Accepting the first draft as-is
It is coherent, therefore convincing. It is also generic: your lists and your own vocabulary are what will make it usable. Coherence is not accuracy.
Building a form with AI
Describe what you need to collect in a sentence, get a first structure, then correct it — faster than a blank page, provided you know what to review.
About twenty minutes for a thirty-field form, review included.
This guide is for someone who has to produce a field form and does not want to place fifty fields by hand. AI saves the setup: it proposes sections, field types and the obvious list values. What it does not know is your standard, your regulatory obligations or your teams' habits — and that is precisely what separates a usable form from a plausible draft.
The steps
- 01
Describe the form in one full sentence
Say who fills it, in what situation, and what must come out. "A service record filled by a technician at the client's site, with parts fitted and a signature." A sentence of context gives a far better result than a list of fields: the AI infers the logic, the grouping and the types.
The AI Agent is included from the Pro plan. Below it, building stays manual — longer, not worse.
- 02
Review the proposal before applying it
Actions are shown before they run: that is the moment to look, not afterwards. Check two things in particular — the choice lists, often generic, and the required fields, which AI tends to multiply. A form where everything is mandatory ends up filled carelessly.
- 03
Replace generic lists with your own
This is the step nobody can do for you. Your sites, your equipment, your contractors, your finding categories: these closed lists are what will make your data comparable month to month. A free-text field here ruins any later analysis.
- 04
Add conditional logic
Ask for the detail and the photo to appear only when a finding is declared. That is the difference between a hundred-field form nobody completes and one that shows fifteen at a time. Logic can also be described in plain language, then checked under real conditions.
- 05
Fill it yourself once, on a phone
Before rolling it out, fill it standing up, on a phone, the way the person concerned will. That is where badly worded questions, lists too long to scroll and an order that does not follow the real sequence show up. Ten minutes here save a week of fixes.
What most often goes wrong
Three costly mistakes, rarely visible before the first review.
Asking open questions everywhere
A free-text field fills fast and never gets analysed. Whenever an answer can be a list, make it a list — the constraint is at design time, the benefit at every review.
Forgetting the no-signal case
A form designed at a desk works at a desk. In a basement, a rural area or a steel-framed building, what matters is that capture continues and syncs later. Test it in airplane mode before rolling it out.
The modules involved
Frequently asked questions
Do I need a paid plan to build a form with AI?
Yes for the AI assistance: the AI Agent is included from the Pro plan. Building forms, however, is possible from the free plan — construction is simply manual. In other words, AI saves time, it does not unlock an otherwise unavailable feature.
Can the AI change my form without me seeing it?
No. Proposed actions are displayed before execution and wait for your confirmation. This is deliberate: an assistant acting in a workspace shared by several people must stay under explicit control.
How long does it take in total?
Around twenty minutes for a thirty-field form, review and phone test included. Generation itself takes under a minute; reworking the business lists takes most of the time, and that is as it should be.
What happens to what I describe to the AI?
The AI's access goes through declared tools and connectors: what is not wired in is not readable. Usage is measured in dedicated tokens, module by module, which lets you open AI on one specific use without opening it on the whole account.