Web Form Setup

Before a patient can access a Web Form, you must upload the Sheet to Open Dental's web server, then construct the URL and provide it to the patient.

In the Main Menu, click Tools, Web Forms. Then click Setup in the upper left corner.

Available Web Forms: Lists all forms currently uploaded to the Open Dental web server. Click Add to upload a new web form. Click Update to update an existing web form. Click Delete to remove the selected web form from the server.

Preferences: These settings affect every web form uploaded to the web server. Click Save to save any changes to preferences.

Construct a URL: Build the URL patients will use to access the web form(s). Parameters in the URL also determine options available on the web form. For more instructions, see Construct Web Form URL below.

Upload Web Form

Every uploaded web form sheet must contain fields for LastName, FirstName, and Birthdate so that the completed, retrieved form can be matched to the correct patient. The Birthdate field should only be used once per sheet. If additional date fields are needed (e.g. insurance effective date), use the Misc input field instead. Forms can be uploaded or deleted from the server at any time without damaging patient records.

  1. Click Add next to the Available Forms grid.
  2. Highlight a form, then click OK to upload it.

    Only sheets with a type of patient form or medical history are listed. Consent forms will also show if the option is checked on the Patient Forms window, but they are not allowed for use in webforms. Once you create custom patient forms or medical histories, only patient forms and medical histories list as options. If there are no custom patient forms or medical histories, the internal versions show.

Updating a Web Form: If you edit a sheet after it has been uploaded as a web form to the server, it needs to also be updated on the Web Form server.

Option 1: Upload the form when updating the sheet. When you save changes to the sheet, you will be prompted to update the web form.

Option 2: Upload the web form again.

  1. Under Available Web Forms, highlight the web form.
  2. Click Update. If the server can identify the sheet the web form is linked to, the form will be immediately updated. If the server cannot identity the matching sheet, a list of sheet options will show. Select the sheet, then click OK to update.
Note: To update Web Forms in version 16.3 and earlier, delete the old Web Form from the server, then upload new form. This will create a new URL.

Construct Web Form URL

Patients will use the web form URL to access the form via your website, email, etc. Various parameters can be built into the URL including:

Note: In older versions the URL must be constructed manually. See Web Form URL.

Redirect user to a different website upon submission of a web form.

  1. Under Available Web Forms, highlight the web form(s).
  2. For Redirect, enter the full URL of the redirect (e.g. http://www.yourwebsite.com/). The URLs area will update to include the redirect code (&ReturnURL=http://www.website.com).

Link multiple web forms together. Patients will see a list of all linked forms on the left side of their browser and can click on each one to move from form to form. The order of linked forms is always dictated by the order they are uploaded to the web server. All forms will still be submitted at once.

  1. Under Available Web Forms, highlight the first web form user will view.
  2. Click [...] next to Next Forms.
  3. Click the dropdown, then highlight the forms that will show 'next'. To select multiple forms, click and drag, or press Ctrl while clicking.
  4. Click OK. The URLs area will update to include code for the new 'linked' forms (&NFID=12345).

Associate a clinic to web form(s). When a new patient fills out a form and no patient record exists yet, the clinic associated to the web form(s) will be assigned to the patient. This clinic will not override clinic selection on any existing patient records.

  1. Under Available Web Forms, highlight the web form(s).
  2. Click the Clinic dropdown to select the clinic, or click [...] to select from the Clinic List. The URLs area will update with the clinic code (&CID=1).

Inherit Last Name, First Name, and Birthdate of the previous form. By default, 'next forms' inherit the last name, first name, and birthdate of the previous form. To turn off this option for web forms in this URL, uncheck this box. &AFNAB=N will be added to the URL.

Disable Typed Signature: By default, patients can type a signature in a web form signature box. To block typing of signatures for web forms in this URL, check this box. &DTS=Y will be added to the URL.