads "Draft (not sendable yet)".
Active — the form is ready to use. This is the status that makes a form sendable, and it reads "Active (can be sent to clients)" in the editor.
Archived — the form is retired. It stays in the library with its past responses, but it cannot be sent.
There is no separate publishing step. Setting the status to Active and saving is what makes a form usable.
What you can do with a form
Every form in the library has the same set of actions:
Share — send this form to a client you search for by name.
Complete now — open the form on this device to fill it in with someone in person or over the phone. This action only appears on Active forms.
Edit — open the builder to change the title, description, status or questions.
Stats — see how many times this form was sent, opened and completed, with a row for each send.
Duplicate — create a draft copy of the form, named "Copy of [title]", and open it in the editor.
CSV — download every response to this form as a spreadsheet file.
Delete — remove the form from the library. The confirmation reads "Delete this form? The form will no longer appear in the library or be sendable. Past submissions are kept."
Where the answers end up
A completed form appears in four places:
The client's Forms tab — the send history shows when it was sent, opened and completed, with View and PDF for the response itself.
The Responses page — every completed response across all your forms, in one sortable table you can filter, search and export.
The Stats dialog for that form — the same responses, listed under the Sent / Opened / Completed totals for that one form.
The Forms Dashboard — organisation-level totals and summaries.
The Forms Dashboard
The Forms Dashboard gives an aggregated view: totals for Forms, Sends, Submissions and Completion rate, a "Sends & submissions over time" chart with Sent and Filled in series, a per-form breakdown table, and summaries of individual questions for a month range you choose.
The Dashboard deliberately aggregates. Yes/no, rating and choice questions are summarised as counts, and free-text answers are never shown here — each question summary says so directly, with "(free-text answers are not shown here)". To read what a client actually wrote, open the response itself.
The Dashboard is prepared in the background rather than calculated as you look at it, so the timestamp at the top reads "Data as of [date and time] · refreshes automatically in the background". Just after a new response arrives you may briefly see "Your dashboard is being prepared — this page will update automatically in a moment." The page refreshes itself.
Who can see responses
Form responses are client-identifiable records and follow the same caseload visibility rules as the rest of Case Management. If you cannot see a client, you will not see their sends, their responses, or their rows in Stats, Responses or the CSV exports.
What Forms do not do
A question in the builder can carry an optional clinical (SNOMED CT) code. That code is metadata saved alongside the answer so the information is recorded consistently.
Completing a form does not file the answer into the client's GP record, and it does not write anything back to Joy. Clinical filing still happens through the usual clinical file-back route. Treat a coded form answer as a well-labelled record in Case Management, not as something that has reached the GP system.
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