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Smart Forms with Packet Assembly and Custom Questions
Smart Forms with Packet Assembly and Custom Questions

Currently in beta

Updated over a week ago

Overview

With MyCase’s Immigration Add-On, you can collaborate with your clients to gather all the necessary information to complete and fill out associated immigration forms and request documents. You can assemble forms with any combination of forms and files.

Assembling Smart Forms

Smart forms in the MyCase Immigration Add-On are assembled in three steps. This is where forms and/or the packet are assembled and is where you’ll start when creating a new form.

  1. Search for the Case in the global search bar.

  2. Select the Case.
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  3. Select The Immigration Add-on sub-tab from the Case Details page, which is located under the Items & Info tab.
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  4. Click the Create New Form button.
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    Contact & Case

  1. This step pre-populates all the information with the Contact, Case, and Preparer based on the case details entered during creation. Note: This information can be updated later if needed by selecting the drop-down for each section.

  2. To Include a table of contents with your smart form package, click the check box next to Include Table of Contents.

  3. Include Questionnaire is automatically checked to include the questionnaire for the form in the intake tab.
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Adding Forms

  • You can easily add all the necessary forms when creating a new smart form or later when preparing any additional forms that need to be included.

  • You can add the forms you need individually, a smart form collection, or a smart form template.

  • To add forms to your smart form:

  1. Navigate to the Add Forms & Files Assemble tab

  2. Search for and select the form(s), smart form collection, or smart form template you wish to add.

Note: If you use a smart form collection or smart form template, you may add additional forms when necessary.

Adding Files

To include Files with your Smart Form Packet:

  1. Navigate to the Add Forms & Files Assemble tab.

  2. Under Add Files (Optional), Search for the file by the associated contact's name or file name.

  3. Select the file(s) you wish to include.
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Note: The form upload request is added via a document request in a custom intake.
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​Assigning Form Roles

  1. Under Assemble Your Packet, select a Beneficiary from the dropdown menu.
    ​Note: Once you select a Beneficiary, you can apply them to all forms in the packet by clicking the Apply to all forms link.

  2. Include the Petitioner if needed.

Changing the Order of Forms and Files

  1. Drag and drop the form/file.

Renaming Forms and Files

If you wish to rename the titles of the forms and/or files included in the smart form package's table of contents:

  1. Click the pencil icon for the form/file you want to rename.

  2. Enter the new desired title for the form/file.

  3. Click Enter/Return on the keyboard.

Invite

After assembling your form and clicking Save and Next or the Invite tab, you can send and monitor invitations to your clients to collaborate on the intake.
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Functionality and actions in the Invite tab:

  • Inviting an Included Contact

  • Inviting Another Contact

  • Reviewing the Invitation Status

  • Resending an Invitation

  • Revoking and Invitation

Inviting an Included Contact

To Invite a contact that is included in the smart form:

  1. Click the Invite Contact button.

  2. Invite Contact by clicking Select next to their Name or

  3. invite another contact by selecting a name from the Who do you want to invite? drop-down.

  4. Select how you want to invite the contact.

  5. Select the language in which your client wants to receive the Smart Form.

  6. Customize the Invitation and Access by clicking the check box if needed and

  7. adding a custom message.

  8. Then, uncheck any selections you do not want the invitee to access.

  9. Click the Send Invite button.
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  10. Once the message is received, you will receive an email that the Invitation is accepted and another when they have submitted the Questionnaire/intake for review.

Reviewing the Invitation Status

Once an invitation is sent, the invited contact will be displayed along with the Invitation Email or Phone Number, the Language in which the form was sent, the Invitation Status, the method the message was Delivered Through and when it was Last Sent. You’ll also see the Invite History and can take Resend or Rescind Actions by clicking the link.
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Note: Once an invitation is rescinded, the intake can no longer be accessed, and the action will be changed to revoked.

Intake

After sending an Invitation and clicking Save and Next or the Intake tab, the questionnaire portion of the form is ready to be filled out or reviewed. Below, we will cover some of the functionality and what you can do in the Intake tab:

  • Hiding Questions.

  • Flagging Questions.

  • Commenting on Questions.

  • Translating the Intake.

  • Searching Questions.

  • Sharing the Completed Forms and/or Packet.

Hiding Questions

You can hide questions you don't want your client or the invitee to see in the intake.

  1. Navigate to the Intake tab if you are not already there.

  2. Locate the question that you would like to hide.

  3. Click on the eye symbol to hide the question.
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    Note: The eye symbol turns blue when the question is hidden.
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Flagging Questions

If you need to bring extra attention to a particular question(s), flag the question on the intake.

  1. Locate the question that you would like to flag.

  2. Click on the flag symbol for the question.
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Commenting on Questions

To clarify a question, ask other specific details, or if you need to ask your client about a specific answer provided, comment on the question on the intake.

  1. Locate the question on which you wish to leave a comment.

  2. Click on the talk symbol for the question.

  3. Enter your comment for the specific question.

  4. Click Submit.
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    ​Note: You can also mention your contact using the @ symbol; when this option is used, the contact is invited to access the intake form.

Translating the Intake

If you or firm members need to view the intake questionnaire in another language, you can translate your intake.

To translate in intake:

  1. Click the Gear icon in the upper-righthand corner.

  2. Select Translate.

Select the language into which you would like the intake to be translated.
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There are currently 12 language options:

  1. English

  2. Spanish - En Español

  3. Portuguese - Em Português

  4. French - En Français

  5. Hindi - हिंदी में

  6. Russian - По русски

  7. Chinese (Mandarin) - 用中文 表达

  8. Korean - 한국어로

  9. Turkish - Türkçe olarak

  10. Haitian Creole - An kreyòl ayisyen

  11. Arabic - بالعربية

  12. Vietnamese - TIẾNG VIỆT

Note: The invited contacts will see the intake in the language selected when the invitation is sent. However, they can also translate the Intake (click here to learn more).

Searching Questions

If you need to locate a question quickly, you can use the search function in the intake.

To use the search function:

  1. Click the Search bar.

  2. Enter a keyword or phrase in the space available.

Sharing the Completed Forms and/or Packet

To share completed forms, the entire completed packet, or just parts of it:

  1. Click the Gear icon in the upper-righthand corner.

  2. Select Share Intake.
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  3. Select the contact with whom you will be sharing the documents.

  4. Uncheck the boxes for the parts that you wish NOT to be shared.

  5. Click the Send Invite button.

Adding a Custom Tab

A smart form intake can be customized with custom tabs to accommodate any custom questions (including document requests).

To create a custom tab:

  1. Click the dropdown arrow next to the name of the applicant for whom you are adding the tab.

  2. Select the Add Other Request Tab.

  3. Type the tab name on the type your tab name here line.

  4. Click the Create Tab button, which adds the Tab to the side navigation.
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  5. Add Custom Questions

Notes:

  • Tab names must be unique and cannot be duplicated.

  • A tab must be named to add or import custom questions.

Adding Custom Questions

Custom questions can be added to a form to gather any additional details, such as including document requests.

The following question types can be used:

  • Text

  • Number

  • Date

  • Boolean (yes/no or true/false)

  • List

  • Expiry Date

  • Document Request

To add a question:

  1. Click on the New Question + button.

  2. Type out your question in the Question box.

  3. Select the type of question.

  4. Click the Save button.
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Importing Custom Questions

Any custom question previously added will be added to the custom question library. If you need to reuse a custom question, it can be easily imported into any other smart form intake.
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To import a custom question, you will need to follow the steps below:

  1. Click Import Questions.
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  2. Click on the Import button for all the questions you want to import.

  3. Click the X to close.
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