Forms are an essential part of the intake process allowing users to collect information from contacts via customizable questionnaires. These forms can be built, customized and edited in the form builder. Forms are most often used to collect information regarding the intake of the contact as well as pertinent information regarding their potential matter, however they can also be used for other purposes such as customer satisfaction surveys.
A user can prepare a form for any contact that has a matter either via the matter page or from the Form Index page. If the form is prepared directly from the matter, the matter and contact will be auto-selected. If you navigate to the Forms index page from the main menu and click the "Prepare Form" button it will require the user to select the matter and contact.
Once a form template and contact are selected, the user will be given the option to either send the form via email or to fill out the form in-person.
Forms can either be sent out to the contact via email or filled out in-person by the users or the contact if they are in the office. When sending out the form via email the user will be able to choose an email template. The templates that are eligible to be applied here are those that exist in the “form email templates” section. We recommend having a default form email template for each form that you have, this way specific instructions can be applied to the email depending on which form is being sent.
The user will also be given the option to add a CC to the email as well as attach any required files to the email.
Once the email is sent, the user will be prompted to create a due date for the form and a reminder date/time if a due date is selected. If the form is not submitted by the “remind client” time then an automatic email will be sent out to the contact reminding them to fill out the form. If no due date and reminder are selected initially, you will be given the option to add these dates later on via the “options” button on the matter's workflow.
The Timeline feature will display an event anytime a user prepares a form. If the form is sent via an email, the email will also display on the timeline.
Filling Out Forms
If the user chooses to “fill out" the form then the form will immediately open in another tab and the user can then start entering information themselves or have the client fill out the form if they happen to be in the office.
You can fill out the form on any browser and any internet connected device including tablets and smartphones.
Once the form is completed the user can submit the form via the submit button at the bottom of the form. If there is some information that is missing and you want to be able to come back to the form at a later time, then you can “save progress” and go back to the form via the “continue editing” button on the matter workflow.
Once the form is submitted, an email with a link to download the completed form will be sent to all the assigned users on the matter as well as the contact who filled out the form. This will only happen if the form was sent via email. If the form was filled out in person the notification email will not be sent.
When the form is submitted it will show up as submitted on your matter workflow. You will then have 3 options regarding what can be done with the submitted form:
- View Form Details: View the submitted form online along with the other details regarding the form's preparation and submission
- Share the Form: Will send a copy of the intake form to someone outside of the system (commonly used when referring out a case).
- Download PDF: Will download a PDF version of the submitted form
- Export to CSV: Will export the submitted form a CSV formatted file.
If any of the questions on the form had been connected to custom fields then those values will automatically be collected from the form and auto-populate matter or contact details.
Users can view all of their pending and submitted forms on the form index page. This page is useful for seeing all of the forms that are still outstanding. The pending forms will display in order of most recently sent whereas submitted forms will display in order of most recently submitted.
From the index page you will be able to go directly to the form’s details page and to the matter by clicking on the appropriate link.
Sending Multiple Forms at One Time
If you are going to be sending multiple forms to a single contact, then you may want to send those forms in a single email, instead of sending the forms in separate emails.
In order to achieve this, a user can copy the form URL during the phase where the user decides if they want to send the email or fill out out themselves. Once the form link is copied you can save and exit the screen.
After preparing the second form you can paste the form URL for the first form into the email that is getting sent out for the second form. This way when the contact receives the email they will be able to access both forms from one single email.
Form Email Templates
When sending a form via email you can choose to add an email template to the form email. These will be available from the email template drop down. Only the "send form email templates" in the “form email templates” section will be available for use here. If you find yourself using the same email template for the same form, then we recommend making the email template the default for this specific form.
If a reminder time is set when sending out the form then the form reminder email template will be automatically applied to the email that gets sent out to remind the contact. While this template is editable, there is only one “reminder form template.” For this reason, the reminder email will need to be more generic, as it may apply to many types of forms.
Similarly, the form confirmation email will automatically be sent out when the form is submitted. Like the reminder email template, the form confirmation email can be edited but only one template can be used for this purpose.
Form Export to Clio
Forms will get automatically included in the export data when the matter is exported to Clio. If the form is submitted after the initial export, then you will want to re-export the matter to Clio. Only new information such as the newly submitted form will be exported and the matter in Clio will update.
Once the matter has been exported to Clio you will be able to view your exported forms under the “documents” tab on the matter. Here you will be able to preview, download, share and delete the PDF version of the form.