For most workflows where you need to associate records of different forms, we recommend using the Embedded events tool, which is a newer feature with more configuration options than related event forms.
Related event forms are specialist forms that were originally developed to capture data relating to injuries, illnesses and medical conditions. When an athlete is injured, for example, a complex series of events can unfold, and it is important to track these events in relation to each other and the original incidence of injury. If an athlete is injured, a sports organization would want to capture data about the original injury as well as how it was treated and managed. Multiple people will be involved in this process – the athlete, his or her coaches, physiotherapists, doctors and potentially surgeons, psychologists and other medical staff.
To help keep all of the information that needs to be entered about an athlete by these people together and always in the context of the original injury, related event forms were developed. An injury (or other medical situation) event form can be built with other event forms related to it – these related event forms are able to be filled out once the injury record is saved. They are often only accessible in the context of an injury occurring and when filled out using the related events data entry workflow always maintain a relationship with the injury record that they are associated with.
Related event forms only appear once the injury event form is saved. Typically, a Save and Continue button is used on these types of forms. Once the record is created, you can see and use the event forms that are related to it when the injury record is open or you've selected it in the sidebar.
Related event form options
Within the saved injury record, related event forms appear at the bottom of the form. You'll notice that because this is an injury record, the related events fall within the medical category of forms. In the sidebar, these related event forms would be grouped below the injury record in the event form history.
Note the modified options for saving the event form: Save and Add More Options is the save option required before the related event forms are made visible. The Save and Permanently Close button is greyed out in this example as the injury has not been marked as resolved. For more information on save buttons, refer to the Form save properties article.
In this example we can take a closer look at what comprises an injury event form. Notice that some of the fields are highlighted in red. This is to indicate that they are required fields. You cannot save the form (thus creating the injury record and making available the related event forms) without entering data about an OSICS (Orchard Sports Injury Classification System) Diagnosis, the Activity at Time of Injury and the Mechanism of Injury. These have been set up as required fields by the form’s builder because they are considered to be essential to creating the injury record.
Besides these required fields, this event form includes other field types which are important to track in the case of an injury or illness, such as a SOTAP table (sometimes referred to as a SOAP table) for repeated entries of subjective and objective information about the patient, treatment and action taken by the treating professional, and their plan for the patient's future. There is also a File upload field where a video can be added showing the mechanism of injury. The form also includes calculations that work out the patient's status and availability.
Clicking Save and Permanently Close (not shown) will lock the form so that no further changes can be made. Save buttons that lock a record are sometimes added by a builder when it is important to prevent further changes to a form, which is often the case for forms recording medical information. To help stop people from accidentally or prematurely locking forms, the builder can specify conditions that must be met before the button is able to be clicked. For example, the injury form above might have to contain a particular value for the Current status field before it is able to be locked.
Steps to create a related event form
- Sign in to Teamworks AMS through a web browser.
- Select an event form with related events via the Enter Data button or the sidebar.
- Fill out this event form.
- Click Save and Continue.
- Select a related event form from the bottom section of the first event form.
- Fill out the related event form, making sure to fill out all required fields.
- If the event form is complete, click Save and Close.
- If the event form is not complete, click Save Draft.
- If the event form can’t be completed, click Cancel.
- If another of the same event form needs to be entered (and this option is available), click Save and Enter Another.