Clio Draft: Questionnaires

Clio Draft Questionnaires are designed to collect information from clients and automatically populate documents that you draft for your matters. After creating a Questionnaire Template in Clio Draft, you can send it to your client to gather various information for any kind of legal documents about their matter. Once your client submits the completed questionnaire, the information they provided will be available for use during document drafting, saving you time when gathering client information.

Create questionnaire templates

When creating a questionnaire template from existing forms and Word templates, Clio Draft will automatically organize sections, including questions from document fields, an "Introduction" section at the beginning of the questionnaire form and a "Thank you" section at the end. You can edit the copy for both of these sections and add your own custom sections. You can also add your firm's logo or branding before sharing the questionnaire with your client.

1. Go to Questionnaires and then select the Questionnaire Templates subtab.
2. Click Create questionnaire template.
3. Enter a distinguishable name for the questionnaire template and then click Continue.
4. Select one of the Sets, Court forms, or Word templates subtabs to add the forms and/or Word templates that you need, and then click Continue. 
5. Optional: Under Sections, click New section to add a new section to the existing template. You can also click the three dots next to an existing one and select Edit.
6. Optional: To edit a question, click the pencil icon that represents Edit. To delete a question, click the trash can icon that represents Delete.
7. Next to the Introduction Section and Thank you, click the pencil icon that represents Edit to change the copy for these two sections.
   • Your client will see the Introduction Section when they start the questionnaire, and they will see the Thank you section after submitting their questionnaire responses.
8. Optional: Under Select a document, choose a document to preview the fields and mapping on your forms or Word Templates.
9. Click the Style subtab at the top to upload your firm's logo or branding.
10. When you are ready to share the questionnaire with your client, click Share and then select the client's matter.
11. Click Generate Link and then share the link with your client by email or text.

Customize questionnaire templates

When you create a questionnaire template, you can add sections to organize and group questions for your clients. If you are building a questionnaire template for a Word document or need to customize sections, you can review the steps below.

1. Go to Questionnaires and then select the Questionnaire Templates subtab.
2. Click Create questionnaire template.
3. Enter a distinguishable name for the questionnaire template and then click Continue.
4. Select one of the Sets, Court forms, or Word templates subtabs to add the forms and/or Word templates that you need, and then click Continue. 
5. Under Sections, click New section to add a new section for relevant questions. You can also click the three dots next to the existing Untitled Section and then select Edit.
6. Enter a name and description to help your client understand the questions in this section, and then click Save.
   • If this is your first custom section, you cannot enable Display Logic. You can enable this option for subsequent custom sections. See step 10 to learn more about conditions.
7. Under the newly created section, click New question or the plus icon representing New question and then select the type of question from the list.
   • Short text: This is for short-form data where you need your client to enter short text such as names, addresses, etc.
   • Long text: This is for long-form data where you need your client to enter paragraph text. Long text questions do not retain formatting on the populate page.
   • Date: This is for date selection and formatting.
   • Single-select: This is for multiple-choice options where you need your client to select an option from a list or dropdown.
   • Multi-select: This is for multiple-choice options where you need your client to select more than one option from a list or dropdown.
8. After selecting the question type, add details about the question and then click Save.
   • Enter a title and an optional hint to help your client determine what you are asking for.
   • If you selected the Single-select or Multi-select question types, enter the options your client can choose from.
     • For Microsoft Word templates: If you are using Word templates created using the Microsoft Word template builder, you can use the same options as in your template. To do this, map the question types to the appropriate Single-select or Multi-select field from the template. The same options will be created in the question. 
   • Under Settings, toggle on Required if you want your client to be required to complete this question before submitting the questionnaire.
   • Under Mapping, select a field from the forms and/or Word templates in your project if you want to map the question to that field. The data your client enters in this field will then automatically populate the corresponding field in the form and/or Word template.
9. Optional: After saving a question, you can edit or delete it from the section if necessary. To edit a question, click the pencil icon that represents Edit. To delete a question, click the trash can icon that represents Delete.
10. Repeat steps 7-9 for any subsequent sections. When adding additional sections, you will have the option to toggle on Display Logic to add conditions for the questions in the section.
    • Once you toggle on Display Logic, you can create conditions to show or hide this section based on the previous questions. Conditions are statements that let you tell the questionnaire what section to show or hide depending on your client's responses to previous questions. 
    • Under IF, select a previously created question, the trigger type, and then enter a conditional value. You can add more conditions by clicking +AND/OR. The trigger types vary depending on the type of question and are not all available on the same question type.
      Trigger types

      • equals: Use this trigger if you want this section to appear if your client's response to this question equals a specific value. 
      • does not equal: Use this trigger if you only want this section to appear if your client's response to this question does not equal a specific value. 
      • contains: Use this trigger if you only want this section to appear if your client's response to this question contains a specific word, phrase, number, or option.
      • does not contain: Use this trigger if you only want this section to appear if your client's response to this question does not contain a specific word, phrase, number, or option.
      • contains only: Use this trigger if you only want this section to appear if your client's response to this question only contains a specific word, phrase, number, or option.
      • is on: Use this trigger if you only want this section to appear if your client's response to this date question happens on a specific date.
      • is not on: Use this trigger if you only want this section to appear if your client's response to this date question does not happen on a specific date.
      • is before: Use this trigger if you only want this section to appear if your client's response to this date question happens before a specific date.
      • is after: Use this trigger if you only want this section to appear if your client's response to this date question happens after a specific date.
      • is before or on: Use this trigger if you only want this section to appear if your client's response to this date question happens on or before a specific date.
      • is after or on: Use this trigger if you only want this section to appear if your client's response to this date question happens on or after a specific date.
11. Next to the Introduction Section and Thank you, click the pencil icon that represents Edit to change the copy for these two sections.
    • Your client will see the Introduction Section when they start the questionnaire, and they will see the Thank you section after submitting their questionnaire responses. 
12. Click the Style subtab at the top to upload your firm's logo or branding.
13. When you are ready to share the questionnaire with your client, click Share and then select the client's matter. 
14. Click Generate Link and then share the link with your client by email or text.

Share questionnaire templates

After creating a customizable questionnaire template, you can copy and paste the generated URL link to an email or text to share with your client. Your client can complete the questionnaire on any device. When your client enters their responses and submits the questionnaire form, you can review the responses and save them to the matter for use when drafting documents.

1. Go to Questionnaires and then select the Questionnaire Templates subtab.
2. Find the questionnaire template that you want to share.
3. Hover over the questionnaire template and then click Share.
4. Select your client's matter and then click Generate Link.
   • If you have already created a link for the questionnaire, click View and then click Copy link in the blue banner. You can now share this link with your client.
   • To generate a new link, click Generate Link. Copy the newly generated link and then share it with your client.

Edit, duplicate, rename, or delete questionnaire templates

After creating a questionnaire template, you can edit, duplicate, rename, or delete it at any time.

• Edit: Any changes made to the questionnaire template will not automatically affect the live questionnaire if it is shared with your client. If you need your client to complete an updated questionnaire template, you will need to generate a new URL link and then share it with your client. Previous links will become invalid.
• Duplicate: Duplicating the questionnaire template will not impact the live questionnaire. Duplicating creates a copy of the original questionnaire template, saving you time on similar questionnaire templates for other clients. 
• Rename: Renaming the questionnaire template will not impact the live questionnaire.
• Delete: Deleting the questionnaire template will not impact the live questionnaire. This means that if your clients submitted their responses to the questionnaire, you can still view them and save them to the matter, but you cannot view the questionnaire template once it is deleted.

View live questionnaires and statuses

Once you generate a link for a questionnaire template, it will exist as an item under the Live Questionnaires subtab, where you can check whether a client has responded to the questionnaire or not and view responses your client is entering. A live questionnaire can have one of four statuses:

• Not started: A shareable URL has been created, but the client has not started completing the questionnaire.
• In progress: A shareable URL has been created. The client has started to complete the questionnaire, but they have not submitted their responses. Firm users can read the client's responses but cannot edit them.
• Needs review: The client submitted their responses. Firm users can review, edit, and finalize the responses for document drafting.
• Completed: After the responses are reviewed and edited, they can then be saved to the Clio Draft matter. Once responses have been saved to the matter, they cannot be edited. At this point, the live questionnaire is said to be completed, and the client's responses can safely be used to draft documents.

To view live questionnaires and their statuses:

1. Go to Questionnaires and then select the Live Questionnaires subtab.
2. Scroll through the list of live questionnaires to view the status of a questionnaire, or click the questionnaire name to view whether your client has responded to the questions. 

Review and edit live questionnaires and save responses

Once your client submits their questionnaire responses, you can review the responses, save them to the matter, and then use the responses to draft documents for the matter. Once you review and save the responses to the matter, you cannot edit them again. The saved responses will be available on the matter's page and populate page. They can be mapped directly to document templates or court forms in Clio Draft.

1. Go to Questionnaires and then select the Live Questionnaires subtab.
2. Find the questionnaire that your client submitted.
3. Hover over the questionnaire and then click View live questionnaire.
4. Review your client's responses and make any necessary edits.
5. Click Save responses to matter when you are finished.

Rename and delete live questionnaires

After sharing a questionnaire template with your client, you can rename or delete the live questionnaire at any point. Renaming or deleting the live questionnaire will not impact the questionnaire template.