a

Smart Forms:

An easy solution to

complex forms

Prepared by

Bryony Cole (Product Manager)

Conscious Solutions Limited

Royal London Buildings

42-46 Baldwin Street, Bristol, BS1 1PN

Tel: 0117 325 0200

Email: sales@conscious.co.uk

Web: https://www.conscious.co.uk

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Table of Contents

1 Overview ...................................................................................................... 3

2 Pricing ............................................................................................................ 32.1 Standard Module Implementation ................................................... 32.2 Form Creation .......................................................................................... 32.3 Extras ........................................................................................................... 3

3 Requirements ............................................................................................. 3

4 Benefits ......................................................................................................... 34.1 Complexity ................................................................................................. 34.2 Security ........................................................................................................ 3

5 Functionality ............................................................................................... 45.1 Save and Client Tools ............................................................................. 45.2 Administrator’s Tools ............................................................................ 55.3 Payment Before Submission ............................................................... 6

6 Form Structure ........................................................................................... 76.1 Recipients ................................................................................................... 76.2 Multi-page .................................................................................................. 76.3 Question Options .................................................................................... 86.4 Mandatory Questions ............................................................................ 96.5 File Upload ................................................................................................. 9

7 Design ......................................................................................................... 10

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1 Overview As more and more legal services become available online, there is an expectation from clients

that their matter can be dealt with digitally rather than face to face. While there is no substitute

for expert advice from a qualified lawyer, we want to help make any data gathering as efficient

as possible, for both you and your clients. This is where our new module, Smart Forms, comes in.

2 Pricing

2.1 Standard Module Implementation £500 for the initial configuration of the smart forms area

2.2 Form Creation Approx. £95 + £1.50 a question

Costed on an individual basis based on length and complexity

2.3 Extras Paid Forms – Discussion Required

Multi-recipients based on dropdown - £95

All prices are subject to VAT at the prevailing rate

3 Requirements To run Smart Forms your site must run on our server HTTPS. For details on what is involved to

convert, please speak to your Account Manager.

4 Benefits

4.1 Complexity Smart Forms’ functionality makes it ideal for forms with complex features such as multiple

pages, repeatable blocks, conditional questions and file uploads. It also gives the user save and

download options.

4.2 Security These complex forms are usually asking for sensitive or personal data. In order to protect your

client, Smart Forms only runs on HTTPS. For further security, the data is never emailed, instead

it is accessed via the admin area.

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5 Functionality

5.1 Save and Client Tools Smart Forms allows the client to save their progress on a form fill and return to it later, on any

device, before submitting it to the solicitor. This is especially useful for complex forms where

they might need to double check information.

At the bottom of the screen in the Smart Forms section is a toolbar. This gives the user options

to Save or Submit, as well as Login and Options.

In order to save or submit a form, the client must create an account. If the client has filled in their name and email address on the main form, this information will be automatically populated on the Create An Account form.

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The client can login and edit the form as many times as they want before submitting.

Under the options tab they also have the choice to:

• Download the form in PDF format. This will include any answers they have already filled in.

• Send a question to the solicitor. This will send the solicitor the question with a link to the client form for reference

• Access other forms they have started

• Delete the form

5.2 Administrator’s Tools Anyone in the firm can be set up as a Smart Forms administrator. This allows them to login and

interact with the forms but does not give them general editing rights for the rest of the site.

Once logged in the administrator can access any forms that have been started by a client. They

then have the following options:

• Make edits to the form. This could be done on any final questions that are discussed in a face to face meeting or call to keep all the data together.

• Download the form in CSV format. A universal format that could be used to upload the data to a CRM system (you will need to speak to your CRM developer for help with this)

• Download the form in PDF format. This will include any answers the client has filled in as well as non-answered questions.

• Email the client. This can be in answer to their question or to alert the client to any edits the administrator has made

• Access all forms that have been started (see more about this below)

• Delete any forms.

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The administrator has access to all the forms that have been started, even if they have not been

submitted. We can also set up an email alert when a new client saves a form for the first time.

The status will automatically change from “With Client” to “Submitted” when the client uses the

submit option. The administrator has the option to set this back as “With Client” if they have

asked them to fill in more areas either in person or via email. They can also change the status to

“Complete” or “Cancelled”. A daily or weekly report can be emailed showing any forms in

progress.

The reference shows the name added used on the form and the name against the account used

to create it.

5.3 Payment Before Submission

If you are using our Billpay Module, a Smart Form can

be set up to require payment before it is submitted to

the solicitor.

Please discuss your requirements with us for a full

quote.

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6 Form Structure

6.1 Recipients Smart Forms are delivered to one email recipient per form. We would recommend setting up a

general email address, such as formname@firmname.co.uk so you have the flexibility of adding

or removing multiple people to the distribution list.

At an extra cost of £95, conditional logic can be added to a drop down, for example an office

selection, and a different email recipient connected to each option.

6.2 Multi-page Smart Forms can be divided into pages. This reduces scrolling and is easier for the client to

navigate between areas if they need to come back to a page later. A contents bar allows the user

to jump between pages. Each page can also have its own introduction text.

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6.3 Question Options As well as standard question options, Smart Forms has some extra functionality.

Blocks can be made repeatable, so the client can add as many as needed (e.g. for children’s

details) or conditional, so that additional questions blocks are revealed based on the answer.

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6.4 Mandatory Questions As with standard forms you can specify that certain fields must be completed before the form

can be submitted.

The contents block will show a tick against the pages that have all the mandatory questions

completed, and a pencil against pages that have been started but still have mandatory questions

outstanding.

If the client attempts to submit the form without completing all the mandatory fields they will

see a set of errors above the contents block specifying the question. The client can click on the

“fix” link to be taken to that field rather than having to look through each section of the form to

find it.

6.5 File Upload Unlike a standard form, Smart Forms has the ability for the client to upload a file to send to the

solicitor.

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7 Design The design of the Smart Forms area has been kept simple to give the forms themselves as much

space as possible. We’ve designed it with a logo and simplified header which will echo your sites

full header. The rest of the space is then dedicated to the form. The forms colours can be

amended to match your company branding.

The Smart Forms area is fully responsive so can be accessed via desktop, tablet or mobile.