Creating a client intake form in Lawcus is a straightforward process that helps streamline client information gathering.

Steps to Add a Client Intake Form

Go to Automation on the left and select the Intake Forms tab.
Click the +Add New Form button to create a new client intake form. In the form creation window, provide the essential details:
1. Title: Enter a Title for your form. This should succinctly describe the purpose or topic of the intake form.
2. Description (Optional): If needed, you can add a Description to provide additional context or instructions for the form.
3. Question Type: Select the appropriate question type that best suits the data you intend to capture (explained below).
  1. Add Info: Use this to capture Client Information, Related Contact Info, or Lead Information. The information is pretty much the same as what you see in a Contact Creation or Lead Creation page.
  2. Text Length: Select between Single Line Text or Paragraph Text for text-based answers.
  3. Choice Option: Make questions Single Choice, or Multiple Choice, or create a Pick List for multiple options.
  4. Ratings or Scales: Add Rating, Scales or Tables to gather specific feedback or assessments.
  5. Image or File Upload: Enable Image Upload or File Uploads to collect relevant documents or visuals.
  6. Date, Time, Email, or Contact Details: Format questions to conveniently capture Email Addresses or Phone or Date or Time.
4. Add Questions: Add the specific questions you want to ask in your form.
5. Add Options: If applicable, provide answer options for multiple-choice questions.
After configuring the form to your liking, click the Save button to save your changes.

Note: You can also add folders to store your intake forms and move your intake forms between folders using the Move option. Those folders can be removed and renamed as well.

Note: If this form is intended solely for internal management purposes, you can enable the Internal Form toggle.

Pro Tips:

Mapping Answers: To link answers to specific custom fields that update matters or contacts, click the Link Button beneath the question and select Map the question to and select the Custom Field from the dropdown. Once selected it will be linked automatically. Click on X to go back and click on Remove Link to delink the Custom Field. Note that you must create the Client or Matter Custom fields before doing this operation.
Required Questions: Mark questions as mandatory by toggling the Required option if necessary.
Deleting Questions: To remove a question, click the Trash Button.
Show/Hide Questions: Customize the visibility of questions by clicking the ellipsis button and selecting Show/Hide Questions.
Adding Pages: Create sections within your form by adding pages. You can use pages to organize questions or set up skip logic processes. Access the New Page option under the Add button below the questions.
Adding Dividers: Dividers help visually separate content within a form. To add a divider, click Add at the bottom and select Divider from the menu.
Title and Description for Sections: You can include titles and descriptions for sections within your form. Click Add at the bottom and select Add title and description from the dropdown menu.
Utilizing Add Button: Use the Add Button at the bottom to choose the question type you want to add to your form.

Steps to Edit Intake Forms

Go to Automation on the left and select the Intake Forms tab. Here you will see all your Intake Forms.
Locate the desired Intake Form and click on the Ellipsis button.
Click on Edit to edit the intake form. While you edit, you can change the Name, Description, Response Type, and all other Required Details. Finally, click on Update to save changes.
Click on the Remove option above to Delete the Intake Form. Confirm by clicking on Yes, Remove It to complete the process.
Use the Move to option to move the intake forms between different folders as per your convenience.

Steps to View Responses

Go to Automation on the left and select the Intake Forms tab. Here you will see all your Intake Forms.
Locate the desired Intake Form. You will notice the number of responses and click on it to check all responses for the form. You can also click on the Ellipsis button and select the Check Responses option to view all responses.
You can also click on the Intake form and select Check Responses. For both Step 2 and 3, click on the Trash Icon on the responses page to delete or remove the response.
Alternatively, if you are looking for the responses for a particular matter, open the matter under the Matters section, expand Request Sent on the left, click on the Ellipsis button, and select the Check Response option. Note that you can also remove or delete a response here as well. Click on the Remove option to Delete a Response.

Note that when an Intake Form is in progress, you get the option to copy the link to send to the client conveniently through other channels as well.

Options on Intake Form Details Page

When you click open an existing Intake form, you will see the following options;

Internal Form: To make the form internal for organizational use.
Check Responses: To check all responses for the form.
View: To view the form to fill or complete it. You can also copy the link and share with others to complete it.
Send: Use this to send the intake form to clients.
Update: When you add something or edit the existing intake forms, click on it to Save and Update the changes.
Clone: Use this option to create a duplicate copy. But, you have to add a different name before clicking on Update button to save the info. Otherwise, a suffix Copy will be added to the name.
Download: Click on it to download the Intake Form.
Print: Use this to print the Intake form.
Remove: Click on it to delete the intake form.
Cancel: Click to go back to the previous page.

FAQ Section

FAQ1: Can I drop in a contact information question in the intake form that will create a company contact once filled?

Answer: You cannot do that, but you can create a custom intake form. Then, use workflows to automatically create a company based on the contact information filled out in the form.

FAQ2: What do I do when my intake form is not mapping or creating a new lead?

Answer: You are probably using the incorrect Question Type. To create new leads directly, consider using the Lead Information intake form Question Type.

FAQ3: Is there a way to export intake form data via CSV for use elsewhere?

Answer: Currently, no. However, if you have the intake form linked to custom fields, then you can do a data export.

FAQ4: Can I get a lead's intake form information to their lead file before it is associated with a matter?

Answer: Whether or not you can get a lead's intake form information before it's associated with a matter depends on the type of intake form you created. If you used a Lead Information intake form type, it's possible to get the information. However, if you used any other form type, such as a referral intake form or intake questionnaire, you cannot access the information before it's associated with a matter.

FAQ5: How do you copy intake forms or automate workflow from one organization to another?

Answer: It is not feasible to transfer intake forms and workflow automation from one organization to another in Lawcus. However, you can effortlessly duplicate the intake forms and workflow automation within the same organization by simply utilizing the "Clone" feature. You need to click the Clone button, and Lawcus will generate a copy of the intake form or the workflow. Then you can rename it according to the requirement.

FAQ6: Can my clients include other additional information in intake forms asides from contact?

Answer: No, they currently cannot.

FAQ7: Can I have contact custom fields appear by default in the new lead intake form?

Answer: Currently, we do not have this feature available.

FAQ8: How long does it take to help a new user set up workflow automation or intake forms?

Answer: Usually, an intake form or a workflow takes 0.5 - 2 hours, depending on the complexity.

FAQ9: Can we remove the "Estimated Matter Value" field from the lead intake form in Lawcus?

Answer: Yes. Lawcus lets you customize intake forms, including hiding the "Estimated Matter Value" field. Follow the steps below:

In the intake form, select Lead Information as Question Type.
Select the blue Customize option.
Hide or remove the Show Estimation Cost field to show or hide Estimated Matter Value.

FAQ10: How do I add a Middle Name field to Client Information and Related Contact Info in Lawcus intake forms?

Answer: To add a Middle Name field, update the client name format in Lawcus settings with the following steps:

Click your Avatar Icon, then go to Settings.
Select Firm Settings > Organization Preferences.
Under Client Name Format, choose a format that includes the middle name.
Click Update to apply changes across intake forms.

FAQ11: How can you embed YouTube videos in forms?

Answer: Open the intake form where the video has to be embedded. Or, create a new intake form.

In the Description section, click on the More Rich icon.
Click on the video Icon, add the video link, and click on Insert.
Check the Autopay option if you wish to AutoPay the video.

How to Add a Client Intake Form in Lawcus?