Recording TouchPoint Sub Forms

Sub forms are a TouchPoint feature that lets you record additional data linked to an existing TouchPoint record. They're designed for situations where follow-up information needs to be captured over time, stemming from a previously recorded response. Sub forms can only be recorded for an individual subject and cannot be used for groups such as Families.

For example, you might use a sub form to track reimbursement payments tied to a service. A primary TouchPoint captures the participant's disability status and the total agreed payment amount. Instead of editing that record each time a payment is made, you record a sub form for each check — capturing the date and amount of every installment. This keeps the original record intact while building a full payment history you can report on.

Before you begin

The primary form must be recorded for the participant before a sub form can be added. Sub forms are linked to a specific primary form response, so that response needs to exist first.

Option 1: Record a sub form from the Record TouchPoints page

You can now record sub form responses directly from the Record TouchPoints page, without navigating to the TouchPoint dashboard first.

Step 1 – On the Navigation Bar, go to TouchPoints > Record TouchPoints.

Step 2 – From the first dropdown, select the primary (parent) TouchPoint form.

Step 3 – Once a primary form is selected, a sub form dropdown will appear. Select the sub form you want to record.

Step 4 – Another dropdown will appear asking you to select the specific primary form response to link the sub form to. Select the appropriate response.

Step 5 – Complete and save the sub form response.

All three selections are required before you can proceed. If no eligible primary form response exists for the selected participant, you won't be able to continue from this page — record the primary form first, then return to record the sub form.

Responses recorded this way are available to view and edit from the TouchPoint dashboard as usual.

Option 2: Record a sub form from the TouchPoint dashboard

This method is still available and works the same as before.

Step 1 – On the Navigation Bar, go to TouchPoints > Record TouchPoints and record the primary TouchPoint form.

Step 2 – After recording the primary form, go to TouchPoints > View (Participant/Entity/Collection/General/Anonymous) TouchPoints, depending on the subject type.

Step 3 – Search for the participant or entity and click their name to open the Review TouchPoints page.

Step 4 – Click the toggle (+/–) next to the primary form name to expand the record.

Step 5 – Click the dashboard icon in the Take Action column to open the primary form's TouchPoint dashboard.

Step 6 – On the dashboard, find the "Recent TouchPoints" section. Click "New" to record the sub form.

 

Limitations:

• The primary and sub form relationship does not function at an Enterprise scale. The primary form is created in Site A, and sub forms are typically recorded in the same site or program. Because sub forms are accessed from the primary form's dashboard, users who don't have access to Site A cannot open the dashboard and therefore cannot record associated sub forms.

• Users may see the primary form on the View Participant TouchPoints screen if it is set to Share Across Enterprise, but they will not be able to access the dashboard to record sub forms.
• If a participant moves from Site A to Site B, best practice is to create a new primary form specific to Site B so that users without access to Site A can record appropriate sub forms.

Parent and Sub Forms