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Form Designer
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The Form Designer allows users to add virtually any field in CAREWare to any location on a form, just as they might create a data entry screen in MS Access. The main impetus for building the Form Designer was that users found it cumbersome to have to click a number of buttons to get to different locations in the application—jumping back and forth between the services screen, for example, and then maybe clinical encounters to enter vital signs or diagnoses, and then case notes, etc. The Form Designer allows users to place critical fields for data entry on one (or more) forms in the order that mirrors paper forms (such as clinical encounter forms).

The Form Designer reduces the amount of time needed to enter data for each encounter and can eliminate the need to first record information on paper forms. This is a decision that should be made within the context of the workflow and demands of the provider.

These instructions for the Form Designer include:


How to Begin

Getting clinical forms set up properly in the Form Designer can take a lot of work. Form maintenance is usually less work, though from time to time administrators will want to go back into a form, change the layout, add or remove fields, and so forth.

Terms to Know

It is important to understand the following terms, which are used throughout this guide.

Page – This is the main document on which the form is created.
Form – This is the actual workspace on which fields and their labels are placed. It is possible to have multiple pages per form.
Record – A record group is a set of fields that must be placed on the form together. For example, to enter services on a form, you must place at least two fields on the form within the same box--the checkbox for the service name itself and the contracts field that identifies the funding source for that specific service. Adding the the Service Container onto the form generates the service box to add other service controls. The contract field and any other service-related fields such as Units and Price must be added while the Service Container box is selected. If the page or any other box on the page is selected, the service controls are unavailable in the list when clicking Add Control. Service controls are only available in the Service Container.
Field – These are simply the data fields in CAREWare (e.g. gender, risk factor, etc.)
Labels – A text field used to label fields added or to replicate data entry spaces from paper forms.
Properties – Formatting for labels and fields such as setting Fonts, colors, etc.

To grant access to the Form Designer, permissions need to be granted by following the instructions here.

Note: The minimum permission required to add new forms is Create/EditView Form Design in Central Administration. The providers and users need the permission Create/Edit Form Design. Data entry in forms requires the permission Edit Form Design Records.

Creating a Form

To create a new form in the Form Designer, follow these instructions:


  1. Click Administrative Options.
  2. Click Custom Features.
  3. Click Form Designs.
  4. Click Add.

Custom Forms menu descriptions:

Edit – Opens the form for editing.
Add – Starts a new form.
Delete – Deletes the form from the Form Designer.
Back – Navigates back to Custom Feature Setup.
Print or Export – Prints the list of custom forms.

Custom Forms column descriptions:

Name: Name of the form.
Use Count: Number of clients using the form.
Owner: Provider that owns the form.
Shareable: Indicates whether the form can be shared with other providers.
Retired: If set to Yes, the form is no longer available for data entry.
Universal: If set to Yes, all users and providers have access to the form.
Description: Notes explaining the form for users.

5. Select a Page Size.


6. Click Continue.



Form Designer vertical menu descriptions

Design View – Navigates back to the design page.
Form Properties – Properties for the form including active, owner, and universal used for granting access or retiring a form. Click here for Form Properties.
Control Properties – Properties for the selected control. Click here for Control Properties.
Control Rules – Established rules that trigger error messages or warnings, or disable or hide the control.
Add Control – Produces the list of options for controls based on whether or not the page or a container is selected. Click here for Controls.
Add Page – Adds another page to the form.
Provider Assignment – Grants access to the form for a provider.
User Assignment – Grants access to the form for a user.
Group Assignment – Grants access to the form for a user group.
Custom Reports – Creates a control for adding a container with the results of a custom report selected from the Custom Reports list.
Form Images – Creates a control for adding an image to be displayed in the form.
Encounter Grids – Creates a control for adding a grid using encounter fields.
Close – Closes the form.

Form Designer horizontal menu descriptions

Find Control – Creates a searchable list of controls currently added to the form so users can locate them.
Delete Control – Deletes the selected control.
Undo – Reverts back prior to the last action.
Redo – Recreates an action that was undone.
Save – Saves the form.

Note: Forms can be edited within the provider that is the owner of the form or in Central Administration. Data entry can only be done in the provider.

Note: The highlighted red box is the current selection space for controls and properties.

The following example is for adding a service to a form.


  1. Click the page to highlight it.
  2. Click Add Control.
  3. Type Service in the Search field.
  4. Click Longitudinal Container (Service).
  5. Select the Longitudinal Container Definition (This is the Subservice).
  6. Click Add.
  7. While the new service container is highlighted in red, drag the box to the location desired.
  8. While the container is still highlighted, click Add Control. (Now the control list only shows service controls)
  9. Select Service Date.
  10. Click Add.
  11. Drag the Service Date to the desired location within the Service Container.
  12. Click the Service Container again to add another service control.
  13. Repeat the process of adding service controls for Service ContractService UnitsService Price, and Service Total.

A data entry field has been created for an A/O Medical Service in the form.



Activating a Form

A form is activated by granting access to the form for a provider, for a user, or for a user group, and adding the form to a client.

Note: Setting a form as universal grants access to all providers and users.

Open Custom Forms to begin the following instructions.



Follow these instructions to activate a form for a provider:


  1. Select a form.
  2. Click Edit.
  3. Click Provider Assignment.
  4. Click the Checkbox to select a Provider.
  5. Click Save.

Note: Making a form provider-wide grants access to all users in that provider to the form.

Follow these instructions to activate a form for a user:


  1. Click User Assignment.
  2. Click the Checkbox to select a User.
  3. Click Save.

Note: Users are only available in the list after a form is activated for at least one provider.

Follow these instructions to activate a form for a group:


  1. Click Group Assignment.
  2. Click the Checkbox to select a Group.
  3. Click Save.

Note: Groups in forms are User Groups created by following the instructions here.

Once the form is active for a provider and a user, that user can log into that provider to add the form to a client and begin entering data.

Follow these instructions to edit data on a client using a form:


  1. Log into the provider for which the form was activated.
  2. Click Find Client.
  3. Enter search criteria.
  4. Click Client Search.
  5. Select a client.
  6. Click Custom Forms.
  7. Click the button for the Form.
  8. Note: There is also a custom forms button in the client menu if View Details is clicked instead.
  9. Click Add.
  10. Select a Form Date.
  11. Complete other fields in the form.
  12. Click Save.

Note: Data saved in custom forms appears in the client's record. In this case, a service was added.



Note: When a form is in view mode, data controls are grayed out and cannot be changed. There is an option to click Edit here to switch to the edit mode and change client data.



Once Edit has been clicked, the client’s record can be changed.



Save and Continue – Saves and leaves the form open to continue editing.
Save and Exit – Saves and closes the form.
Print – Opens print options to print the client's form.
Cancel – Closes the record without saving the changes made after the last save.

Fields changed in the form are directly linked to the same field in the client’s record in CAREWare. For example, if the client’s phone number is changed here, it is also changed in contact information under demographics.



Note: When adding a Case Note to a form, a content field must be added. If a user tries to save without it, this error appears:



To add the required Case Note Container follow these instructions:


  1. Click the Case Note box.
  2. Click Add Control.
  3. Click Note.
  4. Click Add.



Once the note control is added, the case note can be saved without error.



Setting up Control Rules

Data rules and restrictions can be set up for fields placed on the form in order to ensure data entry quality. For example, data quality can be improved by setting date ranges for service entry, reminding users to enter services within a month.

To add a Control Rule, follow these instructions:


  1. Click a Control within a container. (Example: Service Date in the A/O Medical Service container)
  2. Click Control Rules.
  3. Click Add.
  4. Select an Action Type.
  5. Enter a Message to the user.
  6. Click Save.
  7. Click the Control.
  8. Click View.
  9. Click Edit Criteria.
  10. Click Add.
  11. Select values for the Criteria.
  12. Click Save.

Adding Custom Reports to Forms


  1. Click Custom Reports.
  2. Click Add.
  3. Select a Report Name. (If a new report needs to be added, follow the instructions here.)
  4. Click Add.
  5. Note: The custom report has been added as a new control for the page.
  6. Click Back.
  7. Click Add Control.
  8. Type the name of the report in the search field.
  9. Click the Custom Report.
  10. Click Add.
  11. Drag the Custom Report to the desired location on the page.

Adding Form Images


  1. Click Form Images.
  2. Click Add.
  3. Click Choose File.
  4. Select an image file.
  5. Click Open.

    Note: The added image is now a new control for the page.
  6. Click Back.
  7. Click Add Control.
  8. Type the name of the image file.
  9. Click Add.
  10. Drag the image to the desired location on the page.
    Note: Large images need to be resized to fit the page.



Adding Encounter Grids

Follow these instructions to add an Encounter Grid to a Custom Form:


  1. Click Encounter Grids.
  2. Click Add.
  3. Enter a Days in Span. (Number of days prior to the form date.)
  4. Enter a Title.
  5. Click the Grid Name.
  6. Click Manage Columns.
  7. Click Add.
  8. Select an Encounter Column.
  9. Click Add.

    Note: The encounter grid is now a new control for the page.
  10. Click Back.
  11. Click Add Control.
  12. Type in the Title of the Encounter Grid.
  13. Click Add.
  14. Drag the Encounter Grid to the desired location on the page.
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