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Expert Additional Forms Feature

Expert Additional Forms Feature

Owned by Sagar Patel (Deactivated)
Last updated: Jun 05, 2023 by Alexander Halim
4 min read

Functionality Overview

This functionality allows the EAP to send multiple additional info question sets (designed in the Question Set designer which are categorized as 'Additional Info') to the client.

There are multiple ways to utilize this feature:

  1. Manually Send to Client

  2. Schedule Sending to Client

  3. Add to File Automatically

  4. Add to File Manually

When the email is sent out, it has a single link provided which can be accessed to respond to the multiple additional info’s that were sent to the client.

When the link in the email is clicked, they are navigated to the forms website where they can respond to the question sets one by one.

Prerequisite

  • You must have a valid license file with the survey functionality enabled.

  • If you already have that enabled, you would have to notify your Account Manager at Expert to have your config file updated so as to enable you to start using the functionality.

  • For scheduling capabilities, EAP Expert build must be April 2023 onward.

How to Use Additional Forms

Turn on the Feature

  1. Set the Import Options to sync the additional info’s back to the file.

Setup Email Template

  1. Set the email template under Survey Options → Additional Info template

  2. Repeat adding the email template as needed

Manually Send to Client

  1. Send the Additional Info’s out using the File Utility → Send Forms action within the file

  2. Select the additional info’s that needs to be sent out (The email is taken here is from the Client’s email address)

    • #1 - The email address is populated from the email entered in the client’s profile

    • #2 - The additional info questions are populated from the question sets categorized as 'Additional Info' in the Question Set designer.

    • #3 - The template is populated from the template already set in the Survey Options for quick review before the email is sent out

  3. Once you hit the Send button you should see a status message similar to the screenshot below:

  4. The email address then receives an email based on the template you set in in #1.

  5. Once the client clicks on the link, they are directed to the forms website to respond to the question sets. Here’s a video showing how the clients would respond to them.

  6. Once the responses are submitted on the website they sync back to the file based on the frequency specified in step #2. The default frequency is set to 60 minutes.

     

Schedule Sending to Client

  1. Go to Survey Options → “Magic Link” tab

  2. Under the “Question Set Schedules”, click on “New” to fill up the following information:

    1. Targeted Question Set: Question Set to send to the Client

    2. Application Event: Trigger point for the sending of the Additional Info

    3. Send Survey After Number of Days: Number of Days after the trigger point to send the Additional Info

    4. Send Reminder After Number Of Days: Number of Days after the Additional Info sending to send the reminder to the Client

  3. Additional Info will be send automatically to the client that:

    1. Have “Primary Email”

    2. Have “Permission to Email”

Add to File Automatically

For the EAP that want to have additional info added to the file automatically, but do not want to send to the Clients (e.g., Information collected during Intake process)

  1. Go to “Program Options” → “Default Client File Activity” tab

  2. Click on “New” to add new “Additional Info” that will be added automatically for any new files. Please note that this will not send automatically to clients.

Add to File Manually

  1. At any Client File, go to “Additional Info” tab

  2. Click on “New”

  3. Choose the “Additional Info” that wants to be added to the File

  4. As usual, the answer can be filled up on the right

 

 

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