Overview

With Smart Forms Version 3.0, you are able to collaborate on the electronic questionnaire with your clients to gather all necessary information to complete and fill in the associate forms.

Here, we will go over all of the functionality of Smart Forms 3.0 along with upgrades such as the Packet Assembly feature.

Note: The Family Green Card Smart Form is not currently supported by Smart Forms Version 3.0 and will continue to operate with the previous display of Smart Forms Version 2.0.


Contents


Assemble

The Assemble tab is essentially where the forms and/or the packet are assembled and is also where you will need to start when creating a new smart form.

Below, we will cover some of the functionality and what you can do in the Assemble tab:

Note: If you are new to Docketwise and have not yet created a form, simply click the Create New ▼ button from the Dashboard and select the Forms option to get started!

[Navigate back to Contents]


Assigning the Smart Form

Generally, the assigning of the smart form is done when creating a new smart form, but the associated Contact, Matter, and Preparer can be updated at a later point as well.

Contact: Choose the Contact that you wish to associate with these forms

Matter: Choose the Matter that you wish to associate with these forms (optional)

Preparer: Choose a preparer (note: this should be the attorney/preparer signing the forms)

[Navigate back to Contents]


Adding Forms

All of the forms you need can easily be added when first creating a new smart form or at a later point in the preparation if any additional forms need to be included.

You can either add the forms you need individually or add a smart form collection.

In order to add forms to your smart form, you will need to follow the steps below:

  1. Navigate to the form's ⚙️ Assemble tab

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

[Navigate back to Contents]


Assigning Form Roles

In order to assign contacts to roles for each form, you will need to follow the steps below:

  1. Navigate to the form's ⚙️ Assemble tab

  2. Search for and select the desired contact under the Beneficiary/Petitioner role

If you wish to assign a contact as the Beneficiary/Petitioner of all forms included, you can simply click the Apply to all Forms option below their name once assigned.

Note: For purposes of assigning a G-28, you will want to indicate the party being represented as the form's "Beneficiary".

[Navigate back to Contents]


Adding Files

In order to include Files with your Smart Form Packet, you will need to follow the steps below:

  1. Navigate to the form's ⚙️ Assemble tab

  2. Search for the file by the associated contact's name or by the file name

  3. Select the file(s) you wish to include

Note: If a file added is password protected, it will not be able to be included in the downloaded packet.

[Navigate back to Contents]


Changing the Order of Forms and Files

  1. Navigate to the form's ⚙️ Assemble tab

  2. Drag and drop the form/file in the desired order by using the ✥ icon

[video-to-gif output image]

Note: You can click the ╬ icon on forms included to shrink the display and the icon to expand the display for the forms.

[Navigate back to Contents]


Adding a Table of Contents

With the automatically generated table of contents, a table of contents page will be added at the beginning of the smart form packet, listing all included forms and documents, as well as corresponding page number.

In order to enable the table of contents, you will need to follow the steps below:

  1. Navigate to the form's ⚙️ Assemble tab

  2. Check the box for Include Table of Contents

[Navigate back to Contents]


Renaming the 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, you will need to follow the steps below:

  1. Navigate to the form's ⚙️ Assemble tab

  2. Click the ✏️ symbol for the form/file that you would like to rename

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

  4. Hit Enter/Return on the keyboard or click out

Note: You can click the ╬ icon on forms included to shrink the display and the icon to expand the display for the forms.

[Navigate back to Contents]


Invite

The Invite tab is where you can send and monitor your invitations to your clients to collaborate on the intake.

Below, we will cover some of the functionality and what you can do in the Invite tab:

[Navigate back to Contents]


Inviting an Included Contact

In order to invite a contact that is included in the smart form, you will need to follow the steps below:

  1. Navigate to the ✉️ Invite tab

  2. Click Invite next to included contact that you wish to invite to collaborate on the intake

  3. Select the method of how you would like to send the invitation (email, text, client portal, or a shareable link)

  4. Check the box to Customize Invitation and Access (if you wish to customize the message or to customize their access when sending out the invitation)

    1. Enter a custom message if you wish to do so

    2. Uncheck the boxes for the tabs of the intake that you wish to NOT share

  5. Click the Invite button

Note: Only an invitation sent via the client portal may be rescinded; click here to learn more.

[Navigate back to Contents]


Inviting Another Contact

In order to invite a contact that is not included in the smart form, you will need to follow the steps below:

  1. Navigate to the ✉️ Invite tab

  2. Click the Invite Someone Else button

  3. Search for and select the contact that you wish to invite

  4. Select the method of how you would like to send the invitation (email, text, client portal, or a shareable link)

  5. Check the box to Customize Invitation and Access (if you wish to customize the message or to customize their access when sending out the invitation)

    1. Enter a custom message if you wish to do so

    2. Uncheck the boxes for the tabs of the intake that you wish to NOT share

  6. Click the Invite button

Note: Only an invitation sent via the client portal may be rescinded; click here to learn more.

[Navigate back to Contents]


Reviewing the Invitation Status

Once an invitation is sent, the invited contact will be displayed along with their email/phone number that was used for the invitation, the status of the invitation, and the date in which the invitation entered said status.

The 3 possible invitation statuses are as follows:

  • Sent: The invitation has been sent out to the contact

  • Accepted: The contact has opened the intake from the invitation

  • Returner for Review: The contact has clicked the final button at the end of the intake to submit it for review

[Navigate back to Contents]


Resending an Invitation

In order to resend an invitation to the smart form intake, you will need to follow the steps below:

  1. Navigate to the ✉️ Invite tab

  2. Click on the Resend button next to the contact to whom you wish to resend the invitation

[Navigate back to Contents]


Intake

The Intake tab is the questionnaire portion of the smart form, from which the information provided will populate the actual forms included.

Below, we will cover some of the functionality and what you can do in the Intake tab:

[Navigate back to Contents]


Hiding Questions

If you need to hide any questions that you don't want your client or the invitee to see in the intake, you can simply mark these questions as hidden.

In order to hide a question on the smart form's intake, you will need to follow the steps below:

  1. Navigate to the 💬 Intake tab

  2. Locate the question that you would like to flag

  3. Click on the 👁 symbol for the question

Note: The eye symbol will turn blue when the question is hidden.

[Navigate back to Contents]


Flagging Questions

In case you need to bring extra attention to a particular question or particular questions, you can simply flag the question on the intake.

In order to flag a question on the smart form's intake, you will need to follow the steps below:

  1. Navigate to the 💬 Intake tab

  2. Locate the question that you would like to flag

  3. Click on the 🚩 flag symbol for the question

Note: The flag symbol will turn red when the question is flagged.

[Navigate back to Contents]


Commenting on Questions

In case you need to clarify a certain question, ask other specific details, or need to ask your client about a specific answer provided, you can simply comment on the question on the intake.

In order to comment on a question on the smart form's intake, you will need to follow the steps below:

  1. Navigate to the 💬 Intake tab

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

  3. Click on the 💬 comment symbol for the question

  4. Enter your comment for the specific question

  5. Click Submit or hit Enter/Return on your keyboard

Note: You can also mention your contact using the @ symbol; when this option is used, it will also send an invitation to access the intake.

[Navigate back to Contents]


Translating the Intake

In case you need the questions to be asked in another language, you can translate your intake.

In order to translate in intake, you will need to follow the steps below:

  1. Navigate to the 💬 Intake tab

  2. Click the symbol in the upper-righthand corner

  3. Select Translate

  4. Select the language into which you would like the intake to be translated

There are currently 11 total language options, which are:

  1. English

  2. Spanish - En Español

  3. Portuguese - Em Português

  4. French - En Français

  5. Hindi - हिंदी में

  6. Russian - По-английски

  7. Chinese (Mandarin) - 用中文 表达

  8. Korean - 한국어로

  9. Turkish - Türkçe olarak

  10. Haitian Creole - An kreyòl ayisyen

  11. Arabic - بالعربية

Note: The invited contacts will see the intake in which you currently have it set. Invited contacts can also translate the Intake.

[Navigate back to Contents]


Searching Questions

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

To use the search function, you will need to follow the steps below:

  1. Navigate to the 💬 Intake tab

  2. Click the 🔍 Search questions option

  3. Enter a key word or phrase in the space available

[Navigate back to Contents]


Sharing the Completed Forms and/or Packet

Whether you are looking to share completed forms, the entire completed packet, or just parts of it, you can do so via the Share Documents option.

In order to share the smart form packet, you will need to follow the steps below:

  1. Navigate to the 💬 Intake tab (or 📄 Review tab)

  2. Click the symbol in the upper-righthand corner

  3. Select Share Documents

  4. Select the contact with whom you will be sharing the documents

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

  6. Click the Share button

Note: If you wish to send the documents as an editable PDF, you can check the box to do so before sharing.

[Navigate back to Contents]


Review

The Review tab is where you are able to review, download, and print your forms and packet.

Below, we will cover some of the functionality and what you can do in the Review tab:

[Navigate back to Contents]


Navigating the Forms, Addenda, and Files

In order to navigate the forms, addenda, and files included in your smart form packet, you will need to follow the steps below:

  1. Navigate to the 📄 Review tab

  2. Click on the ▼ Switch Forms & Addenda option

  3. Click on the dropdown menu

  4. Choose the form/addendum/file that you wish to navigate to

[Navigate back to Contents]


Smart Form Sync

Smart form sync is enabled by default on smart forms and is what makes the information entered into the 💬 Intake tab populate into the forms that appear in the 📄 Review tab.

When smart form sync is turned off or disabled, this sync between the 💬 Intake and 📄 Review tab will no longer be active; additionally, information may be entered anywhere directly into the forms in the 📄 Review tab.

If smart form sync is re-enabled after being disabled, all information entered directly in the forms while the sync was disabled will be lost and the sync between the 💬 Intake and 📄 Review tab will once again be active.

In order to disable the smart form sync, you will need to follow the steps below:

  1. Navigate to the 📄 Review tab

  2. Click on the slider bar for Form Sync to toggle it to deactivate

[Navigate back to Contents]


Downloading the Entire Packet

In order to download the entire smart form packet as one PDF document, you will need to follow the steps below:

  1. Navigate to the 📄 Review tab

  2. Click on the 🖨️ icon in the upper-righthand corner

[Navigate back to Contents]


Downloading a Single Form/File

In order to download a singular form, addendum, or file from the smart form packet, you will need to follow the steps below:

  1. Navigate to the 📄 Review tab

  2. Navigate to the form, addendum, or file that you wish to download (see here for more info)

  3. Click the 🖨️ icon in the black bar across the top of the form

[Navigate back to Contents]

Did this answer your question?