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Dynamic Intake Forms with Conditional Logic

Updated over 4 weeks ago


​Overview

Intake Form Definitions

Creating a Basic Intake Form with Video

Building a Dynamic Intake Form with Conditional Logic with Video
​Adding a Upload Documents Field
​Adding a Upload Documents Field to Dynamic Intake Forms
​Seeing Uploaded Documents
​Sharing Intake Forms

How Do Clients Fill Out Intake Forms?

Viewing Completed Intake Forms
​FAQ

Overview

Client Intake Forms are questionnaires that gather information from new clients to start their cases. By creating intake forms, your clients can fill out information when convenient, and you won’t have to spend your valuable time gathering and inputting information.

Once a Client Intake Form is created, you can share it with multiple clients by email. Once the form is completed, it is uploaded to the client's Case Details page for review.

Client Intake Forms are made Dynamic by applying conditional or branching logic to the forms.

Conditional questions (if/then statements) streamline forms. By only showing questions that apply to the client based on their answers to previous questions, you can significantly reduce the length of the forms. This minimizes user frustration and form abandonment and ensures that firms receive more complete and accurate intake information.

Including conditional questions also creates a more personalized and user-friendly client touch point, elevates the client onboarding experience by letting clients fill out the form on their own time, and helps the firm build trust with new clients.​

Intake Form Definitions

  • Map to Field stores Online Lead data in the associated case or contact field.

  • Client-Friendly Label provides alternative phrasing for your clients to better understand the information required for a specific field. For example, your custom field may be SS#, while the User-Friendly Label might be listed as Social Security Number.

  • Contact Fields are pre-built form fields you can choose to include or delete (NOTE: Contact Name is always a required field and cannot be deleted).

  • Contact Custom Fields are added to personalize Intake forms with information about the contact, such as their birthday or spouse's name.

  • Case Custom Fields are fields added to gather case-specific information like driver's license number or date of arrest.

  • Unmapped Fields are not mapped to any fields in MyCase, but the data remains in the form. Unmapped Fields can also trigger conditional logic to hide or display future questions.

  • If/then Statements, also known as conditional statements, are statements with a hypothesis followed by a conclusion.

  • Conditional Logic (also known as branch logic) is a feature that allows forms to show or hide certain questions based on previous answers. This allows the form to change in real time as prospective clients fill it out.
    ​
    ​For example, if a user answers "yes" to a question about their current work status, you can show them a question about their work. On the other hand, if they answered "no," you can hide the work question and let them move on to the next question.

Following along in MyCase is recommended as you read the steps:

Creating a Basic Intake Form

  1. Go to Settings by selecting your initials in the top right corner then Settings

  2. Select Intake Forms from the menu on the left

  3. Select the Add button

  4. Select Client Intake Forms

  5. Add Basic Form Information, including the Form Name

  6. Add an optional client-facing Form Introduction to provide prospective clients with more information, instructions, or context.

  7. Next you will see default fields already created, you can remove them or keep then and add a Client Friendly Label to them.

  8. To create a new field select Add Field

  9. Select the drop-down to select the field you want to map to.

  10. Add Contact Fields, Contact Custom Fields, Case Custom Fields or Unmapped Fields.

  11. Add a Client Friendly Label.

  12. Select Required for all required fields. Add Description to provide contextual help to clients. Add Conditional Logic.

  13. Add additional fields by hovering between two fields, clicking the Add Field button, or clicking Add Field at the bottom of your intake form.

  14. Add headers to your form by selecting or hovering over the field and clicking the Add Header button.

  15. Modify the Theme at the bottom of the form.

  16. Move fields up or down by clicking and dragging the field to a new position.

  17. Preview the form by selecting the Preview Form button in the top right corner.

  18. Click the Save Changes in the top right corner once satisfied with your Client Intake form.

Building a Dynamic Intake Form with Conditional Logic

Conditional logic helps you create a better experience for your leads and clients, so only fields that apply to their cases appear on the form. For example, you may want to know if your lead is married. If yes, you want them to provide their spouse’s name.

The "Spouse's name" field on the intake form will either appear or be hidden based on the client's response to "Are you married?" Therefore, the "Are you married?" field requires conditional logic, making the "Spouse name" field dynamic.

  1. Add all Contact, Case and Unmapped fields to your intake form first.
    ​Note: This is an important step for creating conditional logic because you can only refer to fields already added to the intake form. You can build conditional logic based on an existing form or create a new form.

  2. Click the conditional logic icon on the Yes/No Field. ​​ex: Married field (Pictured Below)

  3. Click on the dropdown to select your condition, for example, equals.​

  4. Set up your conditional logic. For example, IF Currently married equals “Yes” THEN show field “Spouse Name” on the intake.

  5. Click Save.​

  6. You will see that the field is now marked with conditional logic.

Adding an Upload Documents Field to Static Intake Forms

Clients and prospects can upload documents such as incident reports, insurance policies, IDs, and pictures to their intake form(s). They can upload multiple documents with one Document/File Upload field.
​

To add a client upload field to a form:

  1. Click Add Field.

  2. Select the Document/File Upload field.

  3. If the document is required, check Required.

  4. If you need multiple documents, check Allow Multiple Documents

  5. Preview Form.

  6. Save Changes.​Note: Clients can upload the following file types: .png, .jpg, .jpeg, .pdf, .docx, .doc, .csv. Maximum File size: 100MB.

Adding a Upload Documents Field to Dynamic Intake Forms

  • Adding documents with conditional logic creates a better experience for your clients, so only fields that apply to their cases appear on their intake forms. For example, you may want to know if your lead is married. If yes, you want them to upload their marriage license.

  • The "Spouse's name" field on the intake form will either appear or be hidden based on the client's response to "Are you married?" Therefore, the "Are you married?" field requires conditional logic, making the "Spouse name" field dynamic.

To add a client upload field to a form with conditional logic:

  1. For this example select or add a condition the Married Field by selecting Conditional Logic - Add condition (see the Building a Dynamic Intake Form with Conditional Logic section for more information.)

  2. Add the Condition, IF Are you married? Equals Yes Then show field Upload Marriage License (the File Upload field).

  3. Click Save.

  4. Preview Form.

  5. Save Changes.

Note: Clients can upload the following file types: .png, .jpg, .jpeg, .pdf, .docx, .doc, .csv. Maximum File size: 100MB
​

What will my client see?

If they select Yes, clients will see these easy-to-fill-out questions with the ability to upload documents. If they select No they will not see the conditional questions.

How do I see uploaded documents?

To see documents uploaded on intake forms:

  1. Go to either the Leads Dashboard by clicking on the Leads tab > Dashboard or a Case Details page.

  2. Select the Documents sub-tab.

  3. View documents.

Sharing Intake Forms

  1. Go to the Client Intake Forms tab.

  2. Select the email icon next to the form.

  3. Select a contact or lead.

  4. Add an Email address.

  5. Modify the Subject and Message if needed.

  6. Click Send.

How do Clients Fill Out a Client Intake form?

  1. Clients receive an email notification from your firm.

  2. They are prompted to fill out the form by clicking the View Intake Form button.

  3. They fill out the form and click the Submit form button.

Viewing Completed Intake Forms

  1. Once the form is submitted, it is automatically added to the Case Details page in MyCase. Submitted data for mapped fields are automatically updated to the corresponding contact and case fields.

  2. Click the Intake Forms sub-tab

  3. Click the Intake Form hyperlink to review the form.

  4. Download a PDF or

  5. Add an Intake Form to the case

FAQ

Q: Can I edit an existing intake form to add conditional logic?

A: Existing forms can be edited to add conditional logic. Click edit on your existing form and follow the steps for Building a Dynamic Intake Form with Conditional Logic.

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