Questionnaire Setup (Administrator)

Creating a Template Questionnaire

Questionnaires are created on a matter type by matter type basis. First, open the options menu and navigate to the matter type you wish to create a questionnaire within and click 'add'.

Basic Layout

The New Questionnaire Template window will open so that you can build your questionnaire. Ensure you give it a name in the 'Template Name' section.

Each template consists of 'Pages' (which the client will navigate between on filing out the questionnaire) and 'Rows' (which constitute the lines of questions on the page). There is a core setting that controls the maximum number of rows and pages that can be set. Use the Add Page and Add Row buttons on the right of the editor to create as desired.

If your questionnaire needs to exceed these limits then contact your Business Consultant to ask for them to be increased.

Write into each row the applicable questions. You will need to set a 'type' to dictate how the question will present and be answered. The types available are:-

1. Checkbox - i.e. a yes / no tickbox field, or a list of options the client can tick
   
2. DateTime - for the user to select a date response
   
3. Label - presents as pure text with no action required from the client
   
4. Select - Will present as a dropdown selection box. You should enter your options into the Values column separated by commas and no spaces. i.e. Yes,No,Not Applicable
   
5. Textbox - Presents a single line textbox for the client to free type into
   
6. Textbox (Multiline) - Presents a larger textbox for the client to type longer answers into
   
7. CustomList - These link to specifically designed customisation that may exist within your database. It is very unlikely you will need this but if unsure please check with your Business Consultant.
8. URL - Whatever URL you put into the Values column will be converted into a hyperlink for the client to click on within the questionnaire.

You can reorder these questions by using the 'Select' column textboxes and the 'move up' and 'move down' buttons on the right of the editor. Similarly you can re-order the pages by dragging and dropping them to the desired order.

Lastly, rows can be copied and pasted into another page, or another questionnaire entirely. Again, tick the 'select' boxes for the applicable rows and select either Copy Rows or Cut Rows. This puts the background data onto your clipboard. Now navigate to your paste location and select 'Paste Rows'. 

When you copy or cut rows the 'code' is put into your clipboard. Therefore be careful if you 'cut' that you don't copy something else before pasting, as this will wipe your clipboard of the data

If the 'paste rows' button is greyed out, then either tick to select an existing row, or (if the page has no rows) create one and tick it. The 'paste' button should now have appeared.

Using Tokens

You can use tokens within the questionnaire rows for two purposes: to pre-fill the questionnaire with information from your matter; and / or to insert the client's inputted response directly into your matter when the questionnaire is returned.

Use the 'Token' button to open the Insert Token window navigate to the token you wish to use.  

For further reading on tokens, read our guide on using Custom Fields and navigate to the 'Using Custom Field values in tokens' heading

Any row question that you link to a field (custom or otherwise) will then push the client's response into that field once you later import their returned questionnaire (more on this later). In addition, regardless of what type of row 'type' you have selected earlier, if you link to a field the type will auto update to the same type as the field.

For example. if you have selected 'Text' as your type:

But you then select to link it to a 'date / time' field...

...the row will auto update to a date / time field type.

This can be particularly helpful if you have a 'Selection' custom field type, as the values will also auto populate with the values already set against that custom field.

Controls

Questions - Fill From Token

If you want the assist the client by pre-filling some of the information from your database (such as name, or property address) then tick the 'fill from token' button on that row. It will then present to the client as already completed, although they will have the opportunity to overwrite it (and thus have their edited response potentially overwrite what is in your matter when the questionnaire is returned).

Questions - Readonly

This section becomes available if you select 'fill from token' and ticking it will prevent the client from changing the pre-filled information. There may not be many uses for this, but if you wanted to pull some data from your matter to present to the client but prevent them from being able to overwrite it with a reply then you could use this functionality.

Questions - Required

If 'required' is ticked then the client will not be able to submit the questionnaire unless they have provided a response to the question. This is useful for key pieces of information such as 'National Insurance Number'. 

Beware of overusing 'required'. If, for example, you set the 'National Insurance' question for both client 1 and client 2 to 'required', then if there is a transaction with only one client they will not be able to complete the questionnaire.  It is recommended that any areas you create for more than one party on the client record are only set as 'required' against client 1 to avoid this scenario.

Online Signing - Signatures Required

You have three options. You can either:-

1. No signature required
   
2. Any one client may sign the questionnaire for everyone (regardless of how many clients there are)
   
3. All clients must each sign the questionnaire

If you select 'All parties are required to sign' then each client / party will require their own Redbrick Portal log in. If one client completes the entire questionnaire and saves their progress, then their answers will be present when the second client opens it (and therefore all they will need to do is sign).  Note** Once one client/party has signed, no other changes can be made to the form by any other client/party - they can only check the details added so far.

Sending Questionnaires

Once you have created your questionnaire as above, you either send it manually or as a trigger. 

Manual Submission

In the Documents Screen, select 'New Questionnaire'

This will present you with a New Questionnaire box

From here you select the Questionnaire you want to send from the Template drop down. You then select who you want to send it to (either individual clients or all of them). Finally you select how the client is to be notified from the options presented. 

If you select None then the Questionnaire will still upload to the portal ready for completion, but the client(s) will not be directly told of the same by this process.

Depending on your system settings, once you select 'send' from the New Questionnaire box you will be presented with the following message:

If you select 'Yes' then the Questionnaire will be immediately pushed to the portal ready for client completion. If you select 'No' then the questionnaire will sit on your system and wait for the next firm wide data synchronisation before being pushed to the portal. The frequency of these vary by firm but is typically up to once an hour.

Once the Questionnaire is sent a record will be stored as a file note within the matter document screen which describes which questionnaire was used and to whom.

Trigger Submission

The sending of a questionnaire can also be instigated by a triggered action, for example on a task template. Navigate to your desired task and edit the task template to open up the option to do so.

From here you can set the default options presented to the user when they tick the task and are fired into the New Questionnaire window. 

In the example above I have set the questionnaire template, default recipient, and contact method. This will result in the same selections being in place when the user ticks the task the trigger is attached to.

Whilst setting the task trigger will allow you to set the defaults, the user will be able to override these when presented with the New Questionnaire window by making alternative choices.  It is worth considering when to notify a client/party if multiple questionnaires are being actioned.  For example if 4 questionnaires are to be sent, rather than notifying after each one it may be better to select None in the Notify Client Via area until the last one is actioned.  This avoids multiple messages going to each party after each Questionnaire is triggered (manually or via a task trigger).

Processing Questionnaire Response

Once the client has completed and signed the questionnaire on the Redbrick Portal it will then be pushed into your system. Depending on your notifications settings, you may get a pop up alert notifying you of the returned Questionnaire in the status bar at the bottom of Redbrick. In any event the Notification symbol will fill with colour and have a red dot to show something is waiting.

If there are multiple questionnaires available, you can filter by matter Fee Earner to narrow the search by clicking on the filter button.

Redbrick will remember your filter. So remember to turn it off once you are done!

You can also filter by typing into the search bar at the top for any column, as per the rest of the Redbrick system.

Questionnaires can be dismissed (if not needed) or imported. When selecting to import you will be presented with a box which represents the questionnaire, including responses. You can choose to reject client responses via the Reject checkbox (if they are clearly wrong or in the wrong place), or override via the Override checkbox (for example, to correct obvious typos).  Clicking the Override button will allow the answer field to become editable.

Once all the responses have been reviewed and the you are happy with the content, click the OK button. You will then be presented with a pop up confirming the changes have been imported (unless you have chosen to supress this in your My Account section)

Once the import process is complete, either a PDF or Excel spreadsheet will be saved into the Documents screen (depending on your system settings) which contains the questionnaire responses for audit purposes. As described earlier, the importing of the questionnaire will have pushed the client's responses into any tokened fields (unless you rejected them earlier), saving you lots of time with data entry. 

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