Send a form to a client

Send a form when you need information from your client, such as their accident details or their doctors. They fill it in online, and you're told when they've submitted it.

1. 1

   Start a new form

   On the case, open Forms and choose New.

2. 2

   Fill in the details

   To use one of your firm's forms, choose Templates and pick it, such as Case Intake Form. Then, under New, fill in:

   • Title. Use letters, numbers, spaces and dashes.
   • Recipients: who fills it in, such as your client.
   • Due Date and Due Time.
   • Repeat, to ask again every day, week, month or year.
   • Notifications: when to remind them before it's due.
   • Description, if you like.

   Choose Create Form.

3. 3

   Add the document

   A template's form opens ready to edit. Otherwise, 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.

4. 4

   Place the fields

   Use the field tools to add the boxes your client fills in. To fill a box from the case, such as the client's name, click it, choose Field Logic and pick it under Prefill data.

   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 one goes through. Choose Retry beside it, or wait for your connection to come back. Closing then offers Retry or Leave anyway. Choose Close when you're done.

5. 5

   Publish it

   In All Forms, switch on Published beside the form. Your client isn't asked, and reminders don't start, until you do. If the due time has passed, change it with Edit Settings first.

   A published form can't be changed. To send a corrected one, choose Duplicate Form, change the copy and publish it.

What happens next

Each recipient is emailed, or texted if they have only a phone number, and the form waits in their To DoTo Do The list on a case of things waiting for you, such as forms to fill in, documents to sign or events to confirm.. They're reminded at the times you chose until they submit, and you get one copy of each reminder by email. When someone submits, you're emailed, and Submissions in All Forms counts them. See Review a submitted form.

With Repeat, the form comes back on everyone's To Do at each due date, and everyone is asked again then, to fill it in again. The form keeps its time and day on the clock of whoever set it to repeat, the time zone in their profile, when the clocks change, even after someone else edits it.

If something goes wrong

• Create Form stays greyed out. Fill in the title, Recipients, Due Date and Due Time, and use only letters, numbers, spaces and dashes in the title.
• "We couldn't convert this document. Please attach a different file to continue." Attach another file, such as a PDF.
• You can't switch on Published. Point at the switch to see why. "Document is still processing, please wait" means a Word file is still being converted, so wait a moment. "This document could not be converted. Please upload a different file before publishing." means it couldn't be; choose Edit Form to attach another file.
• Your client hasn't received it. Check it's published. People who turned off form emails in their notification settings still find it in their To Do.

Your firm may have changed what each role can do on a case. If an option described here is missing, ask an Admin of your hub.