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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 often-newly-enforced remote setups, we have removed the charge for this module.

If External Forms are already enabled for your site, there will be an extra tab on the Admin > Processes, Forms, and Profiles page called External Profiles:

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 Processes and Forms

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.

Create an external auxiliary process

[Actions -> New External Auxiliary Process]  

Add the New Auxiliary Form created above to the New External Auxiliary Process

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'.

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

Place the 'Client Survey Send Request' block on a auxiliary form called something like 'Send External Form'.

Create an internal auxiliary process, something like 'Send External Form Process', and enable the form 'Send External Form' form you just created on it.

Actions Menu Items

Add the process, 'Send External Form Process', to the Actions menu.
-> Only one instance of the 'Send External Form Process' is required.  The user can then pick from any of the active 'External Auxiliary' Forms to send.

Add the Process for External Form Completion by agency
-> This is used (optionally) to allow your internal staff to fill out the form for the client, for use if an internal worker talks a client through the questions.

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

* The Client Survey Send Request block has a "Default Email Subject" option, but it currently does not set the Email Subject. (Ref: 93401)

* The Client Survey Sent Request block does not have a configuration option to default the External Process to "Please Select", thus forcing the user to pick an external process and not accidentally sending the first process in the list. (Ref: 93577)