You can upload a PDF file that has fillable fields created using a PDF editor such as Adobe Acrobat Pro or another PDF editor of your choice. Once uploaded, these forms can be used in several areas of Provet, including the consultation, patient, client, and discharge areas, allowing you to fill and save them directly in Provet.
Note: Adding image fields and actions usually requires Adobe Acrobat Pro or another advanced PDF editor.
To have Provet data automatically populated in your PDF form using placeholders, you must add fillable fields to your PDF before uploading it to Provet. Fillable fields also allow for free-text entry, for example adding notes to a consent form.
To set up PDF forms, with functional text/placeholder fields, follow the instructions below.
Prepare the PDF file
Follow the instructions provided by your PDF editor, for example Adobe Acrobat Pro.
Use a PDF editor to create a form with the necessary text fields and/or image fields. If you want radio buttons or checkboxes, add them now. The specific method for adding text fields varies depending on your PDF editor.
Add a Field: Use your editor's tool (often called 'New text field' or similar) on all places where you would like to be able to add placeholders or free-text fields.
Add checkboxes or radio buttons: Use your PDF editor tool to insert radio buttons or checkboxes if you like them to be selectable in the form.
Set properties: set the text field properties as needed. Give each field a unique name and set options such as whether the field should be a multiple-line text area.
If applicable, add an image field component with an action to the PDF in Adobe Acrobat Pro or your preferred advanced PDF editor.
Note: If you create an image field in Adobe Acrobat Pro and do not rename it, the field name will automatically end with the _image suffix. If you rename the image field, ensure the _image suffix is included in the new name (for example, signature_image).Save the file once all fields are set up.
Upload the PDF file to Provet
Go to Settings > Lists & Templates > Templates > Certificates & Forms.
Select the PDF form drop-down menu and select the form type. To make the form available in one context only, select a single context (Patient, Client, Consultation, and so on). The form type determines which placeholders are active and where the form can be used, for example on the patient page, the client page, or the consultation page. To make the form available in multiple contexts at the same time, select Multiple targets. See Set up a multi-context PDF form below.
On the PDF template page, add the template details:
Title: Provide a name for the template.
Clinic location: Select the clinic location, or multiple clinic locations, where the template will be available. If no clinic location is selected, the template will be accessible across all clinic locations.
Select the Drop files here to upload area to browse for the file or drag and drop the file into the upload area.
Select Save to complete the form setup.
Insert placeholders
After you upload the form, a preview opens showing the available fields where you can add placeholders. A dropdown list of available placeholders is shown for each field. Only placeholders compatible with the selected form context are available.
Enter the placeholder into the appropriate field, for example: [[consultation_supervising_vet_signature]] for a signature image field, or [[patient_name]] in a text field where you want the patient name to appear.
For an image field, select the image frame. A dialog opens where you can select the image placeholder from a list of available options. To display the clinic location's logo on the form, select Clinic location's logo: [[department_logo]]. The correct logo is automatically pulled through based on the clinic location where the form is used. This also works with multi-context forms, meaning one form can display the correct logo across all clinic locations automatically.
You can also add free text in the fields. The text is visible and editable when the PDF form is used.
Select Save.
Select Back in the top left corner of the document template. The PDF form you created is shown under Certificates & Forms and is available for use.
Set up a multi-context PDF form
A multi-context PDF form lets you create one master template that is available in two or more contexts (for example, Patient and Consultation) at the same time. Provet creates a separate form for each selected context, all linked to the same master template.
Create a multi-context form
Go to Settings > Lists & Templates > Templates > Certificates & Forms.
Select PDF form and then select Multiple targets from the drop-down menu. The Multi-Context PDF Template page opens.
Under Target contexts, select one or more contexts where the form is available, for example Patient and Consultation.
Enter a Title and select the Clinic locations where the template is available.
Select the Drop files here to upload area to browse for the file, or drag and drop the file into the upload area.
After uploading the file, add placeholders to the form fields. See Insert placeholders above for instructions. Note that placeholders that work across all selected contexts are fully highlighted in the placeholder panel.
Select Save. Provet creates one form for each selected context. A confirmation message confirms how many templates were created.
The forms are linked to a master template and appear in the Certificates & Forms list with the same name. To view only master templates, select the Show only master templates checkbox at the top of the list.
Edit a master template
When you edit the master template, changes are pushed to all linked forms.
Go to Settings > Lists & Templates > Templates > Certificates & Forms.
Select the Show only master templates checkbox to filter the list.
Select the edit button next to the master template you want to update. The master template page opens and shows a message confirming how many active linked forms will be updated. If any linked forms have been individually edited, a warning lists which forms have local modifications.
Under Active contexts, you can add or remove contexts:
Unchecking a context unlinks it. The individual form remains but is managed separately.
Checking a new context creates a linked copy of the form in that context.
Make the required changes to the form and select Save.
If any linked forms have local edits, the Templates with local modifications dialog opens. Select how to handle the local edits:
Keep local form edits: master template changes are applied, but local edits on individual forms are kept.
Overwrite selected forms: a list of all linked forms opens. Select which forms to overwrite and select Confirm form overwrite. Forms with local edits are marked in the list.
Overwrite all forms: all local edits across every linked form are replaced with the master template changes. This action cannot be undone.
Edit an individual linked form
You can edit a single form within a group without affecting the other linked forms or the master template.
Go to Settings > Lists & Templates > Templates > Certificates & Forms.
Find the individual form you want to edit and select the edit button. The form page opens with a message stating which group the form belongs to and a link to the master template.
Make the required changes and select Save. Changes apply only to this form. To apply changes to all linked forms instead, select Edit master template.
Delete a master template
When you delete a master template, a confirmation dialog opens with a warning that deleting it will dissolve the group — each remaining form will need to be managed individually. The individual forms are not deleted.
Delete an individual linked form
You can delete an individual form within a group without affecting the master template or other linked forms. When you delete an individual form, a standard confirmation dialog opens. The remaining forms in the group continue to be managed by the master template.