The intake form

Goal. Know what your client sees when opening a form's intake link: the questions they answer and what happens on submit.

Prerequisites. The questions are defined in "Settings" › "Services" › "Manage the forms catalog", under "Client intake". The link is generated from the "Client intake" section of the case page, as described in "Intake by link" of the "Cases" category. Each link is single-use and expires after 14 days.

What the client sees

The "Intake form" page shows the form's name and greets the client by name: "fill in these details to move your case forward. It only takes a few minutes". Below come the questions in the client's language, in the configured order; required ones are marked. Depending on the type, each question is a text field, a paragraph, a date, a number, a list of options or "Yes" / "No". At the bottom: "Your data is sent securely and is only used by this business for your case.".

Sending the answers

1. The client answers the questions.
2. They click "Send answers". The page confirms with "Received, thank you!" and "Your answers reached the team. We'll contact you if anything is missing.".

In the CRM, the answers arrive as a PDF under the case's "Documents", the form turns "Received" under "Client intake" and the team gets the "Intake received" notification. If the client opens the link again, they see "Form already received!".

Troubleshooting

• "Check the marked fields: something is missing or invalid." A required question is missing or a value does not have the expected format, for example a date.
• "This link is no longer available or has expired. Contact your advisor to receive a new one." Fourteen days passed, a new link was generated, which voids the previous one, or the form was already sent. Generate another link from the case.
• The client did not receive the link. "Send to client" needs WhatsApp or email connected and the client's consent; otherwise copy the link with "Copy" and pass it on.
• The link cannot be generated on the case. The form has no intake fields: define them in "Settings" › "Services" › "Manage the forms catalog".