What is a Secondary Intake Form
A Secondary Intake Form allows you to gather additional information after the initial intake process. You can create a Secondary Intake Form by converting any of your current Primary Intake Forms.
When to Use Secondary Intake Forms
Update Information: Allows for updates or revisions to the initial information. For instance, if new information comes to light or if there are changes in details, the Secondary Intake Form provides a way to capture these updates.
Duplicate a Transaction: To create a new transaction with additional information (e.g., when a listing goes under contract).
Below is a list of what you need to know about Secondary Intake Forms. If you just need a refresher on a specific step, feel free to jump to that section by clicking on the link to that segment.
Converting a Primary Intake Form to a Secondary Intake Form
Step 1:
Click the hammer icon and select Templates.
Step 2:
Select Intake Form Templates, choose the Primary Intake Form you wish to convert, and click Edit.
Step 3:
Scroll down and click Convert Form.
Step 4:
You have two options: Clone or Convert the Intake Form:
Clone: Creates a new Secondary Intake Form while preserving the Primary Intake Form. We highly recommend cloning your Primary Intake Form before you convert it to a Secondary Intake Form.
Convert: Changes the Primary Intake Form into a Secondary Intake Form.
IMPORTANT:
Irreversibility: Secondary Intake Form Templates cannot be converted back into Primary Intake Form Templates. Use the clone option to retain the Primary Intake Form Template.
One-Time Conversion: A previously converted Intake Form cannot be converted again.
Building Your Secondary Intake Form
Building out your Secondary Intake Form is similar to creating your Primary Intake Form. You will want to go through the different sections to make sure everything is set the way you need it.
Pro Tip!
If you cloned your Primary Intake Form before converting, all the fields, documents, contacts, form conditions, and form triggers will automatically come over to the Secondary Intake Form. This can save you a lot of time in the long run. Simply review what you have on the Secondary Intake Form and add or remove anything so that it's ready to go.
Here are a few key points to note when building out your Secondary Intake Form:
Pages
Fields: Required default fields from the Primary Intake Form, such as Address, State, City, Zip, Contract Title, Contract Status, and Client Type, are no longer required in the Secondary Intake Form.
Documents: You can choose to have the Documents page in your Secondary Intake Form so your agents can submit any necessary documents that pertain to that form.
Contacts: This section is similar to the Documents page. You don't have to have this as part of the Secondary Intake Form.
Review: If you have any details to add to the form, enter them in the available text box.
Submitted: Once the form is submitted, you can display additional text if you have any other instructions for the agent submitting the form.
Automation
Form Conditions: Add any conditions that relate to the different fields you have in the Secondary Intake Form.
Form Triggers: If you have specific actions that need to happen once the form is submitted or approved, this is where you will add them.
Settings
Assigned Agents: Assign the Secondary Intake Form to any of your agents from this section.
Internal Instructions: If there are specific things the person approving the Secondary Intake Form needs to do or know when processing the form, add those instructions here.
Settings: It's important to set up the Settings correctly before agents start submitting the Secondary Intake Form.
These include the Form Time Zone, Default Details Tab, Default Communication Tab, Date Calculation Time Frame, Skip Federal Holidays (when counting days), Weekend Roll, and Federal Holiday Roll.
Layout: Look over your layout to see if you need to sort your Secondary Intake Form sections into a new order based on what the form is about.
Default Design: If you need to add a logo or color to the Secondary Intake Form, this is where you can make those adjustments.
Duplication: You can either merge the information from the Secondary Intake Form with the existing property or create a new property with the added information (e.g., creating a separate property for a listing that goes under contract rather than merging it into the existing listing property).
For duplicated properties, you can also duplicate the Tasks, Property Triggers, Documents, Contacts, and Notes from the original property.
Accessing Secondary Intake Forms
For Agents: The Secondary Intake Form must be assigned to the agent to grant them access.
Internally: Users or transaction coordinators (TCs) need to be part of the team assigned to the transaction to access and complete the Secondary Intake Form within the property.
Submitting a Secondary Intake Form
Secondary Intake Forms are only visible from within a property. Below, you will find the options to submit a Secondary Intake Form internally or externally as an agent.
For Transaction Coordinators/Users (Internal):
Step 1:
Go to the property where you want to fill out the Secondary Intake Form. Between the property details and the property tabs is a column of options for that specific property.
Below the plus icon is the Secondary Intake Form option. Click on this to open your form choices.
Step 2:
A panel will open to the right where you can select the Secondary Intake Form you want to fill out. Click on Process to open the Secondary Intake Form.
Step 3:
The form will open in a new window. Fill out the form and click Submit.
For Agents (External):
Step 1:
Agents need to log in to their Agent Portal account.
Step 2:
Open the transaction you wish to update. Choose Secondary Intake Forms from the left side and click Start Form next to the form you want to complete.
Step 3:
This will open a new window where you can fill out the Secondary Intake Form. Once everything has been entered, review the data, and click Submit.
Approval
Once a Secondary Intake Form is submitted, it will appear on your Dashboard's Intake Form Submission widget, labeled as Secondary Intake Form Submission. You can also find it in the navigation menu under Data Requests or Intake Submissions. For this example, we will use the Data Request Dashboard.
Step 1:
From the navigation menu on the left side, click the cube icon to go to your Data Request Dashboard.
Where did it go?
Having a hard time finding the newly submitted Secondary Intake Form? Make sure you add the Secondary Intake Form Submission column so that it is visible on the right side. Also, clear any filters or Snapshots you may be using.
Step 2:
Click on Process to review the Secondary Intake Form.
Step 3:
You now have some decisions to make regarding the newly submitted Secondary Intake Form.
Compare Properties: Close the right side panel and click Compare to Parent Property to review the differences between the Parent Property and Secondary Intake Form. This is a great way to see what changed before you decide to approve or reject the Secondary Intake Form Submission.
Duplicate Property: Check the box to create a new transaction. You can also duplicate any of the following:
Tasks
Triggers
Documents
Contacts
Notes
Merge: If you do not want to duplicate the property, uncheck the Duplicate Property box to merge it with the existing transaction.
Step 4:
Once you've completed your review, click Approve Intake Form to finalize the process.
Pro Tip!
If you duplicate the property during the Secondary Intake Form process, be sure to rename the Contract Title to avoid confusion.
Linking Properties
When you duplicate a property, it will automatically link to the primary property. You now have a Parent Property (original property) and a Child Property (duplicated property). A Parent Property can have multiple Child Properties, but a Child Property cannot have multiple Parent Properties.
To learn more about linking properties, check out this article: Linking Properties.