What you need to know about the Assessment Forms folder
Date Created: 5/22/2026 | Date Updated: 6/3/26
What this is
This article explains where to find the Assessment Forms folder, what is in it, and how to use it.
What do I need to know about the Assessment Forms folder?
Primarily, these forms allow you to quickly view 👀 and correct information for a client that was collected as part of an enrollment.
Where are the folder located?
- Search for and open the client record.
- Go to the Client Workspace.
- Select the Assessment Forms folder. This folder contains 3 sub folders:
- Common Forms - Contain forms used across many project types and workflows. Contains mostly Common Program Specific Data Elements and HUD Universal Data Elements
- Coordinated Entry Forms - CE forms in workflow
- Program-Specific Forms - Program Specific Data Elements: HYA, FHPAP, and LTH
Can I enter data directly into these forms?
Yes, but only to correct missing or inaccurate information on an existing assessment.
If you need to complete a new assessment for a client, use the appropriate workflow (Entry, Update, Annual Assessment, or Exit) instead of creating records directly from the Assessment Forms folder. Using a workflow ensures the assessment is linked correctly to the client's enrollment and meets reporting requirements.
What can be edited?
- Missing information on an existing assessment
- Data entry errors that need correction
- Existing assessment records that were created through a workflow
When it is ok to edit or delete information in these forms?
It is only ok to edit or delete information in these forms if you were the person who entered the data AND if was entered incorrectly or by mistake. Do not alter data enter by another HMIS user without permission.
The Assessment Forms should not be used to document a change in client status, only to fix a mistake.
Is there any information I can add outside of an enrollment in this space?
Yes, there are a handful of forms that are ok to add new information outside of an enrollment. Below is a table to see which forms you can add information outside of an enrollment.
| Assessment Forms Folder | What Form | Screenshot of location |
| Coordinated Entry Forms | Assessment Appointments |
|
| Coordinated Entry Forms | Coordinated Entry Notes |
|
| Coordinated Entry Forms | Housing History |
|
| Coordinated Entry Forms | Vital documents |
|
New data can be added, you'll see the 'Add New' button in the top right corner.
When should I create an update assessment instead of using the Assessment Folders forms?
In most cases, you are going to create an update assessment in a client's enrollment. The main reasons you will want to create a new update assessment is when:
- A reassessment is required (for example, to keep the client active on a priority list).
- The client’s situation has changed, such as changes in income or household members.