How to Update Office Policies in the Flex Form Builder

Keeping your office policies up to date is essential for clear communication with patients and seamless practice operations. The Flex Form Builder (Editor) is a powerful tool for customizing patient intake and update forms. Regularly preview and update forms to ensure accuracy and efficiency in your practice.

In this guide, you’ll learn how to update office policies and integrate them into your automated forms effortlessly.

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

Accessing the Form Editor

1. Log into Flex as an administrative user. 
2. Click the Settings icon in the top left.
3. Ensure Advanced Forms are enabled.
   • If your office is using Legacy Forms and have not yet switched to Advanced Forms, first view this article: How to Switch from Legacy Forms to Advanced Forms↗️.
4. Click Edit Web Forms.

 

🆕We are rolling out changes starting with version 7.21.0

Select the option that matches your version of Flex:

• Legacy Policy Editor (version 7.20.2 and below)
• Advanced Policy Editor (version 7.21.0 and above)

To find out which version you are on or how to update Flex in your practice, view this guide: How Do I Update Flex? ↗️

Legacy Policies

Updating & Adding to Web Forms

1. In the Form Builder, navigate the Policies tab. 
2. Select a policy from the menu on the left. 
3. Begin typing to add text.
   • Backspace to delete.
   • Highlight or double-click text to change the format and add links.
   • [Ctrl] keyboard shortcuts also work here. 
4. (Optional) Set Language
   • Any changes made in the default language (English) must also be applied to the alternate language(s) configured. Flex does not provide translation for your forms with this setting. 
5. Save in the bottom right. 
6. Return to the FormBuilder.
7. Add your policy to your web form:
   • Click the form.
   • Select Yes when prompted.
8. Scroll down to find Policies on the left.
9. Double-click your policy element or click the pencil icon.                                                                         

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

11. Scroll to the top and Update.

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

      • • • • • • • Tip: Preview your form to see changes made in real-time.
12. Repeat steps 1 - 12 for each office policy requiring an update. 
13. Repeat steps 6 - 12 for every web form that requires the updated policy.

Advanced Policies

Updating & Adding to Web Forms

1. In the Form Builder, navigate the Policies tab.  

2. Click the pencil tool to rename your policy.

3. Use the 'trash' icon to delete the selected policy from the policy panel.

•  
  1.  
     •  
       •  ⚠️Note: When you click the Delete icon, the policy is removed right away, there is no confirmation step. If you delete a policy by mistake, refresh the page to recover it quickly.                                                         
  2. Add a Policy.                                                                                                                                                   
  3. Within a policy begin typing to add text.
     • Backspace to delete.
     • Highlight or double-click text to change the format and add links.
     • [Ctrl] keyboard shortcuts also work here.
  4. (Optional) Set Language
     • Any changes made in the default language (English) must also be applied to the alternate language(s) configured. Flex does not provide translation for your forms with this setting.
  5. Save in the bottom right.
     • Two options are presented after clicking 'Save'.
       1. Save and Update — applies changes instantly updating policies across all active forms.
       2. Save without Updating — saves your updates as a draft without publishing to active forms.

With Advanced Policies, 'Save and Update' saves time by removing the need to return to the Form Builder to manually update each policy on every form (outlined above in Legacy Policies steps 6 -13).

⚠️Important Notes:

•  
  • On Legacy Policies, your office can have up to four(4) office policies.
  • On Advanced Policies, your office can add as many policies as needed.
  • The default New Patient Form (NPF) includes three(3) policies.
  • The default Health History Update (HHU) does not include any policies.
  • Policies can be included in any web form within the Form Builder.

• 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, details automatically import into Open Dental, and a PDF copy of the form is saved in Open Dental Images↗️. For additional information, review these resources: 
  • How Can I Use Flex On My Tablet?↗️
  • How Do I Send Forms Manually?↗️
• For information on form building and the elements menu, check out these guides:
  • Using the Flex Form Builder.↗️
  • Overview of the Elements Menu in the Flex Form Builder.↗️
• If your office is still using Legacy Forms, you must first switch to Advanced Forms. Here is an article to walk you through the change: How to Switch from Legacy Forms to Advanced Forms.↗️

 

You are all set!

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

If you have questions, please contact Flex Support.

Thank you!