Emailing forms

This feature allows you to share and monitor activity to a form with a third party. An email with a link (identifying your agency, the agent and the form you are sending) will be sent to the nominated email address, allowing the recipient to click a secure link to download the form as a PDF.

note

• This emailed copy is locked and cannot be edited by the recipient, regardless of whether it is draft or finalised
• The email is sent from the nominated user within Realworks, if a recipient replies to the email sent, it will appear in the email account of the Realworks user, as appears in the account details of your profile
  • If you, or the intended recipient, are experiencing problems receiving these emails, check your junk mail folder in your email program
• Deleting a form that has been shared will invalidate any shares sent from that form.

There are two different areas where you are able to email your form from:

From the forms list

1. Click the Forms from the left menu.

2. Click the three dot icon in the row of the form you wish to share.

3. Select the Share button from the drop down menu

   

4. Click the New Share button.

   

5. Enter the recipients email address. If you need to send the form to multiple recipients, separate each address with a comma

6. Tick Send a copy to myself if you wish to send a copy of the share email to your registered email account (as provided in Account Details)

7. Type your desired message

8. Select the user you wish the email to be sent from

info

This option is useful if you are sending forms on behalf of someone else in the agency

9. Click Send

From within the form

1. Whilst within the form, select the Share button that appears at the top left of the screen.

   

2. Click the New Share button.

   

3. Enter the recipients email address. If you need to send the form to multiple recipients, separate each address with a comma

4. Tick Send a copy to myself if you wish to send a copy of the share email to your registered email account (as provided in Account Details)

5. Type your desired message

6. Select the user you wish the email to be sent from

info

This option is useful if you are sending forms on behalf of someone else in the agency

7. Click Send

info

Confirmation pop up will appear in the top right hand corner when the form has been sent

When you have shared a form within Realworks, within the forms list you will see an envelope icon next to the form name

Share Activity

When using the share feature within Realworks, you will be presented with a dialog containing your Share Activity for the selected form

When a recipient clicks on the link within the email, which takes them to the download page, you will see the eye icon, identifying how many times they have viewed the download page.

If you use the resend link in the Share Activity dialog and resend a form to the same email address, this will disable access to the previously shared form.

info

• this is useful if you have shared a form with a recipient and forgotten to attach a file. Simply attach the file to the form and when you resend the Share to the same email address access to the original form has been disabled. Meaning they will only be able to open the version that you want them to have!*

• if you are in the habit of sharing Draft forms, access will be live, meaning if you share a draft form with a recipient and then make further edits, when they download the draft form, they are seeing the latest version of this form.