1. Can I convert a PDF form into an Ocean eForm?

    Unfortunately it's not possible to simply upload a PDF version of a form and have it turn into an Ocean eForm. This is because Ocean eForms are set up so that each question is its own discrete value, so it's very difficult to be able to convert a whole document into these separate, discrete values.

    However, here are some suggested options to help you to build your eForms:

    • You can create a new eForm for each of your forms, using our eForm Editor. You can find some helpful tips and tricks in our Guide to Building eForms.
    • You can search through our eForm library to see if you can find an existing eForm that's similar to yours and edit that eForm to your liking (so you don't have to start completely from scratch).
  2. Why does nothing happen when I try to edit / create an eForm from the eForms tab?
    • Many web browsers will block the eForm Editor as a pop-up window because Ocean opens the eForm Editor in a new browser tab.
    • If you find this is happening, sometimes you will see a message in the address bar of your browser. If you disable your browser pop-up blocker for the Ocean Portal, the eForm Editor will appear as expected.
  3. How can I set a question or field as required on a form?

    When building a form, you may want to prevent patients from skipping certain questions, or ensure that the information they provide meets a certain criteria (e.g. an email address must contain the @ sign).

    You can easily make a question mandatory by editing the form in the eForm Editor.

    • Select the question that you want to set as a required field.
    • Navigate to the "Scripting and More" tab.
    • From the "Field Validation" drop-down menu, select the appropriate option. In the case of a required field, select "non-empty (mandatory field)".
    • Save your form.
    • Now, if a patient attempts to complete the form and fails to answer the required question, the required question will be highlighted in red and they will not be allowed to move to the next page or finish the form.
  4. How do I prepopulate a field for a patient on a form?

    When building/editing your Ocean eForms, you can set certain fields to be pre-populated with information that is available from the patient's chart in the EMR. This can be helpful for demographic fields, so the patient doesn't need to fill in the same information every time they use Ocean to fill out forms.

    • To set this up, you will want to take advantage of the "Prepopulate this item with" field in the Note Formatting tab of the eForm Editor.
    • In this field, you can select from a long list of keywords to pre-populate the field with. You can browse through this list by typing the 'at' symbol (@) into the "Prepopulate this item with field" and scrolling down through the list of keywords that pops up.

    To see a full list of keywords, please refer to: "Using Keywords to Automatically Insert Content".

  5. Does Ocean support French? Other languages?
    • Yes, Ocean supports multiple languages with there are a few nuances.
    • Currently, the tablet only provides English, French, Chinese, Italian, Arabic, Armenian, and Farsi as options. Patients can choose which language to complete their forms in from the top of the Introduction screen (see screenshot below). We fully expect to add additional language "buttons" in the future, based on client demand.
    • The eForms themselves can be translated into any language. At this point, most forms are English only, although there are a few standard forms that are available in French as well (e.g. PHQ-9).
    • To learn how to translate your eForm into another language, please refer to "Translating an eForm into Another Language(s)".
  6. Can I set up a questionnaire in Ocean to show another form, based on the patient's answers?
    • Yes. You can use EForm Actions to trigger more eForms to appear, based on a patient's answers to the current form. You can find this option in the Action menu in top right hand corner of the eForm editor.
    • For more information about how to set up your eForm Actions, please refer to "Action Menu - eForm Actions".
  7. Can I bold / underline / italicize text in an eForm?

    Yes. Simply add in standard old-fashioned HTML "tags" for bolding, underlining or italicizing around the text you want to style. These tags will work for a caption (i.e. question stem) or a custom clinical note. Common tags include:

    HTML Tag Resultant Style
    <b> </b> Bold
    <u> </u> Underlined
    <i> </i> Italicized
    eForm Questions Clinical Notes
    • Select the item on your eForm that you would like to style. It will turn purple once selected.
    • On the right panel, in the "Caption" field, surround the text you want to highlight with the appropriate HTML tags (see the example to the right).

    Note for eForm Section Headers

    • You can also bold/underline/italicize section headers by selecting the desired section, entering the Note Formatting tab, and picking an option for the "Note header style" field.
  8. How do I format a note to show the patient's answer to a question?

    A useful trick that you can use to nicely format the clinical note that Ocean generates is the use of: $$

    Entering $$ into the "Custom Note" (Note Formatting tab) will generate text that reflects the patient's answer to that particular question.

    • For example, if the first item on your form is a menu-type question that asks the patient how many siblings they have, you can type the following into your "Custom Note" field:
    • Patient has $$ siblings.
    • If you select a menu choice, you will notice that the Ocean-generated note will replace $$ with the menu choice that the you have selected:
    • Patient has 3 siblings.

    Along these same lines, you can use $$ in your custom note, wherever you wish to insert the patient's answer into the clinical note.

  9. Can I copy and paste from one form to another?

    Yes, it is possible to copy items and sections from one form to another.

    1. Open both forms in the eForm Editor.

    2. Copy the desired item.

      • Select the item or section that you wish to copy. The selection will turn purple.
      • Click the copy icon from the top of the eForm editor (i.e. the clipboard beside the blue plus sign, with arrow pointing into the clipboard).
    3. Paste the item into the other form.

      • Open the eForm you want to paste the copied item or section into.
      • Paste the selection into the second form by selecting the paste icon (i.e. clipboard on the right, with arrow pointing out of the clipboard).
  10. Why can't I copy and paste from Microsoft Word into my eForm?

    Did you run into the error below?

    The selected file has been rejected. Please make sure your image is in one of the following file formats: .jpeg/jpg/png/gif.

    If so, try holding down the shift key when doing the "paste". This will tell your browser to paste the content that you've copied as free text.

  11. What is the difference between a diagram and a picture?

    When adding an image to an eForm, you have two options: a diagram or a picture.

    • Diagram

      • A diagram is special kind of image that uses a single picture item and overlays a number of checkboxes on top. A diagram is best used for images such as body parts so that patients can select certain areas using the checkboxes. A good example of this is the Body Pain Diagram.
      • A diagram is added by selecting the blue plus (+) sign at the top of the eForm editor.
      • To learn how to create your own diagram, please refer to: "How do I create a diagram for my eForm?"
    • Picture

      • A picture simply displays an image file. A picture is best used for adding a logo to your form.
      • A picture is added by selecting "Add Item" and then choosing "Picture" as the item type, from the dropdown menu.

Can I convert a PDF form into an Ocean eForm?

Unfortunately it's not possible to simply upload a PDF version of a form and have it turn into an Ocean eForm. This is because Ocean eForms are set up so that each question is its own discrete value, so it's very difficult to be able to convert a whole document into these separate, discrete values.

However, here are some suggested options to help you to build your eForms:

  • You can create a new eForm for each of your forms, using our eForm Editor. You can find some helpful tips and tricks in our Guide to Building eForms.
  • You can search through our eForm library to see if you can find an existing eForm that's similar to yours and edit that eForm to your liking (so you don't have to start completely from scratch).

Why does nothing happen when I try to edit / create an eForm from the eForms tab?

  • Many web browsers will block the eForm Editor as a pop-up window because Ocean opens the eForm Editor in a new browser tab.
  • If you find this is happening, sometimes you will see a message in the address bar of your browser. If you disable your browser pop-up blocker for the Ocean Portal, the eForm Editor will appear as expected.

How can I set a question or field as required on a form?

When building a form, you may want to prevent patients from skipping certain questions, or ensure that the information they provide meets a certain criteria (e.g. an email address must contain the @ sign).

You can easily make a question mandatory by editing the form in the eForm Editor.

  • Select the question that you want to set as a required field.
  • Navigate to the "Scripting and More" tab.
  • From the "Field Validation" drop-down menu, select the appropriate option. In the case of a required field, select "non-empty (mandatory field)".
  • Save your form.
  • Now, if a patient attempts to complete the form and fails to answer the required question, the required question will be highlighted in red and they will not be allowed to move to the next page or finish the form.

How do I prepopulate a field for a patient on a form?

When building/editing your Ocean eForms, you can set certain fields to be pre-populated with information that is available from the patient's chart in the EMR. This can be helpful for demographic fields, so the patient doesn't need to fill in the same information every time they use Ocean to fill out forms.

  • To set this up, you will want to take advantage of the "Prepopulate this item with" field in the Note Formatting tab of the eForm Editor.
  • In this field, you can select from a long list of keywords to pre-populate the field with. You can browse through this list by typing the 'at' symbol (@) into the "Prepopulate this item with field" and scrolling down through the list of keywords that pops up.

To see a full list of keywords, please refer to: "Using Keywords to Automatically Insert Content".


Does Ocean support French? Other languages?

  • Yes, Ocean supports multiple languages with there are a few nuances.
  • Currently, the tablet only provides English, French, Chinese, Italian, Arabic, Armenian, and Farsi as options. Patients can choose which language to complete their forms in from the top of the Introduction screen (see screenshot below). We fully expect to add additional language "buttons" in the future, based on client demand.
  • The eForms themselves can be translated into any language. At this point, most forms are English only, although there are a few standard forms that are available in French as well (e.g. PHQ-9).
  • To learn how to translate your eForm into another language, please refer to "Translating an eForm into Another Language(s)".


Can I bold / underline / italicize text in an eForm?

Yes. Simply add in standard old-fashioned HTML "tags" for bolding, underlining or italicizing around the text you want to style. These tags will work for a caption (i.e. question stem) or a custom clinical note. Common tags include:

HTML Tag Resultant Style
<b> </b> Bold
<u> </u> Underlined
<i> </i> Italicized
eForm Questions Clinical Notes
  • Select the item on your eForm that you would like to style. It will turn purple once selected.
  • On the right panel, in the "Caption" field, surround the text you want to highlight with the appropriate HTML tags (see the example to the right).

Note for eForm Section Headers

  • You can also bold/underline/italicize section headers by selecting the desired section, entering the Note Formatting tab, and picking an option for the "Note header style" field.

How do I format a note to show the patient's answer to a question?

A useful trick that you can use to nicely format the clinical note that Ocean generates is the use of: $$

Entering $$ into the "Custom Note" (Note Formatting tab) will generate text that reflects the patient's answer to that particular question.

  • For example, if the first item on your form is a menu-type question that asks the patient how many siblings they have, you can type the following into your "Custom Note" field:
  • Patient has $$ siblings.
  • If you select a menu choice, you will notice that the Ocean-generated note will replace $$ with the menu choice that the you have selected:
  • Patient has 3 siblings.

Along these same lines, you can use $$ in your custom note, wherever you wish to insert the patient's answer into the clinical note.


Can I copy and paste from one form to another?

Yes, it is possible to copy items and sections from one form to another.

  1. Open both forms in the eForm Editor.

  2. Copy the desired item.

    • Select the item or section that you wish to copy. The selection will turn purple.
    • Click the copy icon from the top of the eForm editor (i.e. the clipboard beside the blue plus sign, with arrow pointing into the clipboard).
  3. Paste the item into the other form.

    • Open the eForm you want to paste the copied item or section into.
    • Paste the selection into the second form by selecting the paste icon (i.e. clipboard on the right, with arrow pointing out of the clipboard).

Why can't I copy and paste from Microsoft Word into my eForm?

Did you run into the error below?

The selected file has been rejected. Please make sure your image is in one of the following file formats: .jpeg/jpg/png/gif.

If so, try holding down the shift key when doing the "paste". This will tell your browser to paste the content that you've copied as free text.


What is the difference between a diagram and a picture?

When adding an image to an eForm, you have two options: a diagram or a picture.

  • Diagram

    • A diagram is special kind of image that uses a single picture item and overlays a number of checkboxes on top. A diagram is best used for images such as body parts so that patients can select certain areas using the checkboxes. A good example of this is the Body Pain Diagram.
    • A diagram is added by selecting the blue plus (+) sign at the top of the eForm editor.
    • To learn how to create your own diagram, please refer to: "How do I create a diagram for my eForm?"
  • Picture

    • A picture simply displays an image file. A picture is best used for adding a logo to your form.
    • A picture is added by selecting "Add Item" and then choosing "Picture" as the item type, from the dropdown menu.