Plan: Not Available: Intermediate, Pro Available: Elite
Users: Available: All users
Practice Management Source: Not Available: APS, Iris, MYOB AE & AO, CCH, MYOB Practice Management (formerly GreatSoft) Available: FYI or Xero Practice Manager
Sharing Forms using New Collaborate means that Forms are uploaded directly to a secure SharePoint client site, rather than sending Forms as email attachments. You can share a single Form, or multiple forms and documents (including Forms and other file types) together. Sharing forms using New Collaborate ensures that forms are securely shared with controlled access, with better security for sensitive information.
The following article explains how to share Forms with clients using New Collaborate. For sharing other document types, such as Word or Excel, refer to Sharing Documents using New Collaborate.
Note: Sharing Forms is available for practices using New Collaborate only. For more information regarding New Collaborate, refer to New Collaborate Overview.
Preparing to Share Forms
Before a form can be shared with a client, you will need to ensure that the following has been completed:
- An Email Template has been created containing the required Forms Merge Field to insert the link to the form.
- A Form has been created for the client, and displayed in the Client - Documents tab.
Forms Collaborate Merge Fields
To send links to Forms via New Collaborate, the following Merge Fields should be included in your email templates.
It is important to understand the use of each merge field depending on your scenario:
| Scenario | Merge Field | Description |
| Sharing Forms Only |
Forms Attachment Links
|
The Forms Attachment Links merge field is recommended when sharing Forms. This ensures that links are generated directly to the form on the Client Folder. Refer to Setting up Form Email Templates. |
| Sharing Forms and other Documents using One Merge Field |
Attachment Links
|
The Attachment Links merge field is required when sharing both Forms and other documents, to ensure that other documents such as Word or Excel are shared correctly. Note the following when only this merge field is used:
|
| Sharing Forms and other Documents using Both Merge Fields |
Forms Attachment Links
and Attachment Links
|
When both Merge Fields are included in an email template:
Note: If sharing Forms and other documents via Collaborate, if the Attachment Links merge field is not included in the template, other documents will not be shared to the Collaborate site. |
Sharing Forms via New Collaborate
When sharing Forms with Clients using Collaborate, you have the option of notifying the client immediately via email or just sharing the document only (no email).
When Forms are shared using Collaborate:
- The document that was shared will be displayed in the Client - Collaborate tab.
- You can remove access to the shared folders for all users or for a specific user. Refer to Removing Access to the New Collaborate Shared Folders.
- When a client opens the form, they will be prompted to sign in using the account linked to the email it was shared with.
- Once the client submits the form, the form link will remain in their Client folder, however can no longer be opened.
Note: If a document or client is archived, the client will continue to have access to the document or any shared folders unless the client is removed from the Sharing Settings.
Share and Email
Share and Email allows you to preview the email before it is sent, and the user will receive an email with a link to the form on their Collaborate site.
Click the heading below for instructions on how to share a form manually, via email.
These instructions can be applied to the Create Email step if sending Forms using Automation. Refer to Setting Up a Custom Process for Form Management.
Select one or more Forms from the Documents list.
Note: Up to 10 Forms can be shared at one time. To share more than 10 Forms, refer to Share No Email below.
- Click the Share button in the toolbar to display the Create Email drawer.
-
You can select additional recipients, for example, external users, to send the email to.
To add an email address for an external user, select the Enter new email option. A new field will be displayed to enter the email address. Please note that users added as a cc on the email will not have an account created on the New Collaborate site. - Select an Email Template. It is important to note the following when selecting the template:
- If your practice has a Default Form Email Template selected in Practice Settings, it will be used by default.
- If an Email Template has been selected in the Collaborate App settings and Forms Practice Settings, the default Form Email template will be selected first. Users can update the email template from the Email Drawer as needed.
- The email sent to the client must include either the FormsAttachmentLinks or AttachmentsLinks Merge Fields. Refer to Forms Collaborate Merge Fields.
- Scroll down to the Send Attachments option, and select Collaborate.
- You can change any filing details for the email that will be sent to the Client.
- Select a Save or Send option: Draft in FYI, Draft in Outlook or Send Immediately.
Note: If you select Draft in Outlook, ensure that you do not make any changes to the recipients, as permissions to access the file on the Collaborate Site will not be added for any recipients added to the email in Outlook.
-
Include as PDF and Co-Edit with Client options are disabled, and cannot be edited.
- Click Create.
- A status window will be displayed to show you the progress as the recipients are added to the Collaborate Site, and the form is uploaded with the correct permissions.
- The email is created as a draft or sent immediately, depending on your preferences. If Draft in FYI was selected, click Send.
Note: If the email is forwarded to another user, that user will not be able to access the files. Collaborate can only be accessed by the person with whom the document was specifically shared. Follow the instructions above to share the document with additional recipients.
Share No Email
Share No Email will upload the Form URL link to the client's Collaborate site. They won't receive an email with a link.
Note: An Email address is still required for the client (as displayed on the Client - Summary tab) to ensure the correct permissions are applied to the document when shared. Refer to Client - Summary.
Click the heading below for instructions for Sharing Forms with no Email, manually.
These instructions can be applied to the Share No Email step if sending Forms using Automation. Refer to Setting Up a Custom Process for Form Management.
In FYI, select one or more documents.
Note: Up to 10 documents can be shared at one time. If the documents have the same name, the FYI Document ID will be added to the filename when uploaded to the New Collaborate Client SharePoint site.
- Click the arrow on the Share menu and select No Email.
- The Share Document Drawer is displayed.
- The Client will be automatically selected, and the client folder where the file will be uploaded.
- From the Send Documents drop-down, select Collaborate.
-
Include as PDF and Co-Edit with Client options are disabled, and cannot be edited.
- Click Send.
- A status window will be displayed to show you the progress as the recipients are added to the Collaborate Site, and the file is uploaded with the correct permissions.
The form that was shared is included in the Client - Collaborate tab. The Form workflow status will be automatically updated to 'Pending Submission'.
Sharing Multiple Forms for Different Clients
When sharing multiple forms at a time, the forms will be uploaded to the Client Folder matching the client the document is filed to in FYI.
When multiple forms are shared for different clients via Share and Email:
- When the email is received, the email will display links to the forms. It is recommended that the Form Name includes the client name, for easy identification.
- The forms are uploaded to the client the form is filed against in FYI.
- The email recipient will be granted access to both forms on the New Collaborate Client SharePoint site.
When sharing multiple forms for different clients, the Create Email drawer will be displayed as follows:
When multiple forms are shared for different clients via Share No Email:
- The form is uploaded to the client the form is filed against in FYI.
- No additional permissions will be granted, and the form link will only be accessible to those with access to the relevant client folder.
When using Share No Email to share forms for different clients, the Share Document drawer will display as follows. The client Name is displayed under the Form Name, to show the client folder the form will be uploaded to:
Sharing Forms and Other Documents
Both Forms and other documents can be shared using Collaborate. This is useful when you share client documents and a satisfaction survey form at the same time.
Forms and other documents can be shared via Share and Email or Share No Email, by selecting both forms and other documents in the document list.
It is important to note the following:
- The Attachment Links merge field must be included in the email template when sharing via email. If the Attachment Links merge field is not included in the template, other documents will not be shared to the Collaborate site. Refer to Forms Collaborate Merge Fields.
- Include as PDF toggle can be enabled from the Email or Share Document drawer. Forms are not converted to PDF when shared, however all other documents included will be converted.
- Co-edit toggle can be enabled from the Email or Document Share Drawer. Forms cannot be co-edited, however all other documents included in the share will be available for co-edit.
The following are examples of sharing multiple documents of the email drawer in FYI and the Email Preview:
The following example displays the Email Drawer when sharing multiple documents, including a form, using Share and Email.
The following example shows the Email Preview in FYI when both the Forms Attachment Links and Attachment Links merge fields are included.
The format of the attachments in the email will vary depending on whether the Personalised Links option has been enabled in the Collaborate app. Refer to Setting up Collaborate Email Templates.
Unshare Forms
You can unshare a Form from a Client folder using the same process for regular documents shared via New Collaborate. Refer to Removing a Shared Document from New Collaborate.
Once unshared, the client's access to the Form is revoked, and they will no longer have access to the form link in their client folder. If they attempt to access the form they will be presented with a message advising they no longer have permission to view the form.
Note: There is no notification to advise if a client is still editing a form. Before unsharing, it is recommended to review the form and its Workflow status to confirm if the form has been updated or submitted.
- In FYI, search for your client and navigate to the Collaborate tab.
- Select the form you wish to remove share access.
-
Click the drop-down next to the Share button and select Unshare.
The form will be removed from the New Collaborate site and will no longer appear on the Client - Collaborate tab. The Form will remain in your Documents lists.