Once the external-facing questionnaire has been set up in the template, users can use it to collect data directly from external users on generated documents. This lets users to securely share only specific questionnaire sections, capture responses, and prefill known answers to streamline completion.
This article explains how to send and manage an external-facing questionnaire from a generated document. To learn how to configure the feature within a template, see this guide instead.
1. Create document and pre-populate answers
After a document with a Form is created, users will be able to easily see what questions are allocated to a Form with a label in the corner that will display "Assigned to [Form Name]"
Before sharing the Form, users can prefill any known details by completing the relevant questions in the questionnaire. These responses will be visible to the external recipient, who will be able to review and amend them if required.
2. Send the Form
From the sidebar of the document, users can click the play icon to Send the Form.
Users will be prompted to add the recipient name and email address. In the template settings, users can require email to be verified for an extra layer of security.
An email will be sent to the recipient, users can also copy the link from the sidebar and share it. Information about the Form can be found in the activity log:
3. Recipient completes the Form
After sending the Form, recipients can start filling it out. External recipients will not see the document, they will only be able to access the questionnaire items allocated to them in the Form.
The Form link will be sent to the recipient by email. A custom email template can be used instead of the default one, this can be configured at the template level.
When they click it or use the link to access, a new window will open where they will be prompted to enter their email address. Recipients will only be able to access the Form if the email address matches the email from the recipient added to the Form.
If additional email verification step is added, recipients will need to include a verification code that will be sent to their email.
Recipients don't need an Avvoka account to access the Form and they can interact with the Avvoka questionnaire items allocated to them. This includes all question types, sections, explanatory text, hints, datasheets, loops, etc.
When they are ready they can click "Submit" to complete the Form.
Once the Form is submitted recipients will see a default or personalised message, depending on how the Form was configured:
4. Review Responses
Once Forms have been submitted, the user that sent the Form will get an email notification.
Form activity can be reviewed in the sidebar of the document. A tick will replace the link icon once the Form has been submitted. All activity will be tracked in the the activity log.
Track changes can be enabled in the Form settings, so is easy to identify the changes made by the Form recipient. In any case users can always compare different document versions when needed.
Users can review all submitted answers, questions allocated and submitted in a Form will have a green label on the corner of the question card. If needed, responses can be amended by directly editing the answers of the questionnaire.
After reviewing responses, users can resend Forms to the same or new recipients whenever necessary, by starting again the process described in step 2.
