Creating an Online Contact Update Form

Creating an Online Contact Update Form

Overview

Sumac’s Online Forms feature in the Case Portal allows organizations to create secure online forms for existing contacts.
These forms are commonly used for:
  1. Contact information updates
  2. Intake updates
  3. Consent forms
  4. Assessments
  5. Release of liability forms
Info
Update Forms are designed for contacts that already exist in Sumac (not for creating new contacts).

Step 1: Open the Case Portal

  1. In Sumac Desktop, navigate to:
    Case Management → Case Portal

  2. The portal will open in your browser and automatically log you in.

Step 2: Access Online Forms

  1. In the left navigation panel, click the Online Forms icon
    (document icon)

Step 3: Start a New Form

  1. Click New Form (top-right corner)

  2. Select:
    Start from scratch


AlertTip
Avoid templates unless they match your form requirements exactly.

Step 4: Build the Form

The form builder toolbox appears on the right side.

Toolbox Sections

Features (Mapped Contact Fields)

Use Features to map form fields directly to existing contact record fields, such as:

  • Birthdate

  • Email

  • Address

Fields are grouped by Contact Record tabs:

  • Basic

  • Residence

  • Intake


Generic Fields (Custom Questions)

Use Generic Fields to add custom questions, such as:

  • Text input

  • Date fields

  • Checkboxes

  • Dropdown menus

Static Elements (Formatting Tools)

Use Static Elements to improve form readability:

  • Headers

  • Paragraph text

  • Links

  • Images

  • Dividers

  • Spacers

Step 5: Add and Arrange Fields

  • Click the + icon to add a field

  • Drag and drop fields to reorder the form layout

  • Step 6: Configure Field Settings

  • For each field:

    1. Click the gear icon ⚙️

    2. Configure options such as:

    • Label / sublabel

    • Placeholder instructional text

    • Mandatory vs optional

    • Default values

    • Half-width or full-width display


    WarningImportant: Configure field settings before saving.
    Unconfigured fields may cause the form save process to fail.

  • Step 7: Preview the Form

  • Click Preview Form to test how the form will appear to clients.

  • Step 8: Adjust Form Settings

  • In the Settings panel, you can:

    • Customize the thank-you confirmation message

    • Enable Save as PDF (recommended)

    • Add internal email notifiers for submissions

    • Adjust design colors if desired

    • Step 9: Save the Form

    • Once complete, click:

      Save Form