Convergence Referral/Intake Forms
Convergence is able to accept case data from a referral or intake form online, so that referring parties or potential clients can send you case information from a public web site. When a referral form is submitted, a referral record is made in the Convergence database, and email is sent to your organization. The email contains a link to a page for the pending referral. When you look at a pending referral, you are given options to approve or reject this form. You may also edit the data if it needs correcting or reformatting. No case records are written to the database until a referral is approved. This prevents garbage data and spam from being put into your case database. Any publicly available form must have its data vetted to be safe. Forms left blank will not be listed as a referral at all.
The referral form is generated from the document referral.html in the Convergence HTML directory. This will eventually become a template based document once referral features are integrated with Convergence template functions. This manual page will be updated accordingly when this is done.
To view a list of referrals or intake forms for your organization, click 'Referrals' in the popup menu. If your admin user has changed it, there may be a different name in teh menu, such as 'Intake Forms'.
In the list, the links under 'Form Type' and 'Date and Time' will link you back to a page containing the actual referral data, with options to approve or reject if this referral isn't already approved. If a referral is approved, the client name in the 'Case' column is linked to the case that was made from that referral.
The referral status is Open if it has been neither approved or rejected, Approved if it has been approved and a new case made from it, and Rejected if a Convergence user has rejected the referral.
If a referral in the list was for the current case, that entry shows up with an orange highlight.
Below is a sample form that you might see when viewing an open referral. The Diaz & Company name and information would be replaced with your organization's information, entered by the admin user in Admin Preferences.
If you view a referral form that is approved, you will see a notification of what case was made from it, and a link back to Convergence, which will go back to the referral list.
If you view a referral that has been rejected, you will see a header like the one below. If the referral was incorrectly rejected, there is a button to make a case from it anyway.
The public referral form appearing as referral.html in Convergence's documents folder on the Convergence server may be pasted into any web page, and integrated into your company website as needed. Take care to be sure that the HTML form tags are included in any modified versions of the form that may be created. The file referral.html is still needed to generate the view to approve or disapprove. If this is modified for your organizaton, be sure to make a copy of the original document first.
When someone on the web fills out a referral form, Convergence echos back the form with a message 'Your referral information has been sent to Company Name for evaluation. Thank you.' where 'Company Name' is your organization's name. If a form is incorrectly filled out, it may be echoed back with an error message. The admin user can choose to have these results appear inside a web page in your company web site. Create a page for your web site containing the substitution tag [content-area] and the results will be placed where the tag is. The referral form has an entry in the Convergence database to point the results to this special page.
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