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Converting Between Note Templates and Form Templates

Follow these steps to convert a Note template into a Form template, or a Form template into a Note template

In this article:

Converting a note template into a form template

Sometimes you may want clients to complete information directly themselves, rather than filling it in during or after a session. By converting an existing Note Template into a client form, you can make it available online for clients to complete in their own time. This saves you data entry, ensures accuracy by capturing details straight from the client, and streamlines your workflow by having the information automatically saved into your system.

  1. Navigate to Tools > Note Templates.

  2. Use the Search by Name field to find the note template you want to convert to a form template and click on the gear icon under ACTIONS to EXPORT the template you want to modify.

  3. The template file will be downloaded to your device.

  4. Open the exported .TXT file in Notepad and use the Edit→Find menu (or CTRL+F) to locate the following in the text in the file: "FormType"

  5. You should find this line (it will only appear once in the file): "FormType":"SessionNoteClinical"

    1. Note: Depending on the form type of source template, it may also say "SessionNoteAdmin"

  6. Edit the text in this line to read the following: "FormType":"ClientEnteredClinical" (or "ClientEnteredAdmin" depending on the user's needs. Admin-type forms will be accessible to all users in the account, while clinical-type forms are generally only accessible by a client's Primary Practitioner.)

    1. Note: Make sure you include the quotation marks: "ClientEnteredClinical"

  7. SAVE the changes you've made to the .TXT file.

  8. Return to the account and go to Tools > Form Designer.

  9. Click the IMPORT FROM FILE button in the top-right corner of the page and click SELECT FILE TO IMPORT

  10. Browse and open the edited .TXT file you just saved.


Once the import is finished, the form template will open automatically for editing. Make sure to save any updates you apply. Afterward, when you return to the list of form templates, you’ll see the newly imported template available as a client form under the same name.

💡 Note: The original template in Tools>Note Templates will be unaffected.

 Converting a form template into a note template

If you have an existing online form template, such as a screener, intake form, or assessment, you can convert it into a note template by exporting the file, editing the form type, and importing it into Note Templates.

This is useful when a form was originally built for clients to complete, but you now want practitioners to use it as a clinical note during or after a session.

  1. Go to Tools > Form Designer.
  2. Find the form template you want to convert.
  3. Select the gear icon under Actions, then select Export. This downloads a .txt file to your device.
  4. Open the downloaded .txt file in Notepad on Windows, or another plain text editor.
  5. Use Edit > Find or Ctrl+F to search for "FormType".
  6. You will find one of the following values. This appears only once in the file:
    • "FormType":"ClientEnteredClinical": A clinical form completed by clients
    • "FormType":"ClientEnteredAdmin": An admin form completed by clients
  7. Edit the value to change the form type to a note type:
    • Change "ClientEnteredClinical" to "SessionNoteClinical" for a clinical note template
    • Change "ClientEnteredAdmin" to "SessionNoteAdmin" for an admin note template
    Make sure you keep the quotation marks exactly as shown. For example:"FormType":"SessionNoteClinical"
  8. Save the changes to the .txt file.
  9. Return to Zanda and go to Tools > Note Templates.
  10. Select Import From File in the top-right corner.
  11. Select Select File to Import.
  12. Browse for and select the edited .txt file you saved.

Once imported, the template appears in your Note Templates list under the same name. You can then use it when creating session notes from a client's profile.

The original form template in Tools > Form Designer is not affected. You will have both versions available.

Frequently Asked Questions

❓ Can I convert a screener or intake form into a note template?

Yes. Follow the steps in Converting a form template into a note template above.

❓ What is the difference between SessionNoteClinical and SessionNoteAdmin?

SessionNoteClinical creates a clinical note template. Clinical notes are typically used for sensitive clinical records and are accessible based on clinical note permissions.

SessionNoteAdmin creates an admin note template. Admin notes are used for administrative records and are accessible to all users in the account.

Choose the note type based on the sensitivity of the content and who needs to access it.

❓ I imported the converted template, but it does not appear in Note Templates. What should I check?

Check the following:

  • Make sure you changed the FormType value correctly.
  • Make sure the quotation marks are still intact.
  • Make sure you imported the file from Tools > Note Templates > Import From File, not from Tools > Form Designer.
  • Refresh the page if the import appeared to work but the template is not listed.
  • Reopen the .txt file in Notepad or another plain text editor to confirm your changes were saved.