The Forms > Settings page in Practice by Numbers gives your practice centralized control over how online forms, consent forms, treatment plans, scanned documents, form packages, and automated form workflows are configured.
Properly configuring these settings helps your practice:
Route completed forms and documents to the appropriate folder or document category in your practice management system (PMS).
Manage consent and guardian information.
Customize how treatment plans are presented to patients.
Automate form delivery and reminders.
Control which patients receive automated forms.
Customize patient-facing package instructions and communication templates.
Reduce manual work and maintain a consistent Forms workflow.
This guide provides an overview of all available settings and directs you to additional resources for detailed configuration instructions.
Access Forms Settings
To access the Settings page:
Navigate to Forms in Practice by Numbers.
Select Settings.
Locate the section you want to configure.
The Settings page is divided into several sections, each controlling a different part of the Online Forms experience.
Important: Many sections have their own Save button. Make sure you save your changes in each applicable section before navigating away.
Common Settings
The Common Settings section contains settings that apply more broadly to your Online Forms workflow.
Show Doctor and Witness Signatures in Kiosk App
Enable Show Doctor and Witness Signatures in Kiosk App when doctor and witness signatures should be displayed as part of the applicable Kiosk App workflow. After changing this setting, click Save.
Online Form Settings
Use Online Form Settings to select the default PMS folder or document category for saving completed general patient forms.
For example, your practice may use a category such as Patient Identification, depending on how documents are organized in your PMS.
The location configured here serves as the default. You can override the default storage location for individual forms from the Forms page when needed.
Learn more: See Configuring General Form and Document Settings.
Consent Form Settings
Use Consent Form Settings to control where completed consent forms are stored and how guardian information is handled.
You can configure:
The default PMS folder or document category where completed consent forms are stored, such as Informed Consent.
Show Guardian Info – Displays guardian information when applicable.
Is Guardian Info Required – Requires guardian information to be completed.
These settings can be especially important when your practice needs to collect guardian information for minors or other patients requiring a guardian.
Learn more: See Configuring Consent Form Settings.
Treatment Plan Settings
Use Treatment Plan Settings to control how treatment plans are stored, displayed, and presented to patients.
PMS Storage Location
Select the default PMS folder or document category where completed treatment plan forms should be saved.
Treatment Plan Overview
Customize the Treatment Plan Overview displayed to patients when a treatment plan is presented. Merge fields, such as {first_name} can be used to personalize patient-facing content.
Doctor's Treatment Notes
Enable the applicable option if you want to use the doctor's treatment notes directly within the treatment plan text.
Treatment Plan Acceptance Text
Use Treatment Plan Acceptance Text to create the default statement of understanding and agreement presented to the patient when accepting the treatment plan.
Additional Treatment Plan Options
You can also configure whether to:
Automatically recommend consent forms when a treatment plan is presented.
Show Guardian Info.
Require guardian information using Is Guardian Info Required.
Treatment Plan Detail Column Order
Use Edit Column Order to customize how financial information is displayed within Treatment Plan Details.
Drag and drop the available financial columns into the order that works best for your practice's treatment presentation workflow.
Learn more: See Configuring Treatment Plan Settings.
Scanned Document Settings
Use Scanned Document Settings to select the default PMS folder or document category for manually uploaded or scanned documents.
For example, your practice may use a category such as Patient Identification, depending on your PMS configuration and document organization.
Learn more: See Configuring General Form and Document Settings.
Form Reset Options
The Settings page includes reset tools that allow your practice to revert applicable Forms content to its default configuration.
Available reset options include:
Reset general forms – Resets synced general forms to the admin default.
Reset consent forms – Resets synced consent forms.
Reset admin package forms – Resets forms synced through admin packages.
Reset templates – Reverts Email and SMS templates to their original defaults.
Reset options can be useful when troubleshooting or when your practice needs to roll back customizations.
Important: Resetting content may remove existing form or template customizations. Use these options carefully.
Learn more: See Configuring General Form and Document Settings.
Package Description
Use Package Description to add instructions or other patient-facing information that appears alongside form packages.
The built-in rich-text editor allows you to format the description and supports multiple language options.
For example, your practice might use the Package Description to explain which forms patients need to complete or when certain forms become available.
Learn more: See Configuring General Form and Document Settings.
Patient Form Automations
Practice by Numbers allows your practice to automate form delivery for both new patients and patients with upcoming appointments.
Automations can use Email and SMS communication and include filters that determine which patients should or should not receive forms.
New Patient Form Automation
Use the New Patient Form section to automatically send forms to new patients.
You can configure:
Whether the automation is active.
Email communication.
SMS communication.
Service exclusions.
Chair exclusions.
Patient tag exclusions.
Consent forms.
For applicable Email and SMS communications, you can also Test, Preview, and Edit the message templates.
Upcoming Appointment Patient Form Automation
Use Upcoming Appointment Patient Form to automatically send forms to existing patients before upcoming appointments.
You can configure up to two reminder points. For example, your practice could send one reminder three days before an appointment and another one day before the appointment.
Settings include:
Reminder timing.
Email communication.
SMS communication.
Service exclusions.
Chair exclusions.
Patient tag exclusions.
Consent forms.
These reminders can help ensure patients receive and complete required forms before arriving for their appointments.
Learn more: Automating Patient Forms
Automation Filters
Use automation filters to control which patients receive automated forms.
Depending on the automation, you can configure:
Service exclusions – Prevent forms from being sent when certain services are scheduled.
Chair filters – Control form delivery based on the chair associated with the appointment.
Patient tag filters – Include or exclude patients based on applicable patient tags.
Review these filters periodically, especially when your practice adds new services, chairs, or patient tags.
Consent Forms in Automations
Consent forms can be included with New Patient and Upcoming Appointment form automations when applicable.
Important: Consent forms containing custom merge tags are not supported in automations and will not be sent.
Although Tooth Numbers appear as a custom tag, they are a system-supported built-in field. Forms using Tooth Numbers can still be included in automated form delivery.
Email and SMS Communication
Both New Patient and Upcoming Appointment automations support Email and SMS communication.
Depending on the available controls, your practice can:
Preview message content.
Edit communication templates.
Test delivery.
When customizing templates, keep patient instructions clear and concise so patients understand what they need to complete before their appointment.
Test Campaign
Use the Test Campaign area to test form workflows and review test results before relying on the configuration for patient communication.
Testing can help confirm that your forms, communication settings, and automation rules are working as expected before they are used with patients.
Learn more: Automating Patient Forms
Best Practices
As you configure your Forms Settings:
Verify PMS storage locations. Make sure form and document categories align with how your practice organizes information in Dentrix, Eaglesoft, Open Dental, or your applicable PMS.
Review guardian settings. Confirm that guardian information is displayed and required where appropriate.
Keep patient communication clear. Customize Email, SMS, and Package Description content so patients understand what they need to complete.
Use reset options carefully. Resetting forms or templates may remove existing customizations.
Review automation filters regularly. Update your filters when services, chairs, patient tags, or practice workflows change.
Test automated workflows. Test your configuration and communications before relying on an automation for patient form delivery.
Save each section. Many settings must be saved individually before your changes take effect.
Keeping your Forms Settings up to date helps ensure forms are delivered to the appropriate patients, completed documents are stored correctly, and your practice's Forms workflow remains consistent.