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External Forms

This feature allows an External Form to be completed by a client who receives a link to the form by email, or SMS if enabled. Data collected on the external form is saved to the case it was sent from.

The agency may choose to also let internal staff fill out the same form using a separate process. For example, if staff already have the client on the phone, they could use "Staff Complete Demographics Update" instead of "Send Client External Form" and choosing the Demographics Update external process.

Price: To help our clients continue providing service to their clients in the often-newly-enforced-by-Covid-19 remote setups, we have removed the charge for this module, and enabled it on all sites.

Watch Jeff Hogue's 3/31/2020 presentation/community call on External Forms here: https://youtu.be/mJt0zDOz-vM

Quick Summary for the Impatient

* Create your External Profile (what the client will see after they submit the external form).
Create your External Auxiliary form (the form the client will fill out).
* Create your External Auxiliary process to call your shiny new form, and use your shiny new External Profile as the Followup Profile.
* NB: Note the "External" labels above. They are important. Standard auxiliary processes and forms won't work.
* Create a standard auxiliary form and put the Client Survey Send Request block on it (this is what staff will use to send the link to the external form).
* Create a standard auxiliary process to call that form.
* Add your shiny new standard auxiliary process to the Actions menu.
* Go to a case, click your new link, pick your new external auxiliary process, Send.

Create External Process, Form, and Profile

This is done from the main Admin > Processes, Forms, and Profiles page, with the Module set to the default Matter/Case.

Create the External Profile
 * [Actions -> New Matter External Profile] 
 * The person will see this profile after the external process is completed. Initially, this can simply be an instruction that says something like: "Thank you for your responses".

Create a new external auxiliary form(s):
 * [Actions -> New External Auxiliary Form
 * Optionally also select the process type 'Auxiliary'.
 * This is the form the person will see when they click the external form link. It contains the fields and other elements you want them to see.
 * You may also want to include the Send Email block on your form to have an email sent when the client submits the external form.

Create an external auxiliary process
 * [Actions -> New External Auxiliary Process]  
 * Enable the form(s) you just created
 * Make sure you select your shiny new external profile as the Followup Profile.
 * An example might be the 'Housing Stability Update' process, which includes the forms called 'Housing Update Step 1' and 'Housing Update Step 2'.
 * After you save the process, optionally edit it if you want to change the Identity Verification Type. The default is Date of Birth. The other options are Zip/Postal Code and Home Phone Number. All of these are the client's information as stored on the case.

Create a Form and a Process for Staff to Send a Link to Clients

This is done from the main Admin > Processes, Forms, and Profiles page, with the Module set to the default Matter/Case.

Auxiliary Form:
 * Place the 'Client Survey Send Request' block on a standard (not external) auxiliary form called something like 'Send External Form'.

 * Configure the block as desired. NB: You can change the Default Email Body text (and Default SMS text if you have it), but you must include the "[External Link]", including the brackets, or everyone will be sad. The "[External Link]" text is a marker that will replaced by link the person will click on. LegalServer generates the link and replaces "[External Link]" with it when you click Send.

Auxiliary Process:
 * Create a standard (not external) auxiliary process, something like 'Send External Form Process', and enable the form 'Send External Form' form you just created on it.

 * You can create multiple auxiliary "send" processes, but that's not required. The user can then pick from any of the active 'External Auxiliary' Forms to send.

Actions Menu:
 * Add your process to the Actions menu for cases.

 * Where to do this varies depending on your site setup. A common setup is in "Main Profile Boxes" on the Menu Boxes tab of the Admin > Processes, Forms, and Profiles page. You may instead have Side/Action Elements configured directly on your Main Profile.

 * Add another auxiliary process like External Form Completion by Staff. This can be used by staff to fill out the same form for the client (over the phone for example) instead of sending the external form.

View Responses on the Case Profile

Put the Client Survey Results block in the desired location on your case profile(s).

What the Recipient Sees


* Instead of having your (optional) internal process set to display the External Profile, consider creating another step that has summary or display only fields for your internal workers to see a summary of what they entered.

Retainer Example

Community contributed example for a retainer. External Forms - Retainer Example.

Known Issues