Why should I use Forms?
Hona Forms are a great way to efficiently ask your clients multiple questions and obtain information quickly. They are questionnaires sent directly to their phone (or email if that’s their preferred method of communication) via link. When the link is opened, it will open the Form in their Hona client portal.
Because the Form is directly linked to the client’s phone number/Hona client portal, this means it will auto-save as they fill it out. If they exit the Form and then re-enter it later, all of their answers will auto-save. This is very convenient if the clients do not have the information on hand.
Creating a Form
You will begin by navigating to the forms section. In the Side Menu select "Collect" and then select "Forms"
To create a new form click the "+" button on the top right hand side of your screen.
From here you will title the form and can either enter your questions manually or upload a document of pdf that you already have.
To manually type in the questions, just click on the + button in the middle of the screen to add a new field & create as many questions that you need.
To upload a list of questions you already have, click on the three dots in the top right-hand corner and select "Upload Questions".
Form Fields
Type out your question
You can use this drop-down menu to switch question types.
Turning this on makes the question “Required,” meaning that the client will not be able to submit the form without answering the question.
Archive Field: this essentially “deletes” the question. You can always find it later in “Archived Fields” if you would like to restore it.
If you would like to add supporting text/explanation to your clients, you can do that here.
Display Conditionally: You can essentially “hide” a question, and only display it if a client answers a specific way to a previous question.
Example of Conditional Logic:
Question 1: Do you have any dependents?
If the client answers yes, I want to ask:
Question 2. Please list their full names and date of births:
The image below shows you how you would set up the Conditional Logic to achieve this:
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.
Sending Forms through the Browser Extension
Here is a short clip of how to send a form using the Hona Browser Extension:
If there are any additional questions, please reach out to your dedicated account rep or to [email protected].