Sending the Questionnaire via Smokeball

You can send a client the FamilyProperty Questionnaire in the following ways:

1. When creating a new Lead, simply choose one of the FamilyProperty intake forms; or
2. From the Intake tab when the Lead or Matter is open.
3. Open the Questionnaire first to customise the sections further and then send it to the client.

Note: The first two options above, will use the Intake email template from your Smokeball firm settings and the email saved to the matter or lead file. The 3rd option sends the email using the settings in FamilyProperty. The email is not automatically saved to the file, however a copy can be sent to one of your team and saved back to file. 

See Instructions on each option below. 

When creating a New Lead

1. From your Smokeball home screen, Click on New Lead
2. Enter a Client Name and Email (minimum fields required)
3. Choose 'Family' as the Lead Type
4. Click on 'Intake form' and choose which version of the Questionnaire to send to the client.
5. Select to share the form via the Client Portal or Email.
6. Click 'Create lead' or 'Create & open' - if you have selected 'Email', this will open up an email in Outlook for you to send to your client. The email is saved in the Lead

From a Smokeball Matter or Existing Lead

1. 1. 1. Open your existing Family Lead or Matter in Smokeball and click on the Intake tab
      2. The FamilyProperty questionnaire will appear initially as 'Intake Enquiry' in the list.
      3. Click on the right-hand side menu (three dots), then 'click 'Send'.

      

           4. A new window (shown below) will open to:

      • Confirm your client details
      • Choose which version of the Form you would like to send to the client.
      • Choose to share the Questionnaire via the Client Portal or email.
      • Click send - if you have selected 'Email', this will open up an email in Outlook for you to send to your client. The email will be saved within the Matter. 

      

   Open the Questionnaire first to customise or input information

   If desired you can further customise the sections to include in the questionnaire for a particular client. For example, you may wish to exclude the Client Portal at the intake stage of a matter or lead, or you may like to only include 2 of the 4 Current Situation sections. Follow these steps to further customise the sections:

   1. Open your existing Lead or Matter and go to the Intake Tab.
   2. Double click on the Intake Enquiry form. Alternatively, click on the right-hand menu (three dots) and select ‘Edit Responses’
   3. This will launch the whole Questionnaire. 
   4. Click on 'Set-up & user access' from the left-hand menu.
      
   5. Scroll down to 'Your Client' and tick the box 'Yes, invite my client to access the intake questionnaire' and enter the email address.
   6. You will see a list of all the sections. Simply untick the sections to be excluded from the questionnaire
   7. The last section shown is 'Client Portal' - if this box remains ticked, the client will move straight into their portal after submitting the questionnaire to start uploading documents for disclosure.
   8. Click 'Save' which will send the customised questionnaire to the client via email from FamilyProperty (Note: sending from here will not save the email to the matter).