E-Documents allow a participant to fill out a form while in the virtual waiting room, and electronically sign it. Users with an Account Administrator or Clinical Supervisor role can create or edit as many templates as needed, and delete templates as well. Common uses for these E-Documents include Statements of Understanding and intake forms.

 

This support article illustrates how to create or edit an E-Document.

 

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• How do E-Documents work?

 

Sections

• Create a New Document
• Edit an Existing Document
• Document fields
  • Document Name
  • Who Can See Completed Documents?
  • Signature Type
  • Prefill fields from prior Session Documents?
  • Is Landscape?
  • Show to Your Clients Now?
  • Sort Order
• Document Text
• Placeholder Fields
  • Host Name
  • Participant Name
• Types of Fillable Fields
  1. Textbox: single-line text answer
  2. Text Area: multi-line text answer
  3. Radio Buttons: multiple-choice, all choices visible, only one answer
  4. Checkbox: multiple choice, multiple answers possible
  5. Date: checks for a valid date (e.g., 12/1/2018)
  6. Dropdown: multiple choice, only one choice visible, only one answer (useful to place in-line with other text)

 

Create a New Document

This requires an Account Administrator or Clinical Supervisor role.

1. Click on the "Features" tab and select "E-Documents" from the drop-down menu.

 

 

2. On the next page, use the "New Template" button in the lower left-hand corner.

• If you have already received E-Documents before, click on the "Edit Templates" button in the lower left-hand corner first, and then the "New Template" button on the next page.
  

 

3. When you have filled out the document fields and entered your content, use the "Save and Preview" button in the lower left-hand corner to save your changes and create your document. Check the preview for any design errors.

 

 

Edit an Existing Document

This requires an Account Administrator or Clinical Supervisor role.

1. Click on the "Features" tab and select "E-Documents" from the drop-down menu.

 

 

2. On the next page, use the "Edit Templates" button in the lower left-hand corner.

 

 

3. Use the "Edit" button to the left of the template you would like to edit.

 

 

4. When you have filled out the document fields and entered your content, use the "Save and Preview" button in the lower left-hand corner to save your changes and create your document. Check the preview for any design errors.

 

 

Document Fields

Document Name

1. While on the create or edit screen, enter the name of the document as you would like it to appear on the waiting room page.

 

 

 

Who Can See Completed Documents?

This field determines which session participants can see the document, and who it is assigned to. The options:

• Only Signer and Session Host: This selection means that only the participant filling out the document, and the host of the session, can see this form's status and contents. (This is the default selection.) If this document is only assigned to the host, then only the host will be able to view this form's status and contents.
• All Session Participants: This selection means that ALL participants that have been invited to this session will be able to see if this form has been assigned to ANY participants, as well as view the form after it has been filled out. Select this option if you want to be able to allow participants to view and sign others' forms. For example, if this form is meant to have an additional signature for a parent or guardian, you can invite the parent/guardian to the session so that they can view and sign the form that their child submits.

 

 

Signature Type

This field determines what type of signature field your participant will see.

• No Signature Box: There will not be any signature field. Select this option for documents that you only want a participant to have the option of viewing without any confirmation that they have done so, such as a resources list or tips page. E-documents with this setting selected cannot be marked as required.
  
  
• Keyboard-Typed Signature: A normal electronic signature field will appear where your participant can type in their name.
  
  
  
  
  
• Mouse- or Hand-Drawn Signature: A box appears where the participant can use their mouse (or if they are on a device with a touch screen, their finger) to create an image signature. (Your participant will still have to enter their name in the normal electronic signature field, like a "print signature" section on a physical document.)
  • Note: The drawn signature option is only presented to the original signer. Additional signatures will be typed. 
  • Clear Drawn Signature: Gives the participant the option to clear what they've drawn and re-do.
  • Drawn Signature Not Working: If the field is not working with their touch screen device, they can dismiss the drawn image field and type their name into the regular signature box. 
    
    

 

 

Prefill fields from prior Session Documents?

if you have the same field across different documents that should all be filled out for a single person, you can choose to have the information entered in one carry over to other documents in the meeting. For example, assume a patient completes a Statement of Understanding document that has a "Patient Name" field with her name "Jane Doe". If the host of the session is filling out a Patient Chart document that also has a "Patient Name" field, this setting would allow the name in the Statement of Understanding to prefill the Patient Chart document with the same name. (This should NOT be enabled for documents that will be used in group sessions, where there may be information concerning more than one person.)

• Yes: Make the field value in one e-document pre-populate fields in all other e-documents assigned within the same meeting, if the field names match.
• No: The field value in one e-document will NOT pre-populate fields in all other e-documents assigned within the same meeting.

 

 

Is Landscape?

This field determines if you want this e-document to display in landscape mode when exported as a PDF.

• Yes: Make PDF exports of this e-document orient in landscape mode.
• No: Make PDF exports of this e-document orient in portrait mode.

 

 

Show to Your Clients Now?

This field determines if you want the form to be visible (i.e., active) or not.

• Yes: Make this form visible to session participants.
• No: Make this form NOT visible to session participants. (This will not remove it from any packets you've added it to; it just won't be visible even if that packet is chosen.)

 

 

Sort Order

When there are multiple documents pending for a session, they are sorted in the following order:

1. Assignment: who is supposed to fill the document out (documents assigned to you, if any, appear first)
2. Requirement status: the current status of the document (i.e., required pre-session, required post-session, submitted, or optional)
3. Customer sort order (this field, if edited by customer): this field sets an ascending sort, so lower-numbered documents will appear above those with higher numbers
4. Document creation date

 

 

Document Text

You can create the document text using our Rich Text Editor. We will automatically add a signature field to the end of the document, so you do not need to include it in the document body.

 

You can use the Rich Text Editor to format your document in a variety of ways. 

 

 

 

You can also format your text using pre-set headers by clicking on "Format" and selecting "Formats", which will slide out a menu of different header formats. Select the header that you like.

 

 

 

Placeholder Fields

A placeholder field will automatically change when viewed by a participant.

Host Name

When "HostName" is in square brackets, it will automatically be replaced by the name of the host assigning the e-document.

[HostName]

 

Participant Name

When "ParticipantName" is in square brackets, it will automatically be replaced by the name of the participant that has been assigned the e-document.

[ParticipantName]

 

 

Types of Fillable Fields

SecureVideo has a number of different field types that you can use. Any field type can be marked as required.

1. Textbox: single-line text answer
2. Text Area: multi-line text answer
3. Radio Buttons: multiple-choice, all choices visible, only one answer
4. Checkbox: multiple choice, multiple answers possible
5. Date: checks for a valid date (e.g., 12/1/2018)
6. Dropdown: multiple choice, only one choice visible, only one answer (useful to place in-line with other text)

 

 

Field Type: Textbox

1. To make a textbox, type the name of your field and "(textbox)" within 2 curly brackets, like this:

{Phone Number(textbox)}

 

The field name for a textbox is not visible, so be sure to write the field name as you would like it to be displayed to your participant, outside of the curly brackets.

Phone Number: {Phone Number(textbox)}

 

2. To set a minimum or maximum character length, add a colon and the minimum and maximum character length the box should have. In the example below, a submission must be at least 10 characters long and no more than 10 characters long (i.e., must be 10 characters long). The length of the textbox will grow or shrink depending on the number of max characters. (The default width is 300px; if a max character number is set, the width is 15px per character.)

Phone Number: {Phone Number(textbox:10,10)}

 

3. If you only want to add a minimum (if text is entered), just include one number. In the example below, a submission must be at least 10 characters long. No maximum character limit is set, so the box is the default width of 300px.

Phone Number: {Phone Number(textbox:10)}

 

4. To require the field to be answered, add an asterisk before the second curly bracket.

Phone Number: {Phone Number(textbox:10)*}

 

Return to Field Types

 

Field Type: Text Area

1. To make a textarea, type the name of your field and "(textarea)" within 2 curly brackets, like this:

{Describe your ideal day(textarea)}

 

 

The field name for a text area is not visible, so be sure to write the field name as you would like it to be displayed to your participant, outside of the curly brackets.

Describe your ideal day: {Describe your ideal day(textarea)}

 

2. The default size for a textbox is 80px by 5px. To set a different size, add a colon and the number of column-pixels and row-pixels. In the example below, the text area would be 100 columns wide by 10 rows high.

Describe your ideal day: {Describe your ideal day(textarea:100,10)}

 

3. To require the field to be answered, add an asterisk before the second curly bracket.

Describe your ideal day: {Describe your ideal day(textarea:100,10)*}

 

Return to Field Types

 

Field Type: Radio Buttons

1. To make a list of radio buttons, type the name of your field and "(radio:)" within 2 curly brackets. Within the parentheses after the colon, add a list of choices separated by a comma, like this:

{Hogwarts House(radio:Gryffindor,Hufflepuff,Ravenclaw,Slytherin)}

 

The field name for a set of radio buttons is visible to the person filling out the form.

 

2. To set a default value, add a caret (^) symbol after it. (Only one answer is allowed, so you can only set up to one default value.) In the example below, "Hufflepuff" is set as the default value.

{Hogwarts House(radio:Gryffindor,Hufflepuff^,Ravenclaw,Slytherin)}

 

3. To require the field to be answered, add an asterisk before the second curly bracket.

{Hogwarts House(radio:Gryffindor,Hufflepuff^,Ravenclaw,Slytherin)*}

 

 

Return to Field Types

 

 

Field Type: Checkbox

1. To make a set of checkboxes, type the name of your field and "(checkbox:)" within 2 curly brackets. Within the parentheses after the colon, add a list of choices separated by a comma, like this:

{What comedies are you watching?(checkbox:Brooklyn 99,The Good Place,Modern Family,Silicon Valley)}

The field name for a set of checkboxes is visible to the person filling out the form.

 

2. To set a default value, add a caret (^) symbol after it. In the example below, "Brooklyn 99" is set as the default value. (You can make multiple values a default value. The participant filling it out can uncheck a default value.)

{What comedies are you watching?(checkbox:Brooklyn 99^,The Good Place,Modern Family,Silicon Valley)}

 

The field name for a set of checkboxes is visible to the person filling out the form.

 

3. To require that AT LEAST one box be checked, add an asterisk before the second curly bracket.

{What comedies are you watching?(checkbox:Brooklyn 99^,The Good Place,Modern Family,Silicon Valley)*}

 

Return to Field Types

 

 

Field Type: Date

1. To make a date field, type the name of your field and "(date)" within 2 curly brackets. The date will require the participant to enter 4 digits for the year (but leading zeroes for the month and day can be omitted), and the system will also check that the date is valid (once the participant attempts to submit).

{When was the last time you watched the sun rise?(date)}

 

 

The field name for a date is not visible, so be sure to write the field name as you would like it to be displayed to your participant, outside of the curly brackets.

When was the last time you watched the sun rise?: {When was the last time you watched the sun rise?(date)}

 

 

2. To set a minimum or maximum date, add a colon and the minimum and maximum date the answer should follow. In the example below, a date cannot have taken place before January 30, 2000, or after "today"; whatever today is.
• The date can be a specific date, or relative to "today". E.g., "today+3" is "3 days after today". "today-3" is "3 days before today", as determined by the participant's time zone.

When was the last time you watched the sun rise?: {When was the last time you watched the sun rise?(date:2000-1-30,today)}

 

 

3. To require the field to be answered, add an asterisk before the second curly bracket.

When was the last time you watched the sun rise?: {When was the last time you watched the sun rise?(date:2000-1-30,today)*}

 

Return to Field Types

 

 

Field Type: Dropdown

1. To make a dropdown field, type the name of your field and "(dropdown:)" within 2 curly brackets. Within the parentheses after the colon, add a list of choices separated by a comma, like this:

{Who is your favorite superhero?(dropdown:Wonder Woman,Ms. Marvel,Power Girl,Wasp)}

 

 

The field name for a dropdown field is not visible, so be sure to write the field name as you would like it to be displayed to your participant, outside of the curly brackets. The dropdown field is about as wide as the longest possible answer. 

Who is your favorite superhero? {Who is your favorite superhero?(dropdown:Wonder Woman,Ms. Marvel,Power Girl,Wasp)}

 

 

2. To set a default value, add a caret (^) symbol after it. (Only one answer is allowed, so you can only set up to one default value.) In the example below, "Wonder Woman" is set as the default value.

Who is your favorite superhero? {Who is your favorite superhero?(dropdown:Wonder Woman^,Ms. Marvel,Power Girl,Wasp)}

 

3. To require the field to be answered, add an asterisk before the second curly bracket.

Who is your favorite superhero? {Who is your favorite superhero?(dropdown:Wonder Woman^,Ms. Marvel,Power Girl,Wasp)*}

 

Return to Field Types

 

 

This article was last reviewed by our Support team on August 11, 2021.