Intake Form Designer
Intake Forms permit you to collect information quickly regarding a Matter and its related parties. Intake Forms leverage any custom fields you may have created for Matters or Contacts.
Since Intake Forms can follow a different workflow than the standard Matter and Contact forms, Intake Forms can have their own triggers as well as field overrides. The fields you place on an Intake Form are the same custom fields that would appear on a Matter or Contact, so once data has been entered in the Intake Form the data immediately appears in the appropriate fields on the associated forms.
A common use for an Intake Form is when a staff member wants to quickly collect data while on the form. Another use is adding Intake Forms to Remote Client Access (RCA). You can add a required Intake Form so that the user of the RCA has to fill out the Intake Form completely before doing anything else. Previously filled out Intake Forms appear in the “My Forms” list in the RCA so the user can return to any Intake Form once submitted to edit data if you permit them to do so.
Important: The Intake form requires that you designate a Default MRT (Matter Rate Type) in order to properly create a Matter and Contact from an Intake. Simply go to the Billing tab in Organization Settings, and select a Rate Type. Check the box labeled “Default”, then Save. Intakes entered after that will use this Rate Type by default.
To edit or create your own Intake Form, under the Customization tab of the Organization Settings, select “Intake Form”. A List View will display all of the current Intake Forms available. You can add a new one with the Add (+) button to choose a current one to edit and double-click or click Edit. This will bring up the Intake Form Designer. At the top of the Designer, you can specify a name for the form. You can preview the Intake Form at any time using the “Preview” button, delete it with the “Delete” button, or Save & Close to save the Intake Form. Cancel will close the form without saving changes.
The first tab of the Intake Form Designer will allow you to input your own acknowledgement text. This text will be the first thing the user of the Intake Form sees before entering data, and they will be required to acknowledge it before proceeding. You can elect to leave this form blank to omit it altogether.
The next tab will allow you to specify instructions for the user of the form. Enter the instructions you would like to have displayed in the field. As with the Acknowledgement Text, you can leave this blank to omit it.
The Contact Details tab will allow you to select the default Matter Type that the form is based on, and whether you will allow the form user to change that Type. You can also specify the default Primary Client (or Contact) Type and whether or not you will allow that Type to be changed. You can specify which fields will show up by selecting the checkboxes, and you also have the option to include demographic fields. The Related Parties section will allow you to specify whether you wish to show Related Parties on the form, whether you want to allow the Type of Related Party to be changed by the user, and whether the Relationship can be changed. You can also define the default values of Related Party Type and Relationships here.
The Custom Fields tab will allow you to choose which custom fields you want to include on the Intake Form. Select the fields you wish to include from the Available Fields list on the left, and drag and drop them to the Intake Fields list on the right. You can also search available fields with the drop down menu.
You can also add Workflow Triggers to an Intake form with the Triggers tab. The list view will show which Triggers have been added. Click the Add (+) button to add a Trigger to the Intake Form. For more information on Workflow Triggers, click here.
The next tab deals with Auto-Assignment. You can optionally specify which Staff member is assigned to a case when the intake form is completed via this form.
Select a Staff Group from the drop-down menu entitled "Auto Assign Membership Group" to assign cases which come in via this Intake form to a specific group. If no Staff members are available for assignment, you can specify a Management Group via the next drop-down box to notify. In addition, you can enable Location-based Assignments (via Primary Related Party zipcode) with the provided checkbox. You can also enable Staff Based Assignment options, matching new Matters to Staff via Case Load, Language or Skillset as determining factors. HoudiniESQ will automatically match a case to a Staff member based on selected criteria. For more information on Auto-Assignment, click here.
You can also define any final instructions you would like to give the form user in the Final Instructions tab. These instructions will be displayed before the user clicks “Submit” on the form.
Once you are finished making changes, click Save & Close.