Questionnaires User Guide
Introduction
The Redbrick Portal is a feature that uses online documents capability allowing clients of firms to complete online questionnaires. Once a client has completed and digitally signed a questionnaire the form is pushed back via a Notification which can then be imported directly into the Redbrick matter, including the ability to push answers directly into the database (for example, client name and address information, NI Numbers and/or data linked to other fields).
Administrators have the ability to create questionnaires as well as amend existing ones. There is a separate Help Centre article for Administrators on how to do this.Submitting a Questionnaire
There are two ways to submit a questionnaire: manually, or by task trigger.
From within the Documents section of a matter, when you wish to manually send a questionnaire to the client(s), select the New Questionnaire option
Once selected you will be presented with a New Questionnaire prompt. From here you can use the two drop down menus to choose which questionnaire to send from those saved in your system (under 'template') and to whom the questionnaire is to be sent (from individual client contacts on the matter to an 'all' tick box). You can also select how the client is to be notified that they have been sent a questionnaire (if at all).
Once you click 'send' the questionnaire will be uploaded to the Redbrick Portal in order to be completed. It will sit in the 'questionnaires' section of the portal showing as 'New' when each client contact logs in to their portal account.
Once you send the questionnaire you may be prompted to perform a 'synchronise upload'. If you select 'yes' then Redbrick will perform a specific upload function to push the questionnaire out to the client immediately. This should be a very quick process. Otherwise if you select 'no' then the questionnaire will sit within the matter until the next scheduled synchronisation, which is typically between 15 minutes to an hour depending on your firm's settings.
Once the questionnaire has been sent a record will be stored as a file note that confirms which questionnaire template was used and to whom.
If you have questionnaires set as task triggers then the same process as described above will instead be triggered by ticking the applicable task. Aside from not needing to click on the 'new questionnaire' button, the process is the same. The difference is that the trigger will have pre-set options for you (i.e. picked the questionnaire, default recipient, and client notification method). If necessary you can override the default pre-sets before sending the questionnaire.
Receiving Completed Questionnaires
When a completed questionnaire is received you will be notified within Redbrick by the questionnaire notification icon in the bottom status bar.
If you are already in the matter, the questionnaire relates to the icon showed above in the 'This Matter' section will be coloured in with a notification dot. The right 'All Matters' section will show all questionnaires received and ready for import, regardless of which matter you are in.
When you click on the icon, the list of available questionnaire for import will be presented. You can select the one(s) you want and import them by clicking the 'Import Results' button. If you are looking for a specific questionnaire you can use the filter button, or search using the search bar above each column as per standard Redbrick functionality. If you are not in the matter and open the notification from the All matters area, you can highlight a result and use the 'Open Matter' options to load the matter without having to search for, and open it, first. You do not need to open the matter to proceed however, you can choose to Import the Results without doing so if you do not need to take further action (like tick/complete a Task).
You may choose to dismiss a questionnaire response (if, for example, it is an accidental duplicate) by clicking the Dismiss button.
Further details of each response can be viewed by clicking on the Details button.
Import of Questionnaire Responses
When the response is imported initially, you will be presented with a Questionnaire Response window which represents the questionnaires questions, including the responses.
Clicking OK will import the results into any linked fields in your database. Alternatively you can use the Override buttons to make edits to obvious mistakes (like typos or spacing), or to Reject the answer to question(s) entirely.
Once the OK button is clicked you will be presented with a message to confirm that the questionnaire has been imported.
Documented Record
Once the import process is complete a PDF or Excel spreadsheet will be created (depending on your system settings) and listed in the documents areawhich will contain the questionnaire responses for audit and records.
Example of Excel result:
Example of PDF result:
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