Kalix allows you to create your own custom terms. Custom terms are elements that you can add to doc templates to create client process notes, forms, letters etc. Kalix also allows you to use custom terms to track client changes over time.

For further information about terms in documents and templates, please click here.

Once you have created a custom term, it can be added to any document or template. Custom terms are not specific to a particular template.

Custom terms can be edited and updated at any time, click here for details.

Kalix allows you to tailor your custom terms in the following ways;

  • Group custom terms under categories for quick reference
  • Specify the format that custom terms appear in documents and templates e.g. in sentence strings, tables, bullet points
  • Enter and position your own data fields within a custom term.
  • Choose from different field types i.e. text, number, date, single select, multi-select
  • Assign fields with a unit of measurement.
  • Enter your descriptions/instructions for use of custom terms i.e. instructions to other users on how to phrase questions to clients, prompts etc

Creating a New Custom Term

There are two different pathways (or methods) to create custom terms in Kalix. You can create custom terms directly from within a document or template (Pathway 1). Kalix will automatically add the custom term to the bottom of the document/template page. Alternatively, you can create new custom terms via the custom term page (Pathway 2). Since custom terms are not specific to a particular document/template, after the term is created, you must manually add it to any desired documents/templates. 

Pathway 1

To create a new custom term, open the template you would like to add the custom to, then click on the Add Term button at the bottom of the page (or the bottom of the particular section if it is an ADIME template).

1) Click on the link Create new custom term.

2) The New Custom Term window will appear. 

Pathway 2

Navigate to the Custom Terms screen by clicking on the Docs tab on the top header then selecting the subtab Custom Term. The Custom Terms screen is shown below, click on the Quick Links (purple box to the right of the screen) -New Custom Term. The New Custom Term screen will appear.

New Custom Term Screen

Next step is to set up the custom term and format the way it looks. A blank custom term is shown below. We will now go through all of the fields and how they can be filled out.


Give your custom term a name (or description). 


Assign your custom term into a category. Categories allow you to categorize similar custom terms into groups. Grouping custom terms into categories allows for easier term management, making them easy to locate and add to templates in the future.

Term Output

Use the term output to format the appearance and structure of a custom term. Kalix allows you to choose the location of field/s within the custom term, as well as add field labels and style the way the custom term looks.

The term output contains two different elements 1) merge fields 2) free text.

1) Mail merge field/s: appear as a double bracketed numbers e.g. [[-1]]. Each mail merge field corresponds to a specific data field (the area where information can be entered). A mail merge field's position within the term output equates to the location in which its corresponding field will appear in the custom term after it is added to a document or template. 

2) Free text: Kalix allows you to add unlimited free text to the term output. Free text can be used to insert field labels and other required text e.g. instructions.

Below is an example of a custom term as it appears in the new custom term screen

This is the same custom term after it was added to a doc template 


The term output text can be styled and formatted using the text editor. a number The editing options include:

  • Add bold, italics, strikethrough and underlining
  • Insert Hyperlinks to add links to website pages
  • Create lists using bullets and numbering
  • Draw tables
  • Edit paragraphs to make them left, right and center aligned
  • Add images e.g. your practice logo, click here for details.


Once a custom term is added to a document or template, the fields are the areas in which information can be entered or answers selected. You can add an unlimited number of fields to each custom term.

As explained above, each field is associated with a merge field within the term output. Merge fields indicate the location of fields within the custom term. 

Editing a Field

In the new custom term window, Kalix has automatically added one field. This field is automatically assigned the ID number -1 (until you save the custom term). You will wish to format this field. 

1) Click into the term output section to its format appearance or to add a field label. 

2) You can also modify the field type in Fields selection below.

Kalix supports several different field types: 

  • Text - free text entry
  • Number- supports the entry of numbers only
  • Date - adds a calendar date picker
  • Time - supports entering a time of day e.g. 6:00 pm
  • Checkbox - adds a checkbox or tickbox
  • Single select - supports the creation of a single select drop down box (allows the selection of one option only)
  • Multi-select - supports the creation of a multiple option select term

Description: the description or instructions for term use. The description can be used to enter instructions about how the term should be filled out.

Once the custom term has been added to a document or template, the description appears as a pop up above the specific field.

Unit: within this field, you can enter the units of measurement for the term (if applicable) e.g. kg/m2, meters. 

Adding a New Field

Kalix allows you to add a limited number of fields per custom term. To add a new field to your custom term follow the steps below:

1) Within the term output, place your cursor in the location you wish the field to be added.

2) Select the New Field button 

3) A merge field will be added to the term output and a field with the corresponding number added to your Fields list.

4) Click on your new field to edit (as described above).


if you select the field type - single select or multiple sections, an addition option will appear - Enter options (one per line).

Within this box, enter each the drop down box option you wish to support, on a new line (as shown above).

5) When you are happy with your custom term click save. 

Adding the Custom Term to your Template

Pathway 1

If you used Pathway 1 to create your custom term (created it directly from within a document or template), Kalix will automatically add it to the end of the document/template page (or the bottom of the section if it is an ADIME template). All you need to do it move your custom term into place.

1) Click on your custom term and then select the four-sided arrow as shown below:

2) The whole template will gray out. Find the location you wish to add a term to, and then click on Move Here to move it into place.

3) Save your template. 

Pathway 2 (Or Adding a Custom Term to Another Template)

Alternatively, if you created the new custom terms via the custom term page, or you wish to add your created custom term to another template, please follow the steps below:
Note: since custom terms are not specific to a particular document/template after the term is created, you can manually add it to as desired documents/templates as you wish. 

1) Open the template you wish to add the custom term to.

2) Scroll down to the bottom of the template (or the bottom of the section if it is an ADIME template).

3) Click on the Add Term button, then choose the Custom option. 

4) A select box will appear. Choose the category you assigned your custom term to.

5) Kalix will list all custom terms within the selected category. Locate the custom term by name and click on it to add. 

Alternatively, you can click on the button - I would like to search instead. A search field will appear. Enter the custom term's name. Kalix will list matching terms. Click on the term to select it. 

6) Kalix will automatically add the custom term to the end of the template page (or to the bottom of the desired section if it is an ADIME template).

7) Move the term into its place using the method described above. 

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