This article explains how to set up and send Portal Forms in Insight™ Legal.
Setting up Request Portal Data Action
- The gathering data feature on Insight allows forms to be sent to clients or contacts using Portal. These forms can then be completed by the client/contact and sent back to Insight for review
- The Request Data Action is available to add to any tasks within the Task Definition screen, located in Case Management
- Enter a Form Name - the Form Name is what the client/contact will see in Portal
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Set the Receiver as either a Client or ContactIf Contact is chosen, a Relationship must be selected.
- Select the fields to include on this form using the Choose Fields section
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The following fields can be included in forms:
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- Choose the order these fields will appear in under the Order Fields tab
- Drag the fields into the correct order
- Enter a Group Name per field to group them together on the form
| Please note that the Group Names must match exactly to be grouped (e.g., one field with a Group Name "Group 1" would not be grouped with a field that has the Group Name "Group 1"). Therefore, it is easiest to copy and paste. |
- Enter a Display Name per field
In this tab, certain fields can be marked as Required, meaning the form cannot be submitted to the firm by the client/contact unless this field is completed. |
Once all details are correct, make the Review Data action as detailed in the next section. You will not be able to save until this is done. |
Setting up Review Data Action
- Once the client/contact has submitted the form, to review the data before committing it to the system you need to set up a Review Portal Data action
- Create a new Task and select 'Repeatable' when filling out the Basic Details section
Review Data actions must be on a Repeatable task to avoid any information going missing |
- Add a Name and any Notes, and then choose which Request Portal Data action to be linked to this Review Data action
Only one Review Data Action can be set up per Request Data Action. |
Information regarding the Review Data action:
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- Click Save in the top left corner
Sending a Portal Form
- In the Request Data task in Case Enquiry, the Form Name can be amended and Receiver set
When the task is run, the form will become available to the client/contact selected in the Receiver dropdown. This is an example of what the client/contact will see in Portal: |
- Case Details Overview page - Complete now option available for outstanding form
- Case Details Forms page - form is available to Open
- The form as it will be shown to the client/contact
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Drafts cannot be saved, so clients/contacts must fill in and submit the forms in one sitting. Once submitted, the review data action task will be triggered in Insight. There are three available statuses for the information returned:
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Reviewing Returned Portal Form
- When the Form has been completed by the client/contact, the Review Portal Data task will automatically be triggered in the task tab on Case Enquiry
- Per field, choose to Accept or Reject the provided information. If accepting, the details can be altered (e.g. re-format how a number is typed out) before running the task.
| If any fields have not been Accepted or Rejected when the task is run, a pop up will appear confirming they will be rejected. Dismissing the task also rejects the changes. |
- If the changes are accepted, they will be saved to the client/contact/matter. Refresh the screen to see them
Cancelling a Portal Data Request
| This action cancels a form you have sent to a client/contact. This is found in the usual Task Definitions screen in Case Management. |
- Add in a Name and any Notes
- Input a number into the Cancel in How Many Days field. If 0 is entered, or the field is left blank, the form will expire as soon as the action is run. Otherwise, the form will expire after the number of days entered have passed.
| The expiry happens at 0:00 at the start of this day. For example, if the number of days is set as 3 and the action is run on 1st Feb, the form will expire at 0:00 on 4th Feb. |
- This action must be linked to the relevant Request Portal Data action.
- When the Cancel Portal Data Request action appears in Case Enquiry, run it using the arrow button. The form will expire after the set number of days.