Uploading Web Forms to Web Server
Before a patient can access a Web Form, you must upload it to Open Dental's web server and provide the link to access the form to the patient.
Upload Web Forms
Construct URLs (build the URL used to access the Web Forms)
Update Web Forms
Note: 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.
Upload Web Forms
- In the main menu, click Tools, Web Forms.
- Click Setup in the upper left corner.
The Sheet Defs grid shows all forms currently uploaded to the Open Dental web server and their unique URLs. Forms can be uploaded or deleted from the server at any time without damaging patient records.
- To view a Web Form in a browser, double click on it or right click, then select 'Navigate to URL'.
- To copy a Browser Address (URL), right click then select Copy URL to Clipboard.
- Host Server Address: The address where Web Forms are hosted. Do not edit this address.
- Border Color: The background color of the Web Form window. Click Change to select a different color.
- Click Add.
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.
Note: 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.
- Click on a form, then click OK to upload it.
Construct a URL
In the Construct URL area, build the URL patients will use to access the Web Forms (via your website, email, etc.). As you build the URL, the URLs box will update to include the URL code. Copy and paste it as needed.
Various parameters can be built into the URL including:
Note: In older versions, the URL must be constructed manually; see Link Multiple Web Forms / Add a Redirect.
Redirect URL: Enter a value here to include code that redirects the user to a different website upon submission of the Web Form.
- Select the Web Form(s).
- 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).
Next Forms: 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. All forms will still be submitted at once.
- Select the first Web Form.
- Click [...] next to Next Forms.
- Click the dropdown, then highlight the forms that will show 'next'. To select multiple forms, click and drag, or press Ctrl while clicking.
- Click OK. The URLs area will update to include code for the new 'linked' forms (&NFID=12345).
The order of linked forms is always dictated by the order they are uploaded to the web server.
Inherit (Auto Fill) Name and Birthdate from Previous Form: By default this box is checked and 'Next Forms' inherit the Last Name, First Name, and Birthdate of the previous form.
To change this setting so that 'next forms' do not inherit this information:
- Uncheck the 'Inherit (Auto Fill) Name and Birthdate from Previous Form box.
- In earlier versions, add &AFNAB=N to the URL.
Clinic: If using Clinics, you can associate a clinic to a Web Form. When a new patient fills out a form and no patient record exists yet, the clinic associated to the Web Form will be assigned to the patient. Note: This clinic will not override clinic selection on any existing patient records.
- Select the Web Form(s).
- 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).
Update 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. Click 'Yes' to update the form. Click 'No' if you are not ready to publish the form.
If you choose to update the Web Form but Open Dental detects that images on the form are too large in size, you will be prompted to also compress the image before updating.
Option 2: Upload the Form in Web Forms Setup
- On the Web Form Setup window, select the Web Form.
- 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.