In DocketWise, you can quickly, easily, and securely share your Smart Forms (for immigration forms, custom intakes, and contact questionnaires) with your clients.
You can invite clients to Smart Forms by email/text message, via a shareable link, or through the Client Portal.
In these invitations, you can also set permissions so invitees see only the tabs of the Smart Form Questionnaire you want them to see (except for our Green Card Smart Form) and include customized messages.
You can also track invitation status to see whether they have been accepted, started, or sent back to you for review.
To learn more about Smart Forms, visit our Learning Center, designed with you, your firm, and your client’s needs in mind. The DocketWise Learning Center provides outcome-based lessons to help you run your business successfully, focus on practicing law, and increase your firm’s revenue.
Sending an Invitation
Once you send an invitation, your client will have secure access to complete their Smart Form Questionnaire.
You can invite your clients to Smart Forms by:
Email
Text message
A shareable link
Via the Client Portal
If you share the questionnaire by email or text message, your client will receive a link to access it. Email invitations will appear to come from your email address, and replies will be sent to that address.
From within a Smart Form
To invite a contact from the Smart Form, follow these steps:
Navigate to the Invite tab
Click Invite contact
Click Select next to the contact you want to invite
Select Email, Text Message, Shareable Link, or Client Portal
Select a language if other than English
Check the box to Customize Invitation and Access (if you wish to customize the message or to customize their access when sending out the invitation)
Enter a custom message if you wish to do so
Uncheck the boxes for the tabs of the intake that you wish to NOT share
Click the Invite button
Invite a Contact Not Included in a Smart Form
To invite a contact that is not included in the smart form:
Click Smart Forms
Click the link under the Invites column
Click Invite A Contact
Search for and select the contact that you wish to invite
Select Email, Text Message, Shareable Link, or Client Portal
Select a language if other than English
Check the box to Customize Invitation and Access (if you wish to customize the message or to customize their access when sending out the invitation)
Enter a custom message if you wish to do so
Uncheck the boxes for the tabs of the intake that you wish to NOT share
Click the Invite button
Sending from the Client's Matter
Go to the Client's Matter
Select the Forms tab
Click the text under Invites. If no one has been invited yet, it will say Send Invite
Click the Invite a Contact button
Choose the Contact to invite
Select Email, Text Message, Shareable Link, or Client Portal
Select a language if other than English
If you wish to limit which tabs are seen, check the box for Customize Invitation and Access and indicate which tabs to show/hide
To customize the message in the invitation, check the box for Customize Invitation and Access and enter your customized message. Uncheck the sections that you do not want the invitee to access
Click the Invite button
Selecting the Intake Language
When sending an invitation, you can easily select the language in which the questionnaire will be displayed for your client.
Currently, questionnaires can be translated into the following languages:
English
Spanish - En Español
Portuguese - Em Português
French - En Français
Hindi - हिंदी में
Russian - По русски
Chinese (Mandarin) - 用中文 表达
Korean - 한국어로
Turkish - Türkçe olarak
Haitian Creole - An kreyòl ayisyen
Arabic - بالعربية
Vietnamese - TIẾNG VIỆT
Notes:
Invitees can change the language of their questionnaire after the invitation has been sent. Click here to learn more.
Translating the questionnaire language via the more actions/ellipsis option from within the Smart Form will not affect the language of the invitation.
If a subsequent invite is sent to the same contact's client portal, the intake will be displayed in the language of the most recent invitation by default.
Tracking Invitations
Track invitations from the Invite column on the Smart Forms page
or from within a smart form under the Invite tab.
You can see:
The contact's Name
The email or phone number of the contact invited
The Status of the invitation
The different statuses include:Sent: The invitation has been sent to your client.
Accepted: Your client has clicked on the invitation and accessed your form.
Returned for Review: Your client has completed the form and submitted it to you for review.
When this status was Last Seen
Note: If a contact is invited through the client portal, the Status will say Shared to portal and will not update.
Revoking Invitations
You can revoke invitations sent to clients from either the Invite tab within a smart form or the Smart Forms page.
Select Revoke, and the intake will no longer be accessible via that specific invitation.
Note: Unshare invitations that have been rescinded for Smart Forms shared via the client portal. Click here to learn more.
Invitation Settings
DocketWise lets you customize your firm's invitation settings for future invitations to clients via email or text message.
Go to Settings
Select Invitation Settings.
Click the first checkbox to set a default email message
Mark the default text message for when you send out a text message invitation.
Mark Prevent invitees from starting conversations inside forms to prevent conversations within the Smart Form
Click the Save Changes button.
