Tip #249 - Set User Preferences To Be Notified When Client Updates Shared Forms

The Shared Forms function will allow clients to update information directly in SmartAdvocate. This feature is especially useful in Mass Tort cases where you will need updated or additional information as circumstances change, or where you are required to collect new information not previously anticipated. The “Shared Forms” feature allows you to create UDFs (User Defined Fields) on specific pages. Access to the designated page(s) is shared with the client through a secure link where the client updates the information in real-time.

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The link to the Shared Form can be sent to the client individually on a case-by-case basis or can be sent to many clients in bulk using Case Browse.[1]

Since the client can update the Shared Form(s) at any time,[2] you may want to be notified when such updates are done (to take additional steps or actions, for example). You can set your User Preferences to receive notifications of any change to the Shared Form and the notifications will be sent to you via email.

How To Change Your User Preferences To Allow Notifications:

1. Click on your name in the top right corner of any page in SmartAdvocate (there is a hyperlink labeled “Welcome [name]”.
   
   

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2. Click the “User Preferences” tab to open the page where you will set your desired preferences.

3. Check the radio button for “UDFs are updated by client in my cases.”

4. Click the “Save” button to save your selections. You will need to log out and log back in to SmartAdvocate for your changes to take effect.

If a Shared Form is updated by a client (and you are assigned to that case) you will receive an email notification of the change.

There are two links in the email notification.

• The “See Changes” link will open the case and take you to the Shared Form Page

• The “Visit case #xxxxxxx – [case name]” link will open the case to the Summary Screen.

[1] The links can be password protected if sent on a case-by-case basis. Links sent in bulk do not have the password feature.

[2] The link to the Shared Form will have an access window that you set (expiration date) which will allow the client unlimited access to the form during that period.