In MyCase, you can create Intake Forms that you can then send to potential clients that will auto-populate within MyCase for you! Streamline collecting case and contact information during the intake process and stop wasting time manually entering information collected on intake forms.
How to Create and Send Intake Forms in MyCase
How to Create an Intake Form
To create a new intake form in MyCase, first navigate to the Settings page by clicking on your name in the top right corner.
In the left-hand menu, click on Intake Forms
Then, select the option for New Intake Form (pictured below).
A new screen will appear to enter the Basic Form Information including the: form name and form introduction.
Let’s take a closer look at how this works.
Form Name - Label your form to give it a title and be able to recognize it in the future. Common names include Family Law Intake Form, Criminal Law Intake Form, etc. You may end of having many different Intake Forms in your account, so the more descriptive you can be naming them, the better off you will be.
Form Introduction - This space allows you to give the reasoning behind this specific form that you would like to be filled out. You can give additional instructions on completing or reasoning why you need this to be completed.
Note: Both of these will appear at the top of the form when it is being completed.
Form Fields - Add fields and headers to your form and give them user-friendly labels (what your clients will see when they fill out the form). You can add all standard contact fields and custom fields as well as any Case Custom Fields that you have set up from the Category section. To learn more about adding Case or Contact Custom Fields click here. Lastly, you have the ability to set up unmapped fields which will allow your clients to enter information
Fields will match to what is already existing in your MyCase account, while Client Friendly Labels will allow you to alter this in the case of using abbreviations or different nomenclature as a custom field. For example, your custom field may be listed as SS#, while the User Friendly Label can be listed as Social Security Number.
If you would like the form to require a certain field, be sure to select the checkbox for "required" under your Client Friendly Label.
When you have completed your new Intake Form, select Save Changes or select the down arrow and choose Save & Close in the upper right-hand corner.
How to Apply an Intake Form to a Lead/Potential Case
Once a lead is created by entering their first and last name into the system, you'll have the ability to enter that lead's potential details page by selecting them from the dashboard. Within the Potential Case click on the Intake Forms subtab. To learn more about Leads, please click here.
Then, click on Add Intake Form on the right hand side. From the pop-up window that appears, select which form you would like to add and choose the the form would like to apply, enter the email address if you would like to send via email (if not already listed) and any message that you would like. Finally select Save & Send to email it directly or select the down arrow and choose Save & Send Later add it to this specific potential case.
How to Apply an Intake Form to a Case
Not only can you apply an Intake Form to a Case, you can also apply this Intake Form to any existing case as well. Once you have completed an Intake Form in your Settings, you can apply this intake to a case by navigating to the specific case that you would like to apply it to. Within Item & Info select the subtab for Intake Forms.
Then, click on Add Intake Form on the right hand side. From the pop-up window that appears, select which form you would like to add and choose the the form would like to apply, enter the email address if you would like to send via email (if not already listed) and any message that you would like. Finally select Save & Send to email it directly or select the down arrow and choose Save & Send Later add it to this specific case for entry later.
How to Complete an Intake Form
There are several options when completing an Intake Form within MyCase: you can email the form to your potential client/ client directly from the Intake Forms tab in your Settings or you can choose to email it to them after applying the Intake Form to a potential case/ case. You also have the ability to apply the Intake Form to a Potential Case/Case and then you can fill out the form directly in your MyCase account.
Email the form from MyCase:
To email an Intake Form from your MyCase account navigate to either the Intake Forms tab in your Settings (where you can create new intake forms) or Intake Form subtab in the potential case/ case details page. Then, click on the envelope icon next to the intake form on the right hand side. This will prompt a new window to appear (picture below) where you can select the Lead or Contact that you would like to send the form to and the potential case/ case that it is related to. Then simply enter the email address that is intended (if not already listed) and any custom message that you would like. Finally, click Send to finalize the process.
Fill out within MyCase:
To complete an Intake Form with your MyCase account, navigate to the Intake Form subtab in the potential case/case details page. Then, click on the link icon on the right hand side of the form's line (pictured below). Once this link is selected, the URL will be copied to your clipboard.
Paste this URL into a new window and click enter. The intake form will open in this new window with the Intake Form listed. Enter in the corresponding information and select Submit to finalize the form.
Once completed, all firm users linked to the case will receive an email notification letting you know that the form has been submitted. Also, a PDF of the Intake Form will be available within the Potential Case/ Case for your review. Additionally, all contact standard and case custom fields that were completed in the form will be populated. If a firm member had already entered information in the field, it will be overwritten by what the client entered via the Intake Form.