> For the complete documentation index, see [llms.txt](https://support.caspen.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://support.caspen.com/using-caspen/progress-notes/using-the-text-editor-for-notes-and-templates.md).

# Using the text editor for notes and templates

## Overview

The rich text editor lets you create structured, professional progress notes and templates with flexible formatting and interactive fields.

Use it to document client sessions, treatment plans, assessments, or any repeating clinical information. 

**Features include:**

* Custom text formatting (headings, styles, colours)
* Tables for structured clinical layouts
* Single-choice and multiple-choice fields for clinical data
* Ordered and unordered lists
* Images, links, and dividers
* Keyboard shortcuts for faster documentation

Perfect for consistent note-taking across your practice.

***

## Text editing and formatting

Use the toolbar at the top to style and format your content. You can:

* Adjust font size and headings (H1, H2).
* Bold, italicise, or underline text.
* Add blockquotes, dividers, or emojis.
* Insert hyperlinks to external resources.

***

## Tables

Tables help you structure information clearly and consistently in templates and notes.

#### **Insert a table:**  

1. Click **Insert Table** on the toolbar.
2. Select the number of rows and columns.

<div align="left"><figure><img src="/files/oxSvtZklthd7yU6GeVJU" alt="" width="563"><figcaption><p>Example: Selecting rows and columns when inserting a table.</p></figcaption></figure></div>

**Table examples:**\
Past Medical History, Medication list, Progress measures, Treatment plan, Goals.

#### **Edit table structure**

Use the pop-up **table toolbar** (appears when a cell is selected) to modify your table.

| Action              | What it does                                                    |
| ------------------- | --------------------------------------------------------------- |
| Merge cells         | Combines selected cells into one single cell.                   |
| Split cell          | Separates a merged cell back into individual cells.             |
| Add rows/columns    | Inserts additional rows or columns.                             |
| Delete rows/columns | Removes unwanted cells, rows, or columns.                       |
| Apply color         | Highlights cells, headers, or sections with a background color. |

Example – Table toolbar shown when selecting a cell:

<div align="left"><figure><img src="/files/35VpivnmC5nYNCB9fvRZ" alt="" width="563"><figcaption></figcaption></figure></div>

#### Table toolbar tips:

* The table toolbar appears when you **highlight one or more cells**.
* You can **hover** over each icon in the table toolbar to view its label (e.g., Insert row above, Split cell).

***

## Lists and structure

Use list styles to structure clinical information:

| List type                           | Best for                                                       |
| ----------------------------------- | -------------------------------------------------------------- |
| Numbered lists (1, 2, 3)            | Step-by-step instructions, home exercise programs, procedures. |
| Bullet lists (•)                    | General note-taking, subjective/objective findings.            |
| Checklists (Multiple choice fields) | Follow-up actions, safety checks, exercise compliance.         |

> **Note:** To create a checklist, use **Multiple choice** fields (see below).

***

## Choice fields (Single choice & Multiple choice)

Choice fields allow you to add structured, selectable options to templates. They’re ideal for symptoms, findings, treatment responses, risk levels, or any repeatable data.

#### Multiple choice (select all that apply)

Use this when more than one item may apply. Clinicians can select any number of options.

**Common clinical examples:**

* Presenting symptoms
* Areas of pain
* Factors impacting function
* Contributing conditions
* Goals achieved this session

**Example (blank):**

<figure><img src="/files/gVmWvoyjyaBk5FdKT8te" alt=""><figcaption></figcaption></figure>

**Example (completed):**

<figure><img src="/files/fjIwFxenBYclzLn80RSN" alt=""><figcaption></figcaption></figure>

You can leave options blank or pre-select common defaults.

#### Single choice (choose one)

Use this when only one option should be selected (radio buttons).

**Common clinical uses:**

* Pain severity rating
* Session outcome
* Risk level
* Funding source
* Preferred contact method

**Example (blank):**

<figure><img src="/files/vIF89rjTEBjoY6qEz8Mv" alt=""><figcaption></figcaption></figure>

**Example (completed):**

<figure><img src="/files/Ue0EZNSIrZ0frridzJKM" alt=""><figcaption><p><strong>Single choice example with one radio button selected.</strong></p></figcaption></figure>

***

## Body charts

Body charts let you insert a template into a progress note and draw directly on it. This is useful for documenting pain locations, injuries, areas treated, and clinical findings.

Related article: [Using body chart templates in progress notes](/using-caspen/progress-notes/using-body-chart-templates-in-progress-notes.md).

***

## Links and media

* **Insert links:** Add clickable links for external resources, references or documents.
* **Insert images:** Include diagrams, clinical visuals, or relevant media.

***

## Signatures

Signatures let you add an electronic signature to a progress note. You can draw, type, or upload your signature.

***

## Keyboard shortcuts

Work faster with keyboard shortcuts for Mac and Windows.

**Mac shortcuts**

<table><thead><tr><th width="190">Action</th><th>Keyboard shortcut</th></tr></thead><tbody><tr><td><strong>Copy</strong></td><td>Cmd C</td></tr><tr><td><strong>Cut</strong></td><td>Cmd X</td></tr><tr><td><strong>Paste</strong></td><td>Cmd V</td></tr><tr><td><strong>Undo</strong></td><td>Cmd Z</td></tr><tr><td><strong>Redo</strong></td><td>Cmd Shift Z</td></tr><tr><td><strong>Add a line break</strong></td><td>Shift Enter</td></tr><tr><td><strong>Bold</strong></td><td>Cmd B</td></tr><tr><td><strong>Italicise</strong></td><td>Cmd I</td></tr><tr><td><strong>Underline</strong></td><td>Cmd U</td></tr></tbody></table>

**Windows shortcuts**\
Use **Ctrl** instead of **Cmd** for the same actions listed above.

***

**Related articles:**

* [Set up progress note templates](/using-caspen/settings/templates/set-up-progress-note-templates.md)
* [Add a progress note](/using-caspen/progress-notes/add-a-progress-note.md) <br>


---

# Agent Instructions
This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com.

## Querying This Documentation
If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question.

Perform an HTTP GET request on the current page URL with the `ask` query parameter, and the optional `goal` query parameter:

```
GET https://support.caspen.com/using-caspen/progress-notes/using-the-text-editor-for-notes-and-templates.md?ask=<question>&goal=<endgoal>
```

`ask` is the immediate question: it should be specific, self-contained, and written in natural language.
`goal` is optional and describes the broader end goal you are ultimately trying to accomplish on behalf of the user. GitBook uses it to tailor the answer towards what is most useful for that goal.

The response will contain a direct answer to the question and relevant excerpts and sources from the documentation.

Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.