Routing a Digital Privacy Release to an Open Case

Sandrine Mbita

Updated October 18, 2023 18:18

If you already have the House created Digital Privacy Release Form (DPRF) on your Help with a Federal Agency Page on your site and with submissions coming into Fireside, hooray! It’s a great upgrade for your constituents with its ease of use and the option for a digital signature.

As you likely already know, DPRF submissions come into the Activity Inbox in Fireside. There you can start a new case via the the 3 dot icon on the right side of the submission. The PDF of the submission will automatically be added to the Files tab of the new case file.

But what if you already have a case file open for a constituent before they filled out the form? How do you ensure you don’t create a duplicate case via the DPRF submission coming in after the fact? Enter our handy merge field! Here’s how you’ll want to best use it to make sure that when a constituent needs to fill out the DPRF after the case has been created by you, the submission routes straight into the already open case, rather than getting held up in the Activity Inbox.

Step 1: Create a Form Letter for Privacy Releases

Go to Casework > Form Letters to create your form letter if you don’t have one set already.

Step 2: Add the DPRF Specific Merge Field

In the body of the form letter or email tab in the case file, add this merge field: [CasePrivacyReleaseLink]. Note: this merge field will convert to a link and will only appear for the constituent with form letters/general messages being sent via email.

Step 3: Use Casework Messaging to Send

Once the message has been created, you’ll use Casework Messaging in the case file to send the DPRF specific correspondence. You’ll click on the Email tab, then Canned Forms icon, search for your form letter, and add it. Then add the constituents name to “To:” and you’re all set to send!

The constituent will click on the link that’s generated in the form letter, fill out the DPRF, and just like that, the submission will go straight to the Files tab once they’re done!

So, once you add the merge field and start using it, it’s a great way to further streamline the casework process. As always, feel free to hop into the chat, give us a call, or send us an email if you’d like to discuss more!