The Administrative Forms page gives the funeral home control over the appearance and content of the forms produced through Passare. Funeral homes do not need to wait for a Passare Guide to create a form for their approval, and changes they need to make to formatting or content can be done at their discretion and on their time.
Who can manage forms?
Any User with permission to access the Forms page.
How do customers create forms for use in Passare?
Step 1: Create a form in Word, using tags
Step 2: Upload that form to Passare
Step 3: Name it, “map” it, and publish it
The Passare side of forms management is very straightforward. In a separate document, you will find detailed instructions for creating basic forms in DocX, but a section at the bottom of this document defines some requirements, some best practices, and some troubleshooting strategies for Forms.
There is a form in my Cases that isn’t on my Administrative Forms page - Why?
Passare has a library of forms that we maintain and manage for our Users. We call these “Global Forms,” and they include the five standard VA benefit and honors documents, SSA721, and the Case File, to name a few examples.
- If you see a form on a Case page that you cannot find on your Administrative Forms page, it is a Global Form.
- Funeral home admins should contact firstname.lastname@example.org if they have any questions about, or want to request modifications to, any of these forms.
Can I see the Global Forms Library?
- Not yet. In a future release, we will enable funeral homes to choose, but not edit, forms from the global library. This is to protect the information and formatting of a form, but also to protect our customers’ data security. If a form filled out with a real customer’s information was mistakenly loaded onto the Global Form page, all Users with access to that form across all of Passare would be able to see that real information. Restricted access to Global features is in place as much to protect our customers as it is to protect the system itself.
Best Practices for Creating and Editing Forms
Step 1: Create your form
Passare currently supports two file types for User-generated forms.
DocX (the most current version of Microsoft Word file)
We recommend using Word whenever possible, as these documents remain editable for the duration.
- Add tags to your document
- A tag is a placeholder for information you want the system to put into a given form field
- In DocX, the tag format is [%TAG%]
- This tag goes directly into the desired location on the form
- Note, the name must be in all CAPS!
- Best Practices
- Avoid vague tags like [%NAME%]
Fillable PDF (Adobe Acrobat Pro)
We recommend using a PDF file when dealing with a form with many checkboxes, or forms on which the customer would like to collect a digital signature, but on the whole, DocX is a much more flexible and forgiving medium for form creation. If you must use a PDF, we suggest creating it in DocX first and converting it.
- In PDF files, you can create a form by using Forms Tools
- Only Adobe Pro subscriptions support these tools
- Each field must be named to identify what information should be filled from Passare. They do not need to follow the Tag format used in Word forms
- You can add digital signature lines to PDF files if desired
- If you use Docusign, you will need to use PDFs to collect signatures
Step 2: Upload your form
Choose “Add New Form” on the forms page. When the form loads in the system, a forms editing page will appear.
Step 3: Name it, Map it, and Publish it
On the form’s editing page, you will decide:
- The form’s name (required)
- Whether it is published (required)
- What kind of Cases the form appears on (required)
- What category the form appears in on the Print & Forms page of a Case (required)
- Whether it appears in the “Standard Forms” sidebar (optional)
Next, you will tell the system how to fill out your form, by choosing the information that should appear in each “Mapping” field.
When you create your form, a tag represents each piece of information that needs to be filled out on the form. When you upload the form, the tag becomes the “Field Name.” By mapping that field, you tell the system to load information entered in Passare in that field (provided Passare supports the information).
- The “Custom” option is for Passare Administrative use
- Under “Mapping,” use the dropdown menu to find the information and format that looks closest to what you want to appear on the form.
- Note, you can search by first letter only
How can I check to see if the form is filling out the way I want it to?
You can generate a preview of your form from the Administrative Forms page!
- Choose a Case to generate a preview form in the “Case • Reference” dropdown
- Hint: choose a Case that you know is thoroughly filled out in Passare
- This is a good reason to keep a test case in your instance
- Click “Download Form Preview”
- The downloaded form will show you what your selections will look like when filled out with Case information
- Note that this downloads a file to your computer. You can later delete these previews
- You can make changes to your document, save the changes, and then re-upload the form using the “Upload New Version” button
- We strongly recommend speaking to Operations to have a duplicate form made before choosing this option on active forms
An existing form is not quite right—how do I make changes?
The fields need to fill out in a different way
- Click the name of the form
- Change the selection in the mapping section
- If the Mapping field says “Please contact your Operations Guide for custom mappings,” how to I make changes? To select from the dropdown, click “no” Under “Custom Mapping” and then make a selection from the Mapping dropdown.
- Custom Mappings are created and maintained by the Passare team.
The formatting needs adjustment or you need to add more tags
- Step 1: Download a copy of the original form from the main Forms page (where you see the list of all your forms)
- Choose the “Download” icon next to the original copy of the form you want to download. This form will not contain Case information. You can make changes to the form by editing the DocX or PDF file from your desktop.
- Step 2: Make changes to document
- Step 3: Use the “Upload New Form” button on the Forms page (Best Practice)
- You will need to re-map your form. If you do not want to do this (for example, for a very long form with many fields) you may choose option 2
- Option 2: (not recommended) Use the “Upload New Version” icon at the upper right of the form’s editing page to load your changes OVER the existing form, without losing your mappings
- We suggest letting Operations do this if necessary, as a Guide can create a duplicate of the existing form, so that the original is preserved for use while the copy is under construction. This “cloning” functionality is not available to Users
I tried to Upload a new Word form and I got an error. Why?
- Make sure you are using .docx, not .doc files
I don’t see what I’m looking for in the Mapping dropdown
- Contact email@example.com or your Organization’s Customer Guide
I printed a preview and I see a tag in my form
- The system only recognizes proper tag format: check that there are no spaces between characters, and no special characters inside the tag.
- If you have “track changes” turned on in word, be sure you have accepted all changes in the form.
I uploaded a PDF and can’t find one or more of the fields I added
- Avoid punctuation and special characters when naming fields in PDF files
I used the “Upload New Version” button and now all my Mapping fields are gone, or I do not see the new fields that I wanted to add
- You will need to revise your form and/or remap your document
- This can happen if:
- The tag format is incorrect in a DocX file
- You didn’t map the field(s) in a PDF, or named them with special characters or punctuation
I tried to use the “Upload New Version” button, but when I selected a file from my desktop, the “Upload” button was greyed out…
- This can happen if:
- You have made changes on the form’s editing page and have not given the system a chance to reset. Refresh your page and you will be able to upload as usual (you will have to reselect your file for upload)
Who do I call if I have questions?
Contact firstname.lastname@example.org with any questions about this feature, or call the toll-free
support number: 1-800-692-5111.
- Forms Page - Passare app notes.pdf (700 KB)