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Templated Smart Form Intakes
Templated Smart Form Intakes
Updated over a week ago

Overview

With Docketwise's Templated Smart Form Intakes, you can save time and increase accuracy by creating and utilizing reusable intakes, which includes all forms and related questions included in the Smart Form package, saved question settings, and custom tabs.

In this article, we'll walk through in more details what is included in a Templated Smart Form Intake, how to create a new one, and how to reuse an existing Templated Smart Form Intake for a similar case.

Contents

What is a Templated Smart Form Intake?

A Templated Smart Form Intake is a feature that lets you save all of the forms, questions, question settings, and custom questions/document requests. This is especially helpful for similar petitions/applications that are done on a repeating basis. A Templated Smart Form Intake contains all of the following elements:

  • Included Forms and Related Questions

  • Customizable roles / form assignments

  • Custom Tabs and Questions

  • Question Settings:

    • Question Hides

    • Question Comments

    • Question Flags

Notes:

  • Question comments using the mention/tagging feature will not be saved to the template.

  • Question comments from invitees/clients will not be saved to the template.

Editing Smart Form Question Settings

As mentioned previously, question settings refer to the ability to hide, comment on, and flag specific questions of the Smart Form questionnaire/intake (and how these question settings can be saved to a template). In this section, we'll cover how to use these question settings.

Hiding Questions

If you need to hide any questions that you don't want your client or the invitee to see in the intake, you can simply mark these questions as hidden.

In order to hide a question on the smart form's intake, you will need to follow the steps below:

Navigate to the 💬 Intake tab

  1. Locate the question that you would like to flag

  2. Click on the 👁 symbol for the question

Note: The eye symbol will turn blue when the question is hidden.

Commenting on Questions

In case you need to clarify a certain question, ask other specific details, or need to ask your client about a specific answer provided, you can simply comment on the question on the intake.

In order to comment on a question on the smart form's intake, you will need to follow the steps below:

  1. Navigate to the 💬 Intake tab

  2. Locate the question on which you wish to leave a comment

  3. Click on the 💬 comment symbol for the question

  4. Enter your comment for the specific question

  5. Click Submit or hit Enter/Return on your keyboard

Flagging Questions

In case you need to bring extra attention to a particular question or particular questions, you can simply flag the question on the intake.

In order to flag a question on the smart form's intake, you will need to follow the steps below:

  1. Navigate to the 💬 Intake tab

  2. Locate the question that you would like to flag

  3. Click on the 🚩 flag symbol for the question

Note: The flag symbol will turn red when the question is flagged.

Custom Questions & Document Requests

As mentioned previously, you can also save document requests and other custom questions to a Template Smart Form Intake. In this section, we'll cover how document requests and custom questions can be added to a Smart Form, so it can later be reused in Template Smart Form Intakes.

Adding a Custom Tab

In order to add document requests or other custom questions to a Smart Form intake, you'll first need add one or more custom tabs.

Custom tabs can be added to a smart form intake to accommodate any custom questions that you would like to add (including document requests and custom attributes).

In order to create a custom tab, you will need to follow the steps below:

  1. Navigate to the 💬 Intake tab

  2. Click on ➕ Add Other Requests Tab under the individual for whom you are adding the tab

  3. Click on the title and designate a name for your custom tab (a new/blank tab will be named Other Requests by default)

Notes:

  • Tab names must be unique and cannot be duplicated.

  • A tab must be named in order to add or import custom questions.

  • Custom tabs are not available for the Family Green Card Smart Form

  • For custom intakes, custom tabs and questions must be added from within the custom intake settings (click here to learn more)

Adding Custom Questions & Document Requests

Custom questions can be added to a smart form intake to gather any additional details that may be desired (including document requests). Additionally, responses to these questions may be saved to custom attributes.

The following question types can be used:

  • Text

  • Number

  • Date

  • Boolean (yes/no or true/false)

  • List

  • Expiry Date

  • Document Request

In order to add a question, you will need to follow the instructions below:

  1. Navigate to the 💬 Intake tab

  2. Open the custom tab where you would like to add the question or add a new custom tab

  3. Click on the New Question + button

  4. If you would like to save the question to a custom attribute, check the box next to Save to custom attribute

    1. If you would like to save it to a new custom attribute, select the + Create New option from the list

    2. If you would like to save it to a custom attribute that already exists, select that option from the list (only custom attributes that are not already associated with a question may be selected; if the custom attribute that you would like to use is already associated with a question, it may be imported)

  5. Type out your question in the Question box

  6. Select the type of question

  7. Click the Save button

Importing Custom Questions

Any custom question that has been previously added will be added to the custom question library. In case you need to reuse any custom question, it can be easily imported into any other smart form intake.

In order to import a custom question, you will need to follow the steps below:

  1. Navigate to the 💬 Intake tab

  2. Open the custom tab where you would like to add the question or add a new custom tab

  3. Click on the Import Question ☁️ option

  4. Click on the Import button for all of the questions that you would like to import

  5. Close the Import Custom Question modal

Saving a Templated Smart Form Intake

Once you have set up the intake with all of the questions and question settings, you can save it as a smart form template by following the steps below:

  1. Navigate to the 💬 Intake tab

  2. Click the ⚙️ Gear icon in the upper-righthand corner

  3. Select Save as Template

  4. Enter a Template Name

  5. Select a Custom Role for each individual included (new custom roles may also be added)

  6. Click the Save button

Notes:

  • If you wish to overwrite a smart form template, you must first delete the existing smart form template with this name under Settings > Smart Form Collections.

  • Each custom role may only be used once within the same smart form template.

Reusing a Templated Smart Form Intake

Reusing a Templated Smart Form Intake follows the same workflow used for creating a new smart form. In this section, we'll walk through the steps required for reusing a Templated Smart Form Intake.

  1. Click the Create New ▼ button and select Form

  2. Add the client (and matter) to be assigned to the smart form

  3. Select the Templated Smart Form Intake you'd like to use

  4. Assign the roles included in the Templated Smart Form Intake

  5. Click the Save & Next → button

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Custom Intakes
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Inviting Contacts to Smart Forms
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