Setup Custom Intake Forms (Power User)
Coheso’s Work Management System (WMS) allows power users to set up custom intake forms. These Intake Forms provide business users with structured request templates they can fill out to make requests of the legal department. Custom forms ensure that the legal team receives all the necessary information for each request type upfront.
Accessing the Intake Forms Section
To get started, navigate to Intake Forms in the WMS interface. Click the Intake Forms on the left sidebar menu. This will open the Intake Forms management page, where all existing legal intake forms are listed.
On the Intake Forms page, you will see any forms that have already been created. By default, one general legal intake form is included - “General Question to the Legal Department” is provided as a default form.
Creating a New Intake Form
To create a new custom intake form, click the Create Form button at the top right of the Intake Forms page. This opens the Edit Intake Form, where you will configure the form’s details and fields.
Selecting the Associated Board
In the Edit Intake Form, start by selecting the Board (topic board) that this intake form relates to. The Board ties the intake form to a specific category (e.g., Contract & Commercial, Compliance, etc.). Choosing the appropriate board helps categorize incoming requests.
Naming the Form and Setting Ownership
Next, enter the basic information for the form at the top of the editor. Provide a descriptive Form Name and a brief Purpose for the form. The Form Name is what business users will see when selecting a request type, and the Purpose can be a description. You’ll also see Form Owner, which is the user or team responsible for this form. The Form Owner field is primarily for tracking who manages the form and is automatically populated with the current user’s information.
Assigning a Default Assignee
You can optionally assign a default Assignee for requests submitted through this form. If you want all incoming requests from this intake form to automatically be routed to a specific legal team member, select that person in the Assignee dropdown. This means any request submitted via this form will be initially assigned to the chosen person. If you do not select an assignee, requests will come in unassigned, and you can assign them manually after submission. It’s fine to leave this blank if different requests will go to different people or if you prefer to triage assignments manually.
Understanding Default Fields
Every new intake form includes one mandatory field by default: Requested Due Date. This date field is automatically part of all forms and cannot be removed, ensuring that the requester provides a target date by which the work is needed. The Requested Due Date field is always required (the business user must pick a date before submitting the request). In the form editor, required fields are indicated with a toggle in the Required column (set to ON for this default field).
Adding Custom Fields to the Form
After setting the form’s general details, you can define additional fields to capture the information you need from the requester. Under Information to be collected, you can build a list of questions/fields for the business user to fill out.
To add a new field, click the + Add Field button at the bottom of the form builder. Each time you click Add Field, a new blank field entry will appear in the list. You can add as many custom fields as necessary to capture all relevant data for this request type.
For each new field, fill in the details. Start by entering the Field Name, which is the prompt or question the business user will see. You can also provide Instructions (optional) – helper text that will appear to the user to clarify what information to provide. For example, a field named “Background” might have instructions like “Provide additional context on the request or any relevant details.” The Field Name and Instructions you enter will be visible to the requester on the form.
If the field is mandatory for all submissions, toggle Required to Yes for that field. Marking a field as required means the business user must fill it out before they can submit the request (the form will not submit if the field is left empty). Fields left as optional (not required) can be skipped by the user. Use required fields for information that the legal team absolutely needs for every request of this type.
Each field can be one of several Field Types, chosen from the dropdown menu. The Field Type determines what kind of input the user will provide. Available field types include: Text (free-form text input), Date (a date picker), File (file upload attachment), Number (numeric input), Header (a read-only text block used to display a section heading or description on the form), Dropdown (a single-choice dropdown list with options you define), Yes/No Dropdown (a preset dropdown for a Yes or No choice), and Multi-Select Dropdown (a list that allows selecting multiple options). Choose the type that best suits the data you need from the user. For example, use a Dropdown for a question like “Select Type of Counterparty” with options (Vendor, Client, etc.), use a Yes/No Dropdown for a binary question, or use a File field to allow the user to upload a document.
Repeat the add field process for each piece of information you want to collect. The form builder will list each field you create in order. You can continue clicking Add Field to include all necessary fields.
Adding Conditional Logic (Field Conditions)
Coheso’s intake form builder allows you to create conditions for fields, meaning certain fields can be shown or hidden based on the user’s responses to previous questions. This is useful for keeping the form streamlined - the requester will only see follow-up questions that are relevant to their situation.
To add a condition, click the Show Conditions button on the field that should appear conditionally. After clicking this, you can define the rule that controls the field’s visibility (for example, “Show this field only if Field X’s answer is Y”).
In the example shown, we added a field called “Please attach the counterparty form” (File upload type) that should only be shown if the business user answered “No” to a previous question “Have they agreed to use our template?” We accomplished this by clicking Show Conditions on the file upload field and setting the condition: Show this field only if “Have they agreed to use our template?” is “No.” Now, if the requester selects “No” for the template question, the form will display the file upload field prompting them to attach the counterparty’s form; if the requester selects “Yes,” that file upload field stays hidden.
Saving and Publishing the Form
Once you have added all the necessary fields and configured any conditions, click Save to save your intake form. (The system also auto-saves your progress frequently in the background) After saving, your new form will remain in Draft status until you publish it.
When you are done editing and are ready to make the form available to business users, click Publish Form. The form’s status will change from “Draft” to Published, and a green “Published” label will appear next to it on the Intake Forms list. Publishing the form means that business users can now see and select this intake form when submitting requests. (If you are not yet ready for users to use the form, you can leave it as a draft - it will not be visible to end users until published.)
Managing Intake Forms (Modify or Delete)
After publishing, you can always manage your intake forms from the main Intake Forms page. Each form entry has actions on the right side: Modify and Delete. Click Modify to reopen the form builder and edit the form’s configuration or fields. This allows you to update the form over time (for example, add a new field or change options in a dropdown) – note that if the form is already published, modifications you save will update the form for new submissions going forward. Click Delete to remove an intake form entirely if it’s no longer needed. Deleting a form will remove it from the list and it will no longer be available for new requests (any requests previously submitted through that form are not affected).
Using the Custom Intake Form
Once your custom intake form is published, business users will be able to use it to submit requests via the Coheso chat interface. When a business user initiates a new request, they can select your new form from the Select Intake Form dropdown.
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