Sending Forms to Clients

After one or more forms are created for a client in FYI, the forms can be sent by email as links for the client to complete online. Multiple forms may be sent simultaneously. The email template must include the designated merge field, which automatically inserts the links to the selected forms in a bullet-point list. If the merge field is not included, the form links will not be delivered to the client. Forms cannot be sent as PDFs.

This article covers the process of manually sending the form via email, individually or when using an Automation Process.

Preparing to Send Forms

Before a form can be sent to a client, you will need to ensure the following has been completed:

• An Email Template has been created containing the required Merge Field to insert the link to the form.
• A Form has been created for the client, and displayed in the Client - Documents tab. 

Sending Forms via Email

One or more forms can be sent as a link in an email, either manually or using an Automation process and the Create Email step.

Important Note: When emailing multiple recipients, all recipients will receive the same form link:

• The form link is available for 28 days from the date the first recipient accesses the form.
• Once a client submits the form, other recipients will no longer have access to the form.

Creating an Email

1. From a Documents List, select one or more forms from the list to be sent to the client.
   Note: A maximum of 10 forms can be shared in a single email.
    
2. Click Share.
   
3. The Create Email drawer will be displayed, with the form listed in the Attachments section.
   
4. Select a Template from the drop-down. 
   The Email Template must contain the Merge Field to insert the form as a link, otherwise the error "Please include the form links in the email body" will be displayed. 
    
5. Update the remaining fields in the Create Email drawer as required.
    
6. To send additional attachments, click Add Document. These documents will be sent as traditional email attachments, while the form will be sent as a link within the email body.
    
7. If sending multiple documents and enabling the Include as PDF field option, please note that the Form will not be converted to a PDF. This field will be disabled when only a Form has been selected as an attachment.
    
8. The Send Attachments option will be set to Email automatically. Forms cannot be sent using Collaborate.
    
9. Click Create.
    
10. The email will be either saved as a draft or sent immediately, depending on the selection in the Save or Send field. 
     
11. The Form will be displayed in the Attachments section.
    
     
12. When the email is sent, the Workflow for the form will be updated to Pending Submission. 
    

The client will have access to the form for 28 days, from the date the form link was first accessed.

Once the form has been submitted, or after 28 days from first accessing the Form Link, it can no longer be accessed. If the link is reshared, it will be available for an additional 28 days.

Using an Automation Process

Forms can be sent using an Automation Process using the Create Email step, when the form has been created in an earlier step of the process, or if the Filter is set to Form - View Filters.

1. When editing a Custom Process, click Add Step.
    
2. Click FYI Actions, and select the Create Email step. The Create Email drawer will be displayed.
   
3. Select a Template from the drop-down. 
   The Email Template must contain the Merge Field to insert the form as a link, otherwise the error "Please include the form links in the email body" will be displayed. 
    
4. For the Attachments field, select Trigger Document to send forms as per the Automation Filter. If creating a form earlier in the process, select the relevant step.
   
5. Ensure Send attachment(s) is set to Email. Forms cannot be sent using Collaborate.
    
6. The Attachments as PDFs field should be set to No. Forms will not be converted to PDFs.
    
7. Update the rest of the fields as required, and click Save.
   

When the process is run, and the email is sent, the Workflow for the form will be updated to Pending Submission. 

The client will have access to the form for 28 days, from the date the form link was accessed. Once the form has been submitted, or after 28 days from creating the Form Link, it will no longer be accessible. If the link is reshared, it will remain available for an additional 28 days.

Once the process has been created, Forms can be shared from a Documents List by selecting the relevant forms and clicking Run Automation. Refer to Running Custom Processes.

Resharing a Form

Once a client has been sent a form, they will have 28 days to submit the form, from the date the form link was first accessed.

Once the form has been submitted, or after 28 days from first accessing the Form Link, it can no longer be accessed. 

To reshare a Form, the form link will need to be reshared. Refer to Sending Forms via Email. The client will have an additional 28 days to submit the form, from the date they access the link.

Note: Any previously saved answers on the form will be available when the form link is reshared.