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Understand the Intake Checklist
Make sure that intake coordinators collect the right information for each program that your organization manages by setting up the building blocks of your Intake Checklist. An Intake Checklist is a list of forms that enable intake coordinators to collect information efficiently. You can create the forms using flows, Flexcards, or Omniscripts. Intake checklists appear on the Intake Checklist tab of any corresponding application forms. The Intake Checklist uses the Form Overview component from Form Framework to display the forms to the intake coordinator in an organized structure.
Required Editions
| Available in: Nonprofit Cloud |
| Available in: Lightning Experience |
For example, you can set up a checklist for a food bank program that includes a proof of address form and a proof of income form.
Before you create the checklist, you must determine what information to collect for each program.
Collect Information for a Program
To make collecting information easier for intake coordinators and applicants, categorize the information required to apply into forms. For example, consider an organization that offers a job readiness program. Before an applicant can submit their application to the program, they must complete a job skills assessment and provide these details:
-
Demographic information
-
Income level
-
Job history
You can collect this information using four forms.
| Program | Required Forms | Action Plan Template |
|---|---|---|
| Job Readiness | Demographic Information | Job Readiness Intake Forms |
| Income Information | ||
| Job Experience | ||
| Job Skills Assessment |
Since these forms are required for every applicant into the program, you can group them into an action plan template that you can associate with the program. Doing so lets Salesforce know every applicant must complete all the forms in the action plan template during the intake process for the program.
Collect Information for Multiple Programs
If your organization offers multiple programs, you can reuse forms across programs and group them into hierarchical action plan templates. Creating a hierarchy of action plan templates makes it easier to share forms across programs. Additionally, the hierarchy improves data consistency and requires you to perform less maintenance of your forms. For example, consider an organization that offers three programs:
- Job Readiness
- Housing Support
- Family Stability
Each program application requires multiple forms, and some of the forms are used across programs.
| Program | Required Forms |
|---|---|
| Job Readiness |
|
| Housing Support |
|
| Family Stability |
|
You can reduce the number of forms that you maintain by grouping reused forms into action plan templates. In this example, instead of maintaining three separate Demographic Information forms, you can maintain one form and use it for all the programs.
To reuse forms across programs, you create a hierarchy of action plan templates. For example, consider these four action plan templates and their corresponding forms:
| Action Plan Template | Forms to Include |
|---|---|
| Universal Intake Forms |
|
| Job Intake Forms |
|
| Housing Intake Forms |
|
| Family Intake Forms | Family Support Score |
You can organize the templates into the following hierarchical structure.
| Parent Template | Child Template | Grandchild Template |
|---|---|---|
| Universal Intake Forms | Job Intake Forms | N/A |
| Housing Intake Forms | Family Intake Forms |
To create this hierarchy, you associate lower-level action plan templates with their parent templates. Then, when you associate a program with an action plan template, you select the lowest level applicable action plan template. If you follow this pattern, Salesforce uses the action plan template associated directly with the program to collect the information specific to that program.
| Program | Action Plan Template | Forms Included |
|---|---|---|
| Job Readiness | Job Intake Forms |
|
| Housing Support | Housing Intake Forms |
|
| Family Stability | Family Intake Forms |
|
For the Family Stability program in the example, you can set the action plan template to Family Intake Forms. When an applicant starts an application that includes the Family Stability program, Salesforce automatically includes all the forms in the Family Intake Forms action plan template, Housing Intake Forms action plan template, and Universal Intake Forms action plan template, totaling five forms.
If the applicant was applying to both the Family Stability program and the Housing Support Program, the Intake Checklist would show the same five forms. This is because Salesforce reconciles duplicate action plan templates before creating the Intake Checklist with the Create Program Application flow, making sure that the intake coordinator has a complete list of forms without duplication.
Viewing Forms on the Intake Checklist
When you start an application to multiple programs, the Create Program Application flow checks the action plan templates associated with each program in the application, including any action plan templates linked by an action plan hierarchy. The flow then creates a complete list of deduplicated action plan templates and generates the forms required for each application. Lastly, the flow shows the forms on the Intake Checklist tab using the Form Overview component. Each action plan template represents a section in the checklist.
