Avvoka provides user-friendly Forms that can be integrated into your own websites, enabling visitors to fill out questionnaires that automatically generate documents in Avvoka with the provided information. This feature simplifies the document generation process, saving time and reducing the complexity associated with account setups and email communications. This feature is particularly advantageous for collecting data from users without granting them access to the main Avvoka platform. After creating the form, you can redirect users to a specific URL of your choosing.
Benefits of Avvoka Forms:
Easier data collection experience from third party users.
Link that can be hosted on your website without them having users going into the platform.
Forms are used to collect answers, but end users that answer them don’t see the generated document unless you enabled them to download it after.
It saves time in back to forward emails as well as prevents issues related to account creation. Questionnaires are made available directly on your website.
Your questionnaires can be white labelled with your own brand colours and logo.
Can be easily created directly in Avvoka UI, avoiding the need to use the API to create Forms.
Restrict access to Forms by specifying allowed email addresses or domains, ensuring secure and targeted responses.
Track activity related to Forms, including user emails and generated documents, which are logged in the activity log and document details.
Setting up Forms:
Forms need to be activated at an organisation-level. Make sure that the Forms dashboard in Avvoka is activated before you can start creating them. If you don’t see it, please reach out to your account manager so they can look into this for you.
How to Create Forms?
1. Navigate to the ‘Templates’ tab after logging into Avvoka
2. Click on ‘Forms’ present on the left panel
3. Navigate to the ‘Add New’ button to start creating a form accessing which would open a pop-up window with the following:
Name: It is the first and foremost field where you are required to name your form.
General:
Template used to generate the response: Begin by selecting a template from the dropdown menu. This will provide the foundational structure for your response. The subsequent fields will allow you to input specific details within this framework.
Note: The form will always use the latest published version of the template.
Which party should submitter belong to: Specify the party from the dropdown menu who should receive and answer the questions on this form.
Which user should be added as an author to all generated documents: Choose the user who will be added as the author for all documents generated from this form.
Note: The list only shows users who have access to the template.
Submissions:
How will be responses generated: There are two options to choose from regarding how responses can be generated on the form:
Require new response to be generated using API: This option allows to generate responses for the created form using the Create a Form Response API call.
Allow anyone to create a new response using a link: This option allows to generate responses for the created form using the generated link.
Only allow submissions from specific email addresses: Specify permitted email addresses or entire email domains to restrict Form access to certain individuals or organizations. This ensures that only authorized users can submit responses.
To enable this feature:
Specify allowed email addresses or domains.
Enable email verification (optional).
When the option to request a user’s email is enabled, users are required to enter their email address as part of the response process. A unique verification code is then sent to that email address, which they must enter in the Form to confirm their access to the provided email.
Note: There is a checkbox ticked by default but can be unchecked by users if desired, to indicate email verification status. If the email is not verified, this will be reflected in the activity log of the generated document.
How many minutes before submission expires: Determine the duration for which the form will remain active. Enter the number of minutes users have to complete the form before the session expires
Do not require email (author participant will be used for all submissions) [Link option only]: By default, the box is not ticked, and users will need to provide their email address and accept the terms and conditions to fill out the form.
Daily limit of document generations [Link option only]: Control the number of daily responses by setting a limit (50, 100, and so on). This limit applies to submissions made through the generated link.
Track Submissions and Activity: All Forms-related submissions are tracked in the activity log, including details such as the generated document and the user's email (if provided).
Customise reached limit message [Link option only]: By ticking this option, the user will be able to provide a custom message that will be displayed when the limit of submitted responses is reached.
Display form title on the top of the page: This option helps display the Name of the form at the top of the form response page. By default, the option is ticked.
Display your organisation logo on top of the page: It displays the logo of your organisation at the top of the form response page. By default, the option is ticked.
Customise submission message: By ticking this option, the user will be able to provide a custom message that will be displayed after the form response was submitted.
Accept changes on submission: By default, the box is ticked which would help accept all changes automatically (entered answers to questions) in the document.
If the box is unticked, all entered answers in the form response will be displayed in the documents as changes.
Allow respondents to download generated document: The user would be able to download the document after submission. By default, this option is ticked.
URL to redirect users after submission: You must provide a URL address to which the user will be redirected after forms response is submitted. Make sure it starts with http:// otherwise the 'Save' button on the form remains greyed out/disabled.
The "Edit Redirect URL After Form Creation" feature allows users to modify the redirect URL of a form after it has been created, offering increased flexibility in managing form behaviour. Once a form is generated, users can access the option via the form settings to input a new URL in an editable field.
After all required fields are filled in click Save to save your form.
Open the created form and copy link/form_id within the form editor.
You can also copy the link within the main index of Forms section or directly from within the form and share it with the form respondents or host it in another location like your own website so users can self serve when needed.
Note: Only users with editing rights to the template can edit the form created for this template.
Forms Dashboard:
Once a Form has been created, you can view it in your Forms dashboard by clicking the ‘Form’s tab on the left where all the created forms are stored. You can click on the URL icon
present on the same row as the form to access the generated form as depicted in the screenshot below.
Here’s how answering Forms looks like in action:
Tracking Form-Originated Documents
All activities related to the Form, including generated documents and user emails, are logged in the activity log and document details, ensuring better traceability and record management. Users can easily distinguish between documents generated via Form submissions and those created manually. Additionally, if users were required to include their email when completing the Form, this information will also be tracked within the document details. These updates improve document tracking and organisation, making it easier to manage document sources and maintain a clear record of respondent information.
Deleting Forms:
To delete the form, click the trash button on the main index of Forms section.
The form will be deleted permanently, and the link/form_id won’t be active anymore.