Configuring Information Collection Forms
Set up automated information collection during calls. Your AI will gather specific details based on call type, validate inputs in real time, and store structured data in your CRM. Perfect for medical intake, legal screening, service requests, and lead qualification.
🎯 What You Will Learn
- Designing intake form templates with required and optional fields
- Adding validation rules to ensure data quality during collection
- Configuring trigger conditions that activate the right form at the right time
- Mapping collected data to CRM fields for automatic record creation
⚠️ Prerequisites
- A working CRM integration (see Connecting to Your CRM tutorial)
- A list of information fields you need to collect by call type
- Validation rules for sensitive fields (phone format, email format, date format)
- FORAI account on Pro or Enterprise plan (intake forms require Pro+)
🚀 Step-by-Step Guide
Access the Intake Forms workspace
Navigate to Workflows > Intake Forms. The workspace shows your existing form templates and a 'Create New Form' button. Forms are organized by category: Medical, Legal, Service, Sales, and Custom.
Create a new form template
Click 'Create New Form' and choose a starting point: blank template, industry template (medical intake, legal screening, etc.), or clone an existing form. Give it a clear name like 'New Patient Intake' or 'Service Request Form'.
Add fields with types and validation
Add fields to your form: Text (name, address), Number (age, quantity), Date (appointment preference), Phone, Email, Select (choose from options), and Multi-Select. For each field, set validation: required/optional, format rules, and acceptable ranges.
Set required vs optional fields
Mark critical fields as required -- the AI won't proceed until these are collected. Mark nice-to-have fields as optional -- the AI asks but doesn't insist. For medical intake, insurance ID is typically required; preferred pharmacy is optional.
Configure when the form triggers
Set trigger conditions: 'New caller + mentions appointment' triggers the New Patient form. 'Existing caller + mentions repair' triggers the Service Request form. Multiple forms can be active simultaneously with different trigger conditions.
Map collected fields to CRM
For each form field, map it to the corresponding CRM field. Name maps to Contact Name, Insurance ID maps to a custom field, Service Type maps to Deal Category. Unmapped fields are stored in the FORAI dashboard only.
Test the collection flow
Make a test call that triggers the form. Listen to how the AI asks for each field: Is the phrasing natural? Does validation work (try giving an invalid email)? Does the AI gracefully handle 'I don't know' for optional fields? Check the CRM for the created record.
Review submissions and iterate
Go to Workflows > Intake Forms > Submissions to review collected data. Filter by form type, date range, and completion rate. Incomplete submissions often indicate fields that are too difficult to collect over the phone -- consider making them optional.
💡 Pro Tips
Limit required fields to 5-7 per form. More than that and callers become frustrated with the collection process. Gather the essentials on the call and collect the rest via a follow-up email form.
Use the 'Conversational Collection' mode rather than 'Rapid-Fire Questions' mode. Conversational mode weaves questions into natural dialogue rather than firing questions one after another.
Add conditional fields: 'If Insurance Type = Medicare, ask for Medicare ID. If Insurance Type = Private, ask for Policy Number.' This avoids irrelevant questions.
Review the 'Abandonment Rate' metric for each form. If more than 20% of callers hang up during a specific form, it's too long or too invasive. Simplify immediately.
⚠️ Important Warning
Always test your configuration with the built-in simulator before deploying to live callers. Changes to voice settings, routing rules, and workflows take effect within 60 seconds. Monitor the first 5-10 live calls after any change and revert immediately if you notice issues.
⚙️ Troubleshooting
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