Send to one or more recipients via email

On the New Request page, fill in the following fields to enter the recipients and message for your request:

• Case: If you click the Add [Form Type] button or “+ Add ” button on a case's page, the “Case” field will be automatically populated when the New Request page is loaded. However, if you access the New Form page from the Forms Grid page, you will need to manually select a case for the request with the “Case” field.
• Send To: enter the email addresses of the individuals that you want to fill in the form. As you start typing, you will see a dropdown of the case's parties. Click an email in this dropdown to send your request to that party. 
  • If you are not sending the request to a party, type in the full email address and hit Enter or Return on your keyboard. However, your administrator may have configured this form so that you can only send requests to the case's parties.
• Subject: type in the text to use as the email subject. 
• Due Date: set the date by which the recipients must submit the request. If a recipient does not complete the request before the due date, the request will expire and the recipient will no longer be able to access the form.
• Send Email Reminder: you can choose to send an email reminder to the recipients to complete the request. If so, select the number of days before the due date that Case IQ should send the email reminder.
• Standard Response: you can select a standard response to populate the request message with a template if your System Administrator has configured standard responses for your application.
  • Administrators can see Add, Edit, or Delete a Standard Response to learn how to configure standard responses.
• Request Message: type in the main text of your email. We recommend providing the recipients with context and instructions for your request. Use the text formatting options as needed. You can enter a maximum of 10,000 text characters in the request message.

When you have finished filling in the request details, click the Send button to email the form and your message to the recipients. Case IQ will create a separate request record for each recipient to track when a request has been sent, resent, submitted, declined, completed, or cancelled. Learn more about monitoring requests in Edit, Resend, Cancel, or Delete a Request.

Complete on behalf of someone

After loading the New Form page, you can fill in the required fields and other necessary information from the external party. We are using a sample “Witness Statement” form in the video below to demonstrate how to add a response, but the fields in your application will differ. The "Case" field is required for all responses, which will be automatically populated if you clicked the Add [Form Type] button or “+ Add ” button on a case's page to load the New Form page. However, if you access the New Form page from the Forms Grid page, you will need to manually select a case for the request with the “Case” field.

When you have finished filling in the form, you can click the Save button to create the response. You can also use the “Save and Copy” option in the Options () button menu to quickly add another response for the same case. The original response will be saved and another New Form will be loaded. All values that you entered in the previous form will be copied over to the current New Form.

Link a Response to Another Record

When adding a response on someone else's behalf, you can immediately link it with another record, such as a party, note, or file, for the same case to show a connection. For example, you could link a response to one of the case's to-dos to show it was an investigation task. You can link a response on the New Form page using the following steps:

1. Click the Link () button on the New Form page.
2. In the "View all linked records" pop-up, click the Link Records button. 
3. Select a "Record link type" for the link. The link type indicates how these records are related to each other.
   1. Administrators can configure the available record link types in Settings, see Add, Edit, and Delete Record Link Types for details.
4. Select one or more records to link to the response. You can link up to 50 records with the response at once.
5. When you have finished choosing the record link type and records, click the Link Records button. 
6. The links will be created after you save the New Form page. When the links are available, they will be displayed on the response's page, the other record's page, and the case's page under the Links tab. You can now close the "View all linked records" pop-up and continue filling in the New Form page.

You can add and edit more links after creating the response. Refer to Link a Case's Records for details on editing and deleting record links.