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Creating and Managing Intake Forms in Concord

Intake forms allow you to standardize the request process by linking forms to specific templates and assigning default reviewers. This streamlines document creation and ensures the right people are notified when requests are submitted.

Step-by-Step Instructions for Creating an Intake Form

  1. Navigate to the Intake section from the left navigation panel.

    Requests tab
  2. Click on the Forms tab at the top of the page. 

    Forms tab
  3. Click the "New form" button in the top right corner.
  4. In the form creation modal, enter the following information:
    • Title: Enter a name for your form
    • Description (optional): Provide additional context about the form's purpose
    • Default assignee (optional): Select the user who will receive all requests created from this form
    • Template: Select a Concord template to link to this form

    Form creation (1)

  5. On the field configuration screen, you can:
    • Toggle fields to activate or ignore them in the form
    • Add help text to guide users filling out the form
    • Note that only fields assigned to "Any internal user" or "Anyone" in the template can be prefilled 

    Form creation (2)
  6. Click the "Create form" button to create your form.

Managing Existing Forms

  1. To edit an existing form, click on the form in the Forms list.

  2. Update the title, description, or default assignee as needed.

  3. Click Save to apply your changes.

Why does this matter?

Intake forms provide several benefits:

  • Standardize the request process across your organization
  • Ensure the right people are notified about new requests
  • Guide users with helpful instructions when filling out forms
  • Automatically populate document templates with collected information
  • Save time by eliminating duplicate data entry

FAQs

Q: Can I change the template linked to a form after creation?
 A: No, once a form is created, the linked template cannot be changed. If you need to use a different template, you'll need to create a new form.

Q: What happens if a template linked to a form gets deleted?
 A: If the linked template is deleted, the form becomes corrupted and unusable. Existing requests created from that form will still be accessible, but no new requests can be created.

Q: Will changing the default assignee affect existing requests?
 A: No, changing the default assignee only affects new requests created after the change. Existing requests will maintain their original assignee.

Q: Who can create and manage intake forms?
 A: Only users with the "Review and edit all request" permission (intake admins) can create and manage forms. Concord Administrators have this permission by default.

Q: Can I add attachments to a form?
 A: Yes, attachments can be added to forms by default. Users creating requests from the form will be able to add attachments to their submissions.