Forms

Creating forms makes gathering data from your clients to complete their projects easy. The form creates a questionnaire to be completed by the client from within their client portal. 

Important Notes: 

• You must have the Admin Role to access this part of the platform.
• Changes made to forms will update live on existing forms that have been sent to clients.

Here's how you create a form for your clients to fill out: navigate in the black ribbon under the Admin section.

1. Customizations in the black ribbon
2. Select Forms
3. Click Add in the top right corner to create a new form

It will prompt you to enter the name of the form.  For the client's form results to be saved as a document in the client's documents section, you want to keep Save Submission As Document toggled on. 

Prefill Latest Submission - when toggled on, it will keep the client's answers from one year to the next, so the client will only have to update new information from one year to the next. 

(If you update the form question from one year to the next, the system will remember their answers.)

       4. After you click Save, it will take you to the Create Question screen, where you can start adding your questions. 

Title: Enter your question in the field. 

Description: Any other information that would be important to know for this question

Type: These options are how you want your question answered. 

• Text Field: One word or short answer
• Text Area: Larger answer field for a longer answer
• Date: Will require the answer to be in mm/dd/yyyy format
• E-mail: Answer field for e-mail
• Phone: Answer field for phone number
• Yes/No: Option to choose from Yes or No
• Radio Buttons: Allows the client to choose one answer from your customizable options
• Checkboxes: Allows the client to check more than one box to answer the question
• Dropdown: Allows the client to choose one answer from the drop-down menu. 
• Client Information Verification: This option will post the clients' current contact information in Firm360 (name, tax ID, email, phone number(s) and address). The following question will ask the client if this information is correct (yes or no) and if they click "no" it will open up a required question field for them to list the correct verification information.  
• Information Block: A text box where you can add links for clients to access. Use case: If you want to share a Google document with a client, you can insert the Google Docs link in the text field. You can also use it to share any general message. 
• Document Upload: A drag/upload document field allowing the client to upload a document. The upload will show up as a client upload. (Additional Information could be seen in client actions - view) 
• Document Checklist: A secondary option in the document upload type that specifies a list of required documents. Once your client uploads their documents, they are able to check the checkbox for the appropriate documents.  If you have a client custom field for document checklists you will have the option to select the custom client field here to send to the clients.

Dependent Question: This will allow you to choose if you want specific questions to populate based on a previous answer. The first question was "Did you get married?" (dependent question), and then if the client answered "Yes" (dependent question value), they would be prompted with the follow-up question of "Please include your name, DOB, and SSN for your spouse."  If the client selected "No," the follow-up question would not have been prompted. 

If a question is marked as a dependent question in error, the question will not appear in the questionnaire when sent to the client.  A question can't be dependent upon itself for example.  

You have the option to duplicate a question. The duplicate will appear as a "Copy" in the question title.  You can then edit the question title and save time when the "Type" remains the same (for example, yes/no response).

You can insert questions in between questions.

 5.  If your form has more than 5 questions, they will appear collapsed.  You can click on the arrows to the left of the question to show the entire question.

 6.  Once you have finished your form, you can add a client action - form submission for the clients to complete the form in their portal.  

On the upper right side of the screen, you will see some editing features.

1. Rearrange the order of the questions using the up/down arrows or the 3 lines to drag and drop the question to the position you need. 

1. Duplicate the Form
2. Edit the title or description of the form

How to Assign Form to Client:

1. Enter into the Client that you want to add form to
2. Click Tasks at the top of the page and the Client Actions

3. Once you click this tab- you will then Add and then Form Submission in the upper right hand corner of the screen.

4. It will then ask you which form you would like to request, if you would like to tie it to a project, and if you want to include a message.

5. If you decide to add a message, you will see the message like in the example below after creating a form.

Once you hit request, it will send an e-mail to the client with the message included in the request.

5. Once the client clicks View Form it will prompt them to sign into the portal and the form will appear for them to fill out. 

- Clients will have the option to "Save and Finish Later" or "Submit Answers" when they are complete. 

Once the answers are submitted- their answers will populate into a PDF that you can find in the Documents tab and you will receive an e-mail to let you know it is completed. 

Assigning in Bulk

1. Go to global Client Tab and select clients you want to request this form from.

2. Click gear and then Bulk Request Form Submission

3. Select the Form from the drop down, enter any message, then click request

Making Forms Inactive

If you no longer need a form that you have created, Click Edit on the right side of the page and then click 'Inactive'.  This will remove it from the form from the list. 

Clicking Show Inactive at the bottoms of the list of forms will bring up any form you have previously made Inactive. You can then select Edit for the Inactive for and uncheck 'Inactive'. This will add it back to your list of Active forms so that you can use it. 

Submitting Forms on Behalf of a Client

You are now able to submit a form for a client if they forget to click the "Submit" button once they are finished.