Send and manage Matter Intake forms

Learn how to use Smokeball Intake to collect data from your clients directly and automate this into your matter.

Creating a matter intake form from a lead that came through via lead intake? Select Convert to Matter on the lead to get started.

Send a new Matter Intake Form

Smokeball Intake contains forms tailored to the area of law your matter is in. To get started with sending an intake form to your client:

1. Open the matter and select the Intake Forms tab.
2. Select Share Form.
   
3. Select the form you wish to share from the Form drop-down menu. Then, verify the client's Contact details (name and email) to share form.
   
   The Form Preview window will automatically populate fields with information from the matter details if they have been filled in.
4. Choose whether you wish to send this form via the Client Portal or email. Edit the message if needed.
   • Select the Custom Field icon to insert specific fields from your matter into the message.
     
   • You can customise this message for all matters in Smokeball Settings > Intake Forms > Client Messages.
5. Select Share to share as a Client Portal message, or Open Email if sending the form as an email.

Create a custom Intake Form

You can easily create a Matter Intake form with the fields of your choice. Refer to the Create a custom Intake Form article for more information on how to set this up.

Monitor Matter Intake Form progress

To view all shared Intake Forms across all matters, along with their progress, click on Intake from the left menu on either the Smokeball Desktop App or Web App.

You can also add the Intake Widget to your Dashboard to view the progress of intake forms as a total number or list.

Learn more about the Smokeball dashboard and how to add widgets to the dashboard.

Matter Intake Actions

On the Intake tab, you will see a list of all forms involving the client. 

Clicking on the three dots icon next to the form will open up a list of actions you can take on the form:

• View - access the form from the client's perspective.
• Send Reminder - send a Client Portal or email message to the client as a reminder to complete the form.
  • You can customise this message for all matters in Smokeball Settings > Intake Forms > Client Messages.
• Copy Link - copy the URL of the form to your clipboard.
• Show QR Code - view and/or copy the QR code of the form to your clipboard.
• Edit Responses - make changes to form responses.
• Close Form - Close access to the form, if you have collected data from the client elsewhere.
• Delete Form - Delete the form. This can only be done if the Modified field shows "Not opened".

Save form responses to the matter

To view the responses that the client has entered so far, select View from the three dots icon.

If they have only partially completed the form, you can save the partially completed responses to the matter by selecting the Save Responses icon.

Note: Selecting Save Responses will overwrite any existing fields in the matter.

Once the client completes the form, their responses will be automatically saved to the matter, and the Save icon will be disabled.