Sending a Link to a Form by Email

Form links can be sent via Communication or Notification.

Communication
Best practice is to send a communication when inviting a user to begin a form or as a reminder to complete forms. Sonia supports several placeholders depending on the scenario:

• [FormsToComplete] – Lists all outstanding forms assigned to that role.

• [SelectedForms] – Use in communications from a placement group; includes only selected forms and recipients.

• [StudentFormsFromThisPlacement] – For placement group communications; includes only forms related to the placement(s) in that group.

• [SiteStudentFormsToComplete] – For primary contacts to complete outstanding forms for students allocated to their site.

• [MentorStudentFormsToComplete] – Sent to mentors to complete outstanding forms for students they supervise.

• [CoordinatorFormsToComplete] – Lists all outstanding forms for the Coordinator.

• [StudentFormsToComplete] – Sent to supervisors to complete outstanding forms for students they supervise.

Note: Only forms with an unactioned writable (read/write or editable) action button for that role will appear in the placeholders.

Notification
Notifications can be sent to students, sites, or supervisors if the role has a writable action button on the form. Types include:

• Forms due – Sent x days before the due date and daily until the form is completed or the due date passes.

• Forms incomplete – Sent at a defined frequency until all action buttons are clicked.

• Saved form reminder – Sent every x days to remind respondents they have saved but not submitted a form.

• Form section to complete – Sent to the next respondent on a form; e.g., after a student submits, the supervisor receives this notification to complete their part.

This ensures users are aware of their responsibilities and deadlines for form completion.