Flattening Forms

The Flatten button at the top of the screen converts the active PDF form into a "flat" image file, in which data entry fields are no longer active. It should be used after data entry is complete and a form has been reviewed and signed.

Only users with a Form Access level of A can flatten a form (see User Information). Flattening, like signing, can be part of a form's workflow to ensure that it is not overlooked.

Flattening offers the following important advantages:
  • Prevents inadvertent changes and/or malicious tampering.
  • Reduces file size, saving archive space.
  • Prevents corruption of data (if an older, unflattened form were opened and re-saved in the future, it would overwrite more recent SYSTOC data with outdated form data)
  • Makes it possible to send forms securely by email, using the Staple/Send function.

The user who flattens a form can flatten it more than once. Even though data entry fields are inactive, you can add marks (using the pencil tool), add comments (by adding a text box), or add a signature to a form after flattening. This could be useful if a provider needs to make a correction or addition to a form that was previously flattened. The form must be flattened again to make additions permanent.

When an external PDF document is attached to an order via the Orders - Attach File screen, it is automatically flattened, which makes the file size smaller and advances the workflow of the order to which it is attached.

A record is kept in SYSTOC of who flattens each form and the date it was flattened. The information is displayed in the Form Status field at the top of the forms workspace. This information can also be viewed in any orders grid in the Lock, Locked By, and Lock Date fields. An entry of F in the Lock field and a lock icon displayed in the F column indicate a form has been flattened.

Note: PDF forms should always be flattened before they are emailed or faxed to an outside party.

In certain situations, you may want to email an individual form to a recipient without flattening it first. This exception to the rule of "flatten before sending" provides a means for the email recipient to add or edit data in the form with the consent of the sender. See Staple and Send Charts.