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Online Intake with LegalServer

Purpose: Allow an organization to provide an online application process to the public.

The online application is hosted by a separate LegalServer site and transferred to the organization's existing LegalServer site using the electronic case transfer feature. Transfer to different organizations using LegalServer based on criteria in the online application is also possible (think regional or statewide online intake).

The online application is built using the standard LegalServer process management tools and additional elements designed specifically for online intake.

Cost: $5,000 (includes the cost of the required Electronic Case Transfer module)

Application Setup and Configuration: A basic online application (intake process) is provided. Help configuring the process or configuring it per provided specifications is billable at our standard hourly support rate.

Additional options: An online intake instance of LegalServer can also be setup to accept XML data from an agency's existing system or an A2J (Access to Justice) 'interview' file. Both options require billable time in addition to the cost of the online intake instance of LegalServer. Pricing is on a project by project basis. 


Electronic Case Transfers

Online applications that reach the submission stage are transferred using the electronic case transfer feature. The administrative setup requirements apply to the online intake site and the organization's existing instance of LegalSever. See Electronic Case Transfers - Admin Setup for more information.

Separate Online Intake Site and Database

Providing online intakes requires creating a separate "online" instance of LegalServer. A separate site provides:

* Security. Unlike regular LegalServer intakes that require a user name and password to login, online intake applications are intentionally exposed to the public (or whoever the organization gives the link to) and accept data from anyone. If there is a problem with an online site's operation or security, it does not affect the operation of the organization's regular instance, and greatly reduces any security implications for the regular site.

* Conflict data separation. Online application data is not stored in the organization's regular database unless a staff person expressly begins intake on a pending electronic case transfer. An online applicant cannot intentionally or otherwise create a potential conflict for the organization simply by filling out and submitting an online application.

* State or Regional Online Intake. Online intakes can be designed to transfer to one of multiple organizations using LegalServer based on information the applicant enters.

Intake Process and Forms

Online intakes are built using the same tools used to build regular intakes. Intake forms are built and added to an intake process. This help page covers aspects of an intake process that are unique to intakes that will be presented online.

To see the online version of the intake, use the "Direct Link" link that appears on the intake process page below the Permissions section, to the right of the "Embed" field. The Direct Link URL can be bookmarked for easy access.

Subsections

Like a typical LegalServer intake, the intake process consists of a series of forms. Each form is a step in the intake. Unlike a standard intake, online intakes typically make use of the Subsection configuration options available on each form.

As shown in the image below, each form can have a subsection name assigned to it. If no name is assigned, it will assume it belongs to the subsection above it. To start a new subsection, check the Subsection Start option. These subsections correlate to the numbers and names across the top navigation of the online intake. Each of the individual forms are used to build the left side navigation.


Show In Sidebar

Another option available on each form is Show In Sidebar. This shows or hides the form as part of the navigation on the left side of the intake page.

Title

Each form also has a Title field. This field is used when displaying the form in the sidebar navigation. If left blank, it will use the actual name of the form to display in the navigation.

Process Finish

This option is deprecated and will eventually be removed. It controlled the display of the "Finish" flag when using the now-deprecated Road Trip theme. Checking this option on a form that also had "Subsection Start" checked added the "Finish" flag to the subsection box at the top of the page.

Special Blocks and Other Elements

There are blocks designed specifically for online intake, and blocks that have options that are relevant to online intake.

Conditional Branch Logic Form Include

This block allows a branch logic form to be displayed based on one or more conditions. For example, the form could be displayed based on a matter's percentage of poverty, legal problem code, and county of residence. The conditions can be joined by the AND option (all conditions must be met) or the OR option (the form is displayed if any of the conditions are met).


Lock Step(s)

Primarily used on the "Review and Submit" step of an online intake to prevent the applicant from making further changes and intentionally or accidentally re-submitting the application. The block has options to lock the current step of the process and/or all previous steps.

Online Intake Additional Assistance

Allows an applicant to indicate they receive assistance that is not counted as income. Common examples are food stamps, housing assistance, etc. Displays the active values in the Additional Assistance Type lookup list.

Online Intake Adverse Party

Provides configuration options to collect the name of an individual or business adverse party, as well as options to collect SSN and DOB, and display an 'additional adverse parties' button that displays fields for four more individual adverse parties.

Online Intake Opposing Parties

A simplified means of adding multiple opposing parties. Only asks for type (Individual or Org/Business) and name.

Online Financial Information - Detailed

Allows applicant to input financial information. Configuration options to show assets and/or expenses in addition to income.

Online Financial Information - Simple Version Blocks

Simple Income, Simple Expense, and Simple Asset blocks. Each block presents a row for each active lookup value in the corresponding list. Each lookup value name is displayed as a label followed by a number entry field. For example, if a site's Income Category lookup contains 8 active lookup values, the Simple Income block will display those values in 8 rows, with each label followed by a numeric data entry field. All values are assumed to be monthly.

Initial Legal Problem Category (Descriptive)

Allows collecting only the category early in an application if desired. If collected and the Online Intake Legal Problem Code block is used later, the applicant's selection will be used in that block.

Online Intake Legal Problem Code

Provides an interface for the applicant to choose a legal problem category, code, and special code using consumer-friendly text in a 'cascading' format.

Note: Legal problem category must be enabled for the branch logic to work.

The block uses the "descriptive" lookup lists for legal problem category, code, and special code. Those lists map the consumer-friendly text to the underlying LegalServer fields. For example, a problem code like "01 Bankruptcy/Debtor Relief" can be displayed as simply "Bankruptcy".

Each category descriptive can be configured to display a form or left blank. If a form is configured, it is displayed and stops the cascade. If left blank, the problem code descriptives associated with the category the user selected are displayed. Problem code descriptives can likewise be configured to display a form (stopping the cascade) or left blank to display special problem code descriptives associated with the problem code descriptive the user selected (if special problem codes are enabled in the block).

Online Intake Non-AP/Family

Provides configuration options to collect the name of a non-adverse party/family member.

Online Intake Referral Organization List

Displays a list of organizations that match specified criteria and can accept an e-transfer from the online intake site. The Online Intake Transfer block (see below) can be configured to transfer to the organization the applicant selects.

Process Language

(Only available if multiple language support has been enabled). Displays a dropdown list of available languages, which will set the language for various parts of the intake. The block has a configuration that makes the selection also set the applicant's Language (as in the language they speak). This option requires a one-time setup of editing each Language lookup value the intake is offered in, and setting the corresponding System Language.

Online Intake Transfer

This block performs the e-transfer to the selected site. The e-transfer will be attempted as soon as the form this block is on is displayed; therefore this block is typically put on a form that follows a "Review and Submit" form.

The block has configuration options to select the site to transfer to, a text box for a success message, and a text box for a failure message.

The block has an option to transfer to the organization selected by the applicant via the Online Intake Referral Organization List (see above).

Submit (Configurable)

The "Submit (Configurable)" block has a "Form" configuration that allows the Continue button to save the current form and 'jump' to a different step in the process. Frequently used in online intakes to send the applicant to a specific exit page.


In Development: A Previous Page option.

Notes (Generic)

This block can be used on online intake forms. If the site receiving completed online intakes has the same Note Type in its lookup list, the notes will transfer as the corresponding type; otherwise the notes will become general case notes on the receiving site.

Miscellaneous Notes

Maintaining Poverty Scales

If the online intake process uses any block to calculate percentage of poverty, you must update the poverty scales each year (Admin > Poverty Scales). Otherwise the online intake will throw an error if it reaches a form that calculates percentage of poverty.

Copying and Transferring Site Specific Fields

E-transfers only transfer select system fields by default. Each site specific field has an option to allow its value to be transferred, but the same field must exist on the receiving site. The Admin > Field Transfers feature makes it possible for a site to send receiving organizations selected site specific field definitions. Each receiving organization then has the option to accept the transfer and add those fields to the site's database without having to manually create them.

Pages with no Fields

Some exit and other pages on online intakes may not have any LegalServer fields, just instructions and links. These pages will typically function as is, but it is a good practice to put at least one field on these forms. Having at least one field can prevent unexpected blank pages if the exit/instruction page tries to return to another step in the process. Any field will work, but the "Database ID" field, set to hidden, is recommended.