Submitting a Form

Once a client has been sent a client form or accessed a link to a general form from a form template link, they can view and complete the form online in a browser tab. Once completed, these can be submitted to FYI using the Submit button.

Note: Client Forms can only be accessed for 28 days from the date the link is first accessed. Once the Form has been submitted, the Form Link can no longer be accessed. If the link is reshared, it will be available for a further 28 days.

Submitting a Form

To complete a form, the client will need to use the following process.

1. The client is sent:
   • An email containing a link to the form, or
   • Accesses a form template link to a General Form. 
   • Accesses a link to a form shared to their Collaborate Client folder.
      
2. Click the link to open the form in a new browser tab. 
   Note: Anyone with this link will be able to view and complete the form. The link should only be forwarded to authorised contacts.
   
3. Depending on the form, fields may be pre-populated with data from the client record in FYI. These fields will be displayed as greyed out.
    
4. Click into each field to enter the relevant data.
   Tip: Where an Address Group field is displayed, users can search for a valid address to auto-fill details, then review or edit fields such as street, suburb, state, postcode, and country.
   
5. Clients can Save or Clear their form details, depending on the form they have accessed:
   • Client Forms only: To save your progress, click the Save button at the bottom of the form. If the form is closed and reopened from the link, the saved data will be displayed. 
     
     If the changes have not been saved and the client tries to close the tab, a warning will be displayed.
     
     Note: Saved changes will be visible in the Form Preview in FYI, but the Form Workflow will remain as Pending Submission.
     
     General Forms shared by a Form Template link are not linked to a specific client in FYI and do not store partially completed data. Clients completing a general form cannot save their responses.
      
   • Click Clear to remove the data from all fields and reset the form.
     
6. Click Submit once all the information has been completed, and no further changes are required.
   
7. The Submission Successful message will be displayed.
   
8. In FYI, the form will be updated with the new information, and the Workflow field will be updated to Submitted. The Form Link will no longer be accessible.
   
   Note: Responses submitted from a General Form will not be filed to a client record.

To set up an Automation Process for Submitted forms, for example, notifying a user to review the form, refer to Setting Up a Custom Process for Form Management.

Uploading Files to a Form

If a Form contains a File Upload field, clients can upload attachments when submitting the form. 

The following are file upload limitations when uploading attachments:

• Individual files must be less than 30 MB.
• A maximum of 20 files can be uploaded at once.
• ZIP and .exe files are not supported.

Once the form is submitted, any files added to the File Upload section of the Form will be automatically filed in FYI.

Once a Form has been submitted, if the form is reshared:

• Additional files uploaded are filed to FYI.
• Files previously uploaded will not be re-added.
• Any files removed on subsequent submissions are not removed from FYI.
• Any files removed and re-added on subsequent submissions are created as documents in FYI.