Form Settings
The setting section of the form is where you can customize how a form gets assigned, if reminders will be sent, and if the form will be recurring.
Notification Messages: This section is where you can customize the text (or email) message the client receives when they are assigned a form. The notification message will be the first message they recieve when the form gets assigned to them. The reminder message is the text that is sent when we are reminding the client to fill out the form. *Reminder messages will NOT be sent if the client has filled out the form.
Reminders: This section allows you to set up custom timeframes to follow up with a client when the form has not been completed. Both fields need to be filled out in order for reminders to be enabled.
Auto Send Form from Phase Change: You can choose to automate forms so they are automatically sent out when a client enters or leaves a certain phase.
Begin by selecting the "+" under the Auto Send Form from Phase Change section.
You will then have the option to select if the form is sent when a client enters or leaves a phase and whether to delay sending the form.
Recurring Form Assignment: Similar as above, however this is if you want the Form to send on a recurring basis while the client is in a specific phase.
Please note that Recurring Form Assignment is only available if the form is manually assigned.
Viewing Form Responses
You can view responses to your form several different ways:
Within the specific form, there will be a "Responses" tab and see all responses for that specific form.
In the Forms main page, there is a "Submissions" tab that will show you the responses for all of your forms. You can click into each one to see the details.
You can also click into a specific project and the last tab is "forms" and you can see all responses from that specific project/case.
Sending Forms Manually (see step 6 above for auto assigning)
From the projects menu you can select one or multiple projects by clicking on the checkbox & using the "Actions" dropdown menu and selecting "Send Form". Selecting multiple projects will assign the form to multiple projects at once.
You can also send a form when viewing a single project from the "Actions" button.
Error when sending a form that has already been sent
If you attempt to send a form that has already been assigned you will see the following message:
This means that the client will not receive any additional form assignments or notifications from your request.
If you would like to send a reminder, you have 2 options
Send them a message asking them to fill out a previously assigned form
Cancel the in-progress form and reassign it. Please note that previous progress will not be saved and the client will have to start the form over. Example:
Sending Forms with Recurring Form Assignment
When sending forms that have Recurring form assignment, you will see the following message before sending:
You can turn off the recurring form assignment by toggling off the "Scheduled Form Requests Enabled" button.
Please note that the form will only be re-assigned if the last form assignment was completed.
Sending Forms through the Browser Extension
Here is a short clip of how to send a form using the Hona Browser Extension:
Cancelling a Form request
If you have sent a form by accident, or no longer need your client to complete the form, you can cancel the form request. Here are the steps to do so:
Find the project in Hona and click into it
Navigate to the Forms tab
Find the form in question under Not Started
Select the "X" on the form you wish to cancel
To see examples of Client Notifications and how they receive the form assignment go HERE
If there are any additional questions, please reach out to your dedicated account rep or to [email protected].