Manage Forms in the CPM

Manage forms in the CPM, including activating, renaming, and deleting, setting up auto forms, and selecting Org-level form translation settings.

• Manage Forms
• Auto-Send
• Form Translation

Manage Forms

Once you’ve created a form, it appears on the main page of the Forms section in the Client Portal Manager. All created forms are listed here, ordered (by default) by most recently modified, along with their details:

• internal title
• status: Draft, Published, or Deactivated
• project type
• number of fields
• last modified time

Form Options

Click on the vertical ellipsis menu for a form to view action options:

• rename: allows you to edit the internal title of the form
• deactivate/activate: pressing Deactivate prevents the form from being sent out to clients going forward. Clients who already received the form will be unaffected, and will still be able to fill out and submit the form. To reactivate a form and make it available to send again, click Activate from this menu.
• duplicate: creates a copy of the form in “draft” status, with the same title followed by “(copy).” The copy must use the same project template as the original.
• delete: permanently deletes the form. Use this option with caution. This option is only available if the form is in “Draft” or “Deactivated” status.
• revoke outstanding: revokes all access to incomplete forms. This action is only available if the form is active and currently has incomplete instances sent out. Clients who have been sent the form and have not yet submitted it will see a message indicating that the form is no longer available, and the form will no longer be listed on their tasks page. When you select this action, a warning message will note how many forms are being revoked.

Auto-Send

In the Forms section list, you can set up auto-send for a form.

The auto-send column on this page indicates whether the form has been set up to auto-send. To enable auto-send for a form, click OFF in this column. 

In the Auto-Send Settings modal, select auto-send to enable the option for this form. 

Note

If you enable auto-sending for a form that is still in “Draft” status, the form will only begin auto-sending when the form is published and out of “Draft” status. 

You must select a trigger, create exclusion criteria, and choose project roles. If you have used the Client Portal’s auto invites, some parts of this process may look familiar. 

Select Trigger

The auto-send is triggered by a phase change. Select the phase or phases you’d like to serve as the trigger. If multiple phases are selected, the auto-send will trigger when a project first moves into any of the selected phases. Moving the case into other trigger phases will not trigger another auto-send, unless the first auto-send attempt was unsuccessful.

Select Exclusion Criteria

Next, choose  the exclusion criteria for the auto-send. All criteria are exclusionary—if the project contact has any of the selected criteria, the form will not be auto-sent. If none of the exclusionary criteria are met—because the field data does not meet the criteria or because the fields are not filled—the form will be auto-sent.

You can use any dropdown or yes/no fields in the contact card as exclusion criteria. For example, you might choose to exclude project contacts who have a yes/no “Can Text?” field marked as “no.”

Select Project Roles

When auto-send is triggered, forms will be sent to any project contacts that have the project roles selected here. By default, the “Project Contact” project role is selected. This ensures that, by default, forms auto-send to the project contact for all projects. 

If you’d like to auto-send forms to another type of project role, enter and add it here. Then, you must enter that project role for the desired contacts in the project. The form will auto-send to any contacts that have a selected project role at the time of the trigger.

Form Translation

The text of the form, like the display title and field names, is translated based on the client’s browser language.

Field data translation can be set at the Org-level for all forms, or at the individual field level on a form, in the field’s settings.

Org-Level Translation 

For Spanish form responses, you have the option of receiving form responses untranslated in Spanish or translated into English. Form responses in any other languages will always be translated back to English in your project.

This option is set in the Communication section of the Client Portal Manager.

• When the Translate to English option is selected, form responses will be translated to English in the Filevine project.
• When the option is not selected, form responses in other supported languages (Spanish) will not be translated. 

In any case, form responses in unsupported languages will be translated to English in the Filevine project. 

Note

The .pdf of the form, which is added to the project upon client submission, will always contain the client’s exact, untranslated responses.

Translation Setting Outcomes

Generally, the translation settings selected for an individual field overrides the Org-level translation settings. For a detailed breakdown of how the Org-level and field-level translation settings interact, consult the following table: