How do I send a Smart Form to a client?
When smart forms are sent, the recipient will receive an email containing a link to the online portal where they can complete the form. Depending on your access code settings, they might also receive an access code via either SMS or email.
To send a smart form with Email access codes used, or no access codes, you'll need to have:
An email address for the recipient
And to send a smart form with SMS access codes turned on, you'll need to have:
An email address for the recipient
A mobile number for the recipient
SMS credits on your account
Smart forms can be sent in 2 different ways from WriteUpp:
As a link inserted into an email from anywhere in WriteUpp
As a standalone smart form from Create -> Form/Assessment
Both ways of sending a smart form result in the same outcome, but there are a couple of advantages of sending forms by adding the link to an email. These are:
Forms can be embedded within automated appointment messages, like confirmations and reminders
Multiple forms to be sent within the same email
Both consent and smart forms to be sent at the same time
You have an opportunity to personalise the email a client receives when you send them a smart form
Go to Create -> Email, or anywhere else in WriteUpp that you can send an email from (eg when emailing an invoice post treatment)
Add the recipient in the To field, and either choose a template or add a subject and content to the body of your email
To add a form, click on the Forms icon within the email toolbar:
Use the search bar or browse the tabs to find the form you'd like to include:
Choose a form by ticking on the box to the right of the row, and then clicking on Insert Form:
The form will be added to the body of your email as a link:
Please do not edit the URL associated with the link, as this is what takes the client to the form when they click on it. Editing the URL will break the link and it will not work
Repeat steps 3 - 5 to add any additional forms to your email, for example to include both a registration form and a consent form:
Finish composing your message and then click on Send Email.
Access codes for smart forms sent this way will use what you have selected in your general settings under ‘Smart Form completion’. For example, if you have email selected, then the recipient will receive access codes for the linked smart forms via email.
Click on Create -> Form/Assessment
Choose which form you'd like to send and click on the icon at the end of the row under the Send as Smart form heading.
NOTE: Do not open the form and then send it to the client using the icon at the bottom right of the screen, as this will send it in a non editable state:
Select a recipient from parties linked to your active client:
Enter a message, choose an expiry date and change the access code delivery if you need to, then click Send:
You'll then see confirmation that your message has been sent.
Via this method, the email the client receives is non-customisable and deliberately doesn't contain any identifiable information, other than the recipients name. The text in the email containing the link for the smart form will vary depending on the access code setting you use. For example, if you use SMS codes, the client will be instructed to click on the link within the email and advised that the code will be sent via SMS to their mobile phone.
To be able to customise what your clients see in this email, you should add the form link to an email, as above.
Sending smart forms this way gives you the opportunity before sending to edit how the access code for that smart form is received. Changing this does not affect your general setting. An example of where this may be useful is if you have SMS selected in your settings but you realise the client you are sending a smart form to does not have a mobile number saved to their profile. Instead of having to go to your settings to change how the access code is received, you can simply use the dropdown in the modal to change it to email or none just for that form.
To send a smart form with Email access codes used, or no access codes, you'll need to have:
An email address for the recipient
And to send a smart form with SMS access codes turned on, you'll need to have:
An email address for the recipient
A mobile number for the recipient
SMS credits on your account
Smart forms can be sent in 2 different ways from WriteUpp:
As a link inserted into an email from anywhere in WriteUpp
As a standalone smart form from Create -> Form/Assessment
Both ways of sending a smart form result in the same outcome, but there are a couple of advantages of sending forms by adding the link to an email. These are:
Forms can be embedded within automated appointment messages, like confirmations and reminders
Multiple forms to be sent within the same email
Both consent and smart forms to be sent at the same time
You have an opportunity to personalise the email a client receives when you send them a smart form
To send a smart form as a link within an email:
Go to Create -> Email, or anywhere else in WriteUpp that you can send an email from (eg when emailing an invoice post treatment)
Add the recipient in the To field, and either choose a template or add a subject and content to the body of your email
To add a form, click on the Forms icon within the email toolbar:
Use the search bar or browse the tabs to find the form you'd like to include:
Choose a form by ticking on the box to the right of the row, and then clicking on Insert Form:
The form will be added to the body of your email as a link:
Please do not edit the URL associated with the link, as this is what takes the client to the form when they click on it. Editing the URL will break the link and it will not work
Repeat steps 3 - 5 to add any additional forms to your email, for example to include both a registration form and a consent form:
Finish composing your message and then click on Send Email.
Access codes for smart forms sent this way will use what you have selected in your general settings under ‘Smart Form completion’. For example, if you have email selected, then the recipient will receive access codes for the linked smart forms via email.
To send a standalone Smart Form:
Click on Create -> Form/Assessment
Choose which form you'd like to send and click on the icon at the end of the row under the Send as Smart form heading.
NOTE: Do not open the form and then send it to the client using the icon at the bottom right of the screen, as this will send it in a non editable state:
Select a recipient from parties linked to your active client:
Enter a message, choose an expiry date and change the access code delivery if you need to, then click Send:
You'll then see confirmation that your message has been sent.
Via this method, the email the client receives is non-customisable and deliberately doesn't contain any identifiable information, other than the recipients name. The text in the email containing the link for the smart form will vary depending on the access code setting you use. For example, if you use SMS codes, the client will be instructed to click on the link within the email and advised that the code will be sent via SMS to their mobile phone.
To be able to customise what your clients see in this email, you should add the form link to an email, as above.
Sending smart forms this way gives you the opportunity before sending to edit how the access code for that smart form is received. Changing this does not affect your general setting. An example of where this may be useful is if you have SMS selected in your settings but you realise the client you are sending a smart form to does not have a mobile number saved to their profile. Instead of having to go to your settings to change how the access code is received, you can simply use the dropdown in the modal to change it to email or none just for that form.
Updated on: 05/12/2022
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