How to Switch from Legacy Forms to Advanced Forms

Advanced Forms, available since May 2022, offer enhanced customization options, including image uploads, conditional logic, and improved data integration, making them a valuable tool for your practice. If you're still using Legacy Forms, this guide will walk you through the process of switching to Advanced Forms.

• Note: The Flex user must have admin permissions in Flex to access the Form Builder, which is found in the settings tab. To update a user's permissions, view this article: How Do I Change User's Permissions?

• Flex Forms serve as your electronic forms solution and cannot be printed for patients to complete on paper. Instead, patients will fill out Flex forms on tablets or their personal devices. Once submitted, forms automatically import into Open Dental, and a PDF copy is saved in Images. For additional information, review these resources: 

  • How Can I Use Flex On My Tablet?
  • How Do I Send Forms Manually?

 

What Happens After Switching?

Once switched, your forms will update to the default Advanced Forms configuration. All customization options will be available, allowing for further adjustments as needed.

Legacy Form URL(s) on your website will need to be updated to the Advanced Form URL(s). While the old links will still allow patients to fill out and submit the forms, they will not be accessible to you once completed. To ensure proper data capture, patients must use the Advanced Form URL(s). If needed, store the Legacy Form links securely for future reference. This guide will show you how to find Legacy and Advanced Forms URL(s).

• Note: If your office asks patients about x-rays from a previous dentist, you will need to build a Records Release Form in the Advanced Form Builder. For additional details on using and creating Advanced Forms, refer to this related guide: Using the Flex Form Builder.
• To access your forms URLs, keep reading.

⚠️Important: Check General Settings & Save Custom Questions Before Switching⚠️

Before enabling Advanced Forms:

• Each office may have unique General settings. Depending on your current configuration, you may need to add or adjust certain questions once switched. We recommend reviewing your Legacy Form General Settings to note which updates are necessary for your Advanced forms.
• Save any custom questions from your Legacy Forms. If not saved, they can only be accessed through the Legacy Form URL.
• The changes you'll need to make to your Advanced Forms will depend on the specific settings you have in General Settings and Custom Questions. 
  • Many clients save custom questions by copying them into a Word document or Google Docs.
  • Users like to keep their Legacy Forms URL accessible for future reference. The Legacy form URL is still accessible for review after switching to Advanced forms.

 

Accessing Forms Settings

1. Log into Flex as an administrative user.

2. Click the Settings icon.

3. Select Edit Web Forms in the bottom right.

4. Copy Legacy Forms URL(s) if needed.
5. Click Edit Web Forms in the bottom right.
   • Record your office's General Settings. Take note on your Records Release set up:
     • If your office has 'Do you want to ask the patient if they would like you to obtain xrays / records from another office? (If they select yes, it will present a release form for them to sign)' enabled, you will need to build a Records Release Form once switched to Advanced Forms. For additional details on using and creating Advanced Forms, refer to this related guide: Using the Flex Form Builder.
6. Navigate to Custom Questions.
   • (Optional) Copy & Paste questions if needed.
7. Click Back in the top left to Return to Forms Settings.

Enabling Advanced Forms

1. Click the Forms tab. 
2. In Web Forms, select Enable Advanced Forms.
3. Confirm by clicking Yes.

Settings will save automatically.

Configuring Advanced Forms

Once enabled, follow these steps to configure Advanced Forms:

1. Ensure default settings are toggled On:
   • Enable Autosync.
   • Allow Health History Update to Also Remove Unscheduled.
2. Ensure Health History Update Schedule (In Months) is set to your preference.
3. Save in the bottom right.
4. Click Edit Web Forms.
5. Navigate to the Medications tab.
   • Select Insert Recommended.
   • Click Create Medications, then Save.
6. Repeat for tabs: Conditions & Allergies.
   • Click into the tab.
   • Select Insert, Create, then Save.
7. Verify Web Form Referral Sources:
   • Click Referrals.
   • Drag and drop referral sources from the Open Dental List on the left to the Form on the right.
   • Save changes in the bottom right corner.
8. Update Spanish Medications, Conditions, Allergies, and Referrals for Spanish Default forms:
   • • Note: If you skip this step, patient forms will not be submitted.
   • Navigate to the top right corner of the screen.
   • Select Spanish from the Language drop-down.
   • Click automatic translation at the top of the tab.
   • Confirm 'Yes'.
   • Save in the bottom right corner.
   • Repeat for all four(4) settings tabs.

9. Update Policies:

• • Navigate to Form Builder > Forms. 

  • Select New Patient Form from your forms list.
  • Select Yes when prompted.
  • Scroll down to find Policies on the left.
  • Double-click your policy element or click the pencil icon.

• • Refresh by selecting a different policy, then returning to your desired policy.

  • Scroll to the top and Update.

    • This applies the changes made in the Policies Tab to your patient forms.

    • Tip: Preview your form to see changes made in real-time.
• Repeat steps in #9 for each office policy requiring an update. 
• Repeat steps in #9 for every web form that requires the updated policy.

Notes:

• Your office can have up to four office policies.
• The default New Patient Form (NPF) includes three policies.
• The default Health History Update (HHU) does not include any policies.
• Policies can be added to each web form.
• For a guide on how to make changes to your policies brought over from Legacy forms, view this article: How to Update Office Policies in the Flex Form Builder.

Adding Custom Questions

Remember to add any custom questions back into your form(s). These resources will guide you through:

• Using the Flex Form Builder.

• Overview of the Elements Menu in the Flex Form Builder.

Updating to Advanced Forms [URLs] on Your Website

1. Return to Form Builder > Forms.
2. Click Copy form link to copy forms to your clipboard.
3. Confirm OK.
4. Access your practice website to update your links, or copy and email them to your web developers or marking team. Flex does not have access to your website.
5. Repeat for each form you need on your website.
   • Note: To keep things simple, you can send all links to your team members in a single email.

Verifying Text & Emails Timeline Settings

1. Navigate to Text & Emails Timeline.
2. Use the Back Arrow in the upper left corner to locate Text & Email Settings.
3. Select Timeline. 
4. Web Forms can be added to the following bullet points:
   1. Appointment Booked
   2. Appointment Reminder Email
   3. Email Confirmation 
5. Select a bullet point on your Timeline.
6. If needed, enable Include web forms when due and select the appropriate form(s). 
   • On version 7.10 and above, Email Reminder and Email Confirmation allow options for new and existing patients.
7. Save changes in the bottom right corner.
   • Note: When multiple forms are sent, Flex consolidates them into a single link to ensure nothing is missed. Patients will be guided through the forms, with clear indicators of how many are required at that time.

For additional details on using and creating Advanced Forms, refer to this guide: Using the Flex Form Builder.

You're all set!

For a video on using the Advanced Form Editor, review this resource from video guides: Form Editor Overview

For a video on switching from Legacy Forms to Advanced Forms, click here.

If you found this information helpful, please like and/or comment below!

If you have questions, please contact Flex Support.

Thank you!