Unity Create New Enquiry from Smarter Drafter

Overview

This feature allows you to seamlessly create new Enquiries in your Unity Practice Management System directly from forms filled within Smarter Drafter. By integrating these two platforms, we eliminate the need for manual data entry and reduce the risk of errors, saving your team valuable time and ensuring a smooth, efficient workflow. 

Now, as soon as a form is completed in Smarter Drafter, the relevant information can be automatically pushed to Unity, instantly generating a new Enquiry and keeping your client management system up-to-date with minimal effort.

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Getting Started

• Plan your automation

Understand which fields you may want to build and the corresponding field it relates to in the Unity Enquiry object.

The purpose of this is to ensure that the automation is properly designed and gather the required information that may be necessary from Unity.

• Build Smarter Drafter Form with the fields corresponding to the Unity enquiry

Create a new form in Smarter Drafter, by defining the appropriate sections, fields, field names and ensuring each field has a field alias. 

Either a standard form or Section Block can be used.

There are nuances in terms of working with certain field types in Unity such as Matter Types, Contact Look ups and Picklists. See the respective sections below to learn about how to setup these data types in Smarter Drafter.

• Setup Unity field mapping in Smarter Drafter

Enquiry object fields will be automatically synced from Unity into Smarter Drafter Unity Field mapping which is located in Account Settings > Field Aliases page.

Filter the Object column to Enquiry. Search for the each of the Unity fields and assign the related Smarter Drafter field alias

• Test your automation

Once the Unity Field Mapping is all setup, start the new form via Forms > Fill. Complete all the required information the fields and click submit. A Unity modal should appear with option to Create a new Unity enquiry.

Select Create a new Unity enquiry and then click Next.

The submission will now be processed.

To review if the submission successfully created a new Enquiry, navigate to the Submission page, click on the submission and view the Integrations section to see if there is an Enquiry created or a Failed message.

When an Enquiry is successfully created, the Enquiry Name and link to the enquiry will be present. 

When a Enquiry has failed to create, the error message from Unity will be displayed with information on what the error reason may be.

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Working with Unity Data Types

Matter Types

Matter Type is a Lookup type that is linked to the pre-built Matter Type feature in Unity.

To setup a field relating to Matter Type in Smarter Drafter:

• Navigate to Matter Types in Unity
• Gather the data on the Matter Types
  • Smarter Drafter Labels will = name of Matter Type in Unity (eg, Family, Finance)
  • Smarter Drafter Value = the ID which is gathered by clicking into a matter type and getting the ID from the URL (see image below)

• Navigate to Smarter Drafter, and create an Option set with the Matter Type information 
• In the Smarter Drafter form, create either a field in Smarter Drafter that is a Select or Radio field type
• Add a field alias
• Click on Options and add the Option set created
• Navigate to Unity Field Mapping in Smarter Drafter, and assign the field alias to the field type named Matter Type that is an Enquiry Object and Unity Data Type as Reference.

Contact Lookup Data Types

Contacts are records in Unity that can be assigned to a field. This means that the unique Unity ID for a Contact must be sent to Unity in order to properly fill in this field in a Unity enquiry.

Configuring a Contact Look up requires a combination of using multiple fields, contact mapping and Unity field mapping.

Given a Unity contact ID is required to be sent to Unity, a new External ID field is introduced when contact mapping. A field needs to capture the ID of a contact when it is added to a form.

Setting up Contact Look ups in Smarter Drafter will be slightly different based on whether the Contact field is optional or required.

If a Contact field is optional:

• In the Smarter Drafter form, setup a Name field marked as optional and two text field types. Text field types in the below example are named Contact ID Value and Contact ID Calculation. Contact ID Value and Contact ID Calculation fields can be Hidden so that users cannot change the values.

• Setup a calculation on Contact ID Calculation field, which looks at the Contact ID Value field to see if the default value is used in the form submission, if so replace it with no value. Where default value is not used then use the ID value that is passed to the field.
  • When a field is Hidden or Read Only in Smarter Drafter a default value is required. Therefore, if a default value is set but the Contact field is not completed by the user, the default value is then passed to Unity which will cause an error with creating a Unity enquiry.
  • Example of the calculation below

If(@100909055 = "0", "", @100909055)

• In the section of the fields, click on Options and contact map.
  • Contact Map the Full name field to Contact field
  • Contact Map External ID to Contact ID Value field
• Once the fields are setup and contacted mapped, navigate to the Unity Field Mapping in Smarter Drafter and map the field alias of the Contact ID Calculation Field field to the Enquiry Object and Contact with Unity Data Type as Reference.

If a Contact field is required:

• In the Smarter Drafter form, set up a Name field marked as required and a text field type. If the text field is hidden, the default value will not be ever sent to Unity as the contact field will include a Unity contact and the contact ID passed to that field

• Once the fields are setup and contacted mapped, navigate to the Unity Field Mapping in Smarter Drafter and map the field alias of the Contact ID Value field to the Enquiry Object and Contact with Unity Data Type as Reference.

Picklists

Picklist data types from Unity include options that can be used for selection. In Smarter Drafter, setup fields as either Radio, Selection or Checkbox, and within the Option include the related options from the field in Unity.

Within Unity, the Values column = Label in Smarter Drafter Options and API Name = Values in Smarter Drafter Options.

For example, the below contains information on how to setup Status field from Unity.

Steps:

• Navigate to Unity Object Manager > Enquiry Object type > Status field
• Scroll down and locate the Values table
• Create each of the Values in Unity within Smarter Drafter field Options

 

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Common Issues & Solutions

Issue: I can’t see the Create New Enquiry option during end of a form submission

Solution:

• Ensure that the Option for creating new Unity enquiries is enabled by going to Accounts > Integrations > Unity.

Issue: The Create New Enquiry option at the end of a form submission shows disabled?

Solution:

• Where a form has missing required enquiry fields in the submission, the option to Create an Enquiry will be disabled at the end of a submission.
• Where the option is disabled to Create Unity Enquiry from Accounts > Integrations, the option to Create an Enquiry will not appear at the end of a submission.
• When both Create Unity Enquiry and Upload Documents to Unity Matters is disabled, no options for Unity will appear at the end of a submission.

Issue: Are User and Matter Look up data types supported?

Solution:

• No, there are additional complexities with those data types preventing the support of their use cases currently.

Issue: I have Create Enquiry option enabled, but I don’t want it to appear during submission on forms that have no fields mapped to an Enquiry object

Solution:

• For any forms that you do not want the Create Enquiry option to appear during submission, it is recommended to not use field aliases in these forms that are mapped to a Unity enquiry field. Where a form has field aliases that are not mapped to an enquiry object, the Create Enquiry option will not appear during form submission.