An Ask feature is used to create a pop up question to insert text, dates, numbers, true/false, and multiple choice options for a specific document.
Use Asks to quickly insert information to any document where the information changes from matter matter, but there is no place to store that information in the matter. For example, a common Ask option is how a letter is being sent or what day you would like to have a response by.
Ideally, you do not want to have too many Asks (pop ups) to create your document template. It can be frustrating for end users to answer a seemingly endless number of question and prompts. The best practice is to keep the number of Asks on any one document template to no more than 10.
Create an Ask
- From Asks on the Automation Toolbar, select Add
- Enter the Field Name for Ask. This is not seen once the question has been answered and should just be a short name placeholder like Due Date.
- Enter the question or prompt that will show to the user when opening the template.
- Choose the field type.
- If you want to set a default answer, you can do so, but make sure to select the correct field type.
- Select Create.
Types of Asks
| Text |
Text can be used when a quick phrase or information that changes needs to be added to the document. If you find you yourself entering a paragraph of information, the best practice is to enter that information free form versus using an Ask. Highlighting the section of the document where paragraphs are needed can be a good reminder to enter text there.
The text Answer Type is used often when looking to add in a time of an appointment into a document. If you have a specific format for how you want text to be entered, the best practice is to include some instructions in your question.
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| Number |
Number is used for any numeric value. This is most often used when entering the length of time (years to hold documents) or dollar amounts (money owed). When using the number, make sure to enter just the number without extra formatting. When asking for a dollar amount, we recommend adding in a note to not include a $. A $ is a symbol, not a number. It will cause any value added after the $ to be ignored and change the value of this field to 0. |
| Date |
The Date Answer Type will allow you to select a date from a calendar. |
| True/False |
True/False is used often when creating an If/Then/Else Conditional statement. You can use this option as a "yes/no" option. The field itself will either show a filled in checkbox or an empty checkbox when inserted into the document. |
| Choice |
The Choice Answer Type is used when there is a variety of options to choose from. Whatever is entered as the choice options will show in a drop-down box. The item selected will be inserted into the document. One of the most common uses for Choice-type Ask fields is how a letter is being sent. Only one option can be chosen, so make sure to include options for any common combinations. |
| Party Selection |
Party Selection is a type of Ask used when the document needs to pull information on just one specific contact, but there are multiple parties on the document (multiple plaintiffs/defendants, etc.). Learn more about Party Selection. |
Once you've created the Ask, put your cursor on the document where you want to place it or highlight the word you want to replace. Double-click the Field Name of the Ask to insert it into the document.
To change the format of any Ask after insertion works like formatting for any other Smokeball field.
7. Click on the middle of the field (do not select the field or you will not see the option for formatting)
8. Select the format you want from the choices on the right-hand automation panel.
9. Apply format.
Click anywhere in the document not on a field to get back to field options.
Test your inserted Ask by selecting Show values. If you want to test multiple responses or check if you entered something incorrectly, select Run questions for this form to force the question prompts to show again.
Every time you create a document with the template, your Ask will pop up before completing automation.
You can enable Microsoft Word’s field shading feature to view which words in your template are automated by following the directions below:
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- From File, select Options and Advanced.
- Scroll down to Show document content and select Always under field shading.
- Select OK.
- The document will show any inserted fields from automation.
Additional Resources
We have also prepared a webinar that you can view for additional training on Asks outside of our work hours.