NextAgency can help you quickly obtain the consent forms required by federal regulation. This article explains how to use your consent form workflows to send forms and track them.
The Required Form field on a case decides when a consent form workflow sends a form. If you haven't set up a workflow yet, see Set-Up Consent Form Workflows. Prefer to watch? See the Sending Consent Forms with Workflows video.
Setting the Required Form Field on a Specific Case
- Open a case. Click the Edit icon in the Details section of the Summary tab.
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In the Required Form field, choose the form the client needs, for example Required (Consent to Contact) or Required (Scope of Appointment / PTC).
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A Send Form field appears. Choose E-Sign Form to email a link your client signs online, or Consent Form to email a fillable PDF. Only the options your active workflows use are listed.
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Click Save & Continue.
When the workflow runs, the form is emailed to your prospect or client, and the Required Form field changes to Sent.
Setting the Required Form Field on Multiple Cases
On the Cases/Policies page, select the checkbox next to each case you want to update. Click Bulk Actions and choose Set Required Form Status. Choose the status and the Send Form option, then click Proceed. The Required Form field applies to individual cases only, so group cases are skipped.
Tracking Forms on the Compliance Tab
Each form sent by e-signature is listed on the case's Compliance tab, with its status, form name, agent, sent date, completed date, and the number of days it took to complete.
- A form starts as Open. When your client signs it, the status changes to Completed, and the signed form is saved to the case's Files tab.
- To see when the form was sent, opened, and signed, and who signed it, click Actions, then View.
- For a form you collect another way, such as a signed PDF returned by email, click New to add a record yourself.
IMPORTANT NOTICE: Forms sent as fillable PDFs can be completed on your prospect's or client's computer, but they must print, sign, and return the PDF to you. Sending PDF forms is free.
For more information or assistance, please contact our support team.