Advanced options provide you with additional settings to modify templates functions.
Contents of this article:
Functionalities
"Lock Layout" a template and its associated documents, so terms cannot be added, moved, or deleted
Allow Sign Off - enables the author or Director Roles to finalize a document by signing and locking it, making it a permanent, unmodifiable record.
"Hide Externally" the visibility of elements on Word exports and on the client view of client access forms
"Copy from last time" or auto-fill fields and elements with information from the last time they were completed (copy information from one document to the next).
"Required" Make selected fields compulsory to fill out
"Locked" elements so they cannot be edited (blank text fields only)
"All fields read-only when shared"
Viewing Advanced Options
Advanced options are located at the top of a document template.
On the top right of each template element.
There are also specific advanced options for individual fields within an element. To view, place your cursor within a specific field and click Settings. The advanced options will appear.
Option 1: Elements cannot be Added, Moved, or Deleted
The advanced option - Lock Layout, essentially 'locks' the format of documents created using the template. Click here for information about the difference between documents and templates.
1) To enable this option, click on the Lock Layout option.
2) Scroll down to the bottom of the template and save.
3) When creating a new document using this template, you (and other members of your organization) will be unable to move or delete saved elements or add new elements to the document.
Option 2: Allow Sign Off
The Sign Off feature in Kalix allows the author of the document or Director Roles to finalize the document by signing and locking it, thus preventing further edits. Once enabled, it transforms the document into a permanent record that cannot be modified.
How Does the Sign Off Feature Work?
The Sign Off feature ensures that completed documents are secure and unmodifiable, serving as final records.
To use the feature, it must first be enabled on the document template you plan to use. This allows the Sign Off function to be available for documents created using that template.
Enabling and Using the Sign Off Feature
Enable the Sign Off option on the relevant document template before creating new documents:
Navigate to the template settings in your Kalix account.
Select the option to enable Sign Off.
Create and complete the document from the enabled template.
Apply the Sign Off option to lock the document, preventing further edits and finalizing it.
Important Note About Existing and New Documents
Changes made to a document template—such as enabling the Sign Off option—will only apply to documents created after the change. Existing documents that were already created before enabling Sign Off will not retroactively gain this functionality. This means that careful planning is required when enabling Sign Off on templates to ensure it applies to future documents while respecting the limitations for previously created ones.
Option 3: Element Not Visible Externally
The Hide Externally function hides fields and elements so they are not visible in both Word/PDF exports and the client view of client access forms. Click here to find out more information about Client Access Forms. You enable this advanced option on specific terms or fields you wish to hide.
1 ) On each term you wish to hide, select the tick box - Hide Externally (as shown below).
2) To hide a specific field, click on the field, then click on the settings icon and click on Hide Externally.
3) Scroll down to the bottom of the template and save.
When exporting to Word/PDF from this template or a created document, the desired information will be hidden, and the client or contact will not be able to see it.
The fields or terms will also be hidden from the client view of any client access forms created from the template.
Option 4: Copy from Last Time
The Copy from Last Time functionality allows you to auto-fill fields and elements with information from the last time they were completed. It does not matter whether the elements and fields are on a different template; you can use this functionality to automatically copy client information from their intake form into your chart note. Enable this advanced option on templates that contain specific elements or fields you wish to copy information into.
1 ) On each term you wish to auto-fill information from the previous, select the tick box - Copy all from last time (as shown below).
2) If you only wish to auto-fill information into a specific field within an element, Kalix also allows you to do this. Select your desired field by clicking. A pop-up appears (as shown below), choose the option - Copy from previous.
3) Scroll down to the bottom of the template and save.
4) When creating a new document using this template, the desired information will be auto-filled.
Option 5: Required
The Required function makes selected fields on a template compulsory to fill out on the related client document or client access form. If these fields are not completed, Kalix highlights the terms containing these compulsory fields.
1) On each field, you wish to make compulsory, select it by clicking on it. A pop-up appears (as shown below). Choose the option "Should be filled in."
3) Scroll down to the bottom of the template and save.
Option 6: All Fields Read Only
This makes the element or field read-only when shared, and the client or contact can not enter any information on it
1) On each term you wish to make read-only, select the option All Fields Read-Only when shared.
2) Scroll down to the bottom of the template and save.
Now, this field cannot be edited on any documents or client access forms created using the template.