Create an intake form

An intake formIntake form A form new people must complete before using the portal, such as contact details or consent; clients see it as an onboarding form. collects what you need from people before they use your portal, such as their contact details or their consent to sign electronically. Unlike a form template, which staff send from a case, an intake form is asked of everyone of a user typeUser type Whether a hub member is an Admin, a Manager or a User; Admins and Managers can open Admin. once you require it.

1. 1

   Start the form

   In Settings › User Intake, on the Forms tab, choose NEW. Type a Title, such as Accident Details, using letters, numbers, spaces and dashes. Add a Description if you like, and choose Save.

2. 2

   Add the document

   In Add a new page, choose From Upload and pick a PDF or Word file, or choose Blank page. A Word file is converted to PDF first, which takes a moment. The builder opens when the document is ready.

3. 3

   Place the fields

   Use the builder's field tools to draw each field on the page: text boxes, check boxes, radio buttons, lists, date pickers and signature fields. Every new field is required. To make one optional, click it, open its settings and untick the required option.

4. 4

   Fill fields in for them

   To fill a field in before the person sees it, click it, choose Field Logic, pick the detail under Prefill data and choose Save. An intake form can fill in the person's name, email and phone, today's date, and your firm's name, address, phone and email. It can't fill in case details, since it isn't sent from a case.

5. 5

   Check and close

   Choose Preview to see the form as people will, and Edit to go back. Your changes save as you go, and "All changes saved!" shows after each. If a save fails, "Your latest changes couldn't be saved." stays above the document until a save works: choose Retry, or it tries again when your connection comes back. Closing then asks you to Retry or Leave anyway, which drops the unsaved changes. Choose Close when you're done.

6. 6

   Publish it

   In the Forms list, when the form's Status reads Ready, switch on Published.

What happens next

Nobody is asked to complete the form until you add it to a row on the Mapping tab; see Require clients to complete intake forms. People then see "You still have onboarding forms to complete. Click here to fill them in." at the top of every portal page, which takes them through each form they owe. To read their answers, see Review a client's intake forms.

If something goes wrong

• Published is greyed out, with "Please upload a document first". Choose Edit Intake Builder in the form's row and add the document.
• "We couldn't convert this document. Please attach a different file to continue." Attach another file in the same window, such as a PDF of the document.
• Status reads Failed. The document couldn't be converted. Choose Delete Form in the form's row and start again with a PDF of the document.