Forms - Disability Case Management Platform

Forms: Design, Behavior, and Assignment

Overview

Forms in our platform go far beyond traditional static form systems. They are modular, highly configurable, and tailored specifically to the unique needs of vocational services, disability case management, and beyond. Once you understand how the system treats repeatability, requirement logic, and assignment, it becomes incredibly intuitive and powerful.

You don’t just fill out a form—you design one, and then assign it to specific areas like Programs, Services, Support Logs, or Reports. This decoupling allows maximum reusability and customizability.

Creating a Form

When creating a form, you’ll define:

Name and Description
Whether the form is Repeatable
Whether the form is Required
Optional Tags for filtering and organization

Forms are created independently, then assigned to:

Global (all Programs and Services)
A specific Program
A specific Service
A Support Log
A Report and Bill (end-of-month billing form)

📌 Note: Deleting a form does not remove it from historical records. Clients with previously filled-out forms will retain that data permanently for auditing and reporting.

Understanding the 'Repeatable' Setting

This determines how many times a form can be filled out per context (Client, Program, or Service).

✅ Repeatable: True

Form can be submitted multiple times
Useful for tracking ongoing events (e.g., repeated assessments, incidents)
Each entry is preserved independently

❌ Repeatable: False

Form can be submitted only once per context
Future attempts will edit the original entry
Common for intake forms or fixed-data entries

📌 You must close the program/service and open a new one if you want to re-trigger a non-repeatable form.

❗ Understanding the 'Required' Setting

This setting enforces whether a form must be completed.

✅ Required: True

Program/Service cannot be marked complete until the form is submitted
If Repeatable is also true, then at least one instance is required
Admins can override this as needed

❌ Required: False

Form is optional
Service or Program completion is not dependent on it

Assigning Forms

Forms are flexible in how and where they’re used. You can assign a form to:

Global

Appears in every Program and Service
Ideal for universal forms like "Injury Report" or "Client Rights Acknowledgment"

Program-Level

Assigned to a Program and becomes available to all Services within it

Service-Level

Specific to one Service
Used to manage detailed service workflows

Support Logs

Attached to logs submitted by staff for time tracking
Ensures key forms are filled during hourly billing entries

Report and Bill

Triggered when a billing/invoice event is invoked
Required completion before the month can be finalized

Form Data Integrity

Forms are never permanently deleted from the system.
Once submitted by a client/staff member, they become part of the permanent historical record.
You can update or unassign forms, but you cannot remove previously submitted instances from history.

Summary

Forms are one of the most powerful pieces of the platform’s architecture. With thoughtful use of repeatability, requirement rules, and targeted assignment, your organization can create tailored workflows that meet both real-world and compliance needs.

🧠 Tip: Start simple—build your forms, tag them well, and assign them thoughtfully. Once the structure is in place, the system will do the heavy lifting for you.