AI Forms: Smart Data Collection

Create intelligent forms that think, adapt, and integrate seamlessly with your Taskade workspace. AI Forms go beyond traditional form builders by understanding context, validating responses intelligently, and automating follow-up actions.

New to AI Forms? Start with a simple feedback form and watch how AI transforms basic data collection into intelligent user experiences that learn and improve over time.

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🎯 What Makes AI Forms Special?

Traditional Forms vs. AI Forms

Feature	Traditional Forms	AI Forms
Field Validation	Basic rules (email, required)	Smart context validation
User Experience	Static questions	Dynamic, adaptive questions
Data Processing	Store raw responses	AI analysis + insights
Follow-up Actions	Manual review required	Automated intelligent routing
Integration	Basic webhook/email	Deep workspace integration

Key AI Capabilities

• Smart Validation: AI understands context and validates responses intelligently

• Dynamic Questions: Forms adapt based on previous answers

• Sentiment Analysis: Automatically detect tone and emotion in text responses

• Auto-categorization: Responses are automatically tagged and organized

• Intelligent Routing: AI determines the best next action for each submission

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🚀 Creating Your First AI Form

Step 1: Choose Your Creation Method

Option A: AI Generation (Recommended)

"Create a customer satisfaction survey for my restaurant with:
- Star ratings for food quality, service speed, and atmosphere
- Optional text feedback section
- Photo upload for meal pictures
- Automatic thank you message
- If rating is below 3 stars, immediately notify manager via Slack"

Option B: Form Builder Interface

1. Go to your workspace Automations tab

2. Click "Create automation flow"

3. Add "AI Forms" as your trigger

4. Configure form settings and fields

5. Add automation actions for processing responses

Step 2: Configure Form Settings

Setting	Description	Example
Form Title	Choose a unique title for your form	"Customer Feedback Survey"
Form Description	Describe the purpose of the form	"Help us improve your experience"
Submit Button Text	Choose a title for the submission button	"Submit Feedback"
Form End Page	Display an end screen with custom text	"Thank you! We'll respond within 24 hours"

Step 3: Choose Form Fields

AI Forms include customizable field types to collect different kinds of information:

Field Type	Description	Best For	AI Enhancement
Short Text	For short answers like a name or title	Names, titles, keywords	Auto-validation, spell check
Long Text	For longer answers like comments	Feedback, descriptions	Sentiment analysis, categorization
Option Dropdown	A list of choices where one is selected	Categories, preferences	Smart suggestions based on context
Number	For numbers like age or quantity	Ages, quantities, scores	Range validation, statistical analysis
File	Lets users upload files	Documents, images, attachments	Content analysis, OCR processing
Phone	For phone numbers	Contact information	Format validation, region detection
Email	For email addresses	Contact information	Domain validation, duplicate detection
Date	A calendar to pick a date	Appointments, deadlines	Smart date suggestions, conflict detection
Rating	For giving ratings (stars/numbers)	Satisfaction, quality scores	Trend analysis, alert thresholds
Single-Select	Allow one option from predefined list	Multiple choice questions	Response pattern analysis
Multi-Select	Allow multiple options	Interests, features, tags	Correlation analysis, preference mapping
URL	Accept web addresses or links	Website links, references	Link validation, content preview

Step 4: Configure AI-Powered Processing

Smart Rating Fields

Field Type: AI Rating
Configuration:
  - Scale: 1-5 stars or 1-10 numeric
  - AI Analysis: Sentiment correlation with text responses
  - Auto-flagging: Ratings below threshold trigger alerts
  - Visual: Star icons, thumbs up/down, or custom emojis

Intelligent Text Fields

Field Type: AI Text Analysis
Configuration:
  - Sentiment Detection: Positive, negative, neutral scoring
  - Keyword Extraction: Automatic tag generation
  - Language Detection: Multi-language form support
  - Response Quality: AI flags incomplete or unclear responses

Dynamic Question Logic

Field Type: Conditional AI Questions
Configuration:
  - Trigger Conditions: Based on previous answers
  - AI-Generated Follow-ups: Context-aware next questions
  - Progressive Disclosure: Reveal questions as needed
  - Smart Branching: AI determines optimal question path

Step 3: Set Up AI Processing Rules

Automatic Response Analysis

// Example AI processing configuration
{
  "aiAnalysis": {
    "sentiment": {
      "enabled": true,
      "thresholds": {
        "negative": -0.5,
        "positive": 0.5
      }
    },
    "categorization": {
      "enabled": true,
      "categories": ["complaint", "compliment", "suggestion", "question"]
    },
    "urgency": {
      "enabled": true,
      "urgentKeywords": ["urgent", "asap", "emergency", "broken"]
    }
  }
}

Smart Validation Rules

// AI-powered validation examples
{
  "smartValidation": {
    "emailField": {
      "aiCheck": "Verify email domain exists and looks professional",
      "suggestions": "Offer corrections for common typos"
    },
    "phoneField": {
      "aiFormat": "Detect country and format appropriately",
      "validation": "Check if number format is valid for detected country"
    },
    "textFields": {
      "minQuality": "Ensure responses are complete and meaningful",
      "languageDetect": "Auto-detect language and respond appropriately"
    }
  }
}

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🎨 Advanced Form Customization

Visual Design & Branding

Smart Theme Adaptation

/* AI automatically adapts these elements based on your workspace branding */
.ai-form-container {
  --primary-color: var(--workspace-primary);
  --accent-color: var(--workspace-accent);
  --font-family: var(--workspace-font);
}

/* AI-generated responsive breakpoints */
@media (max-width: 768px) {
  .ai-form-field {
    font-size: 1.1em; /* AI optimizes for mobile readability */
  }
}

Dynamic Visual Elements

• Progress Indicators: AI calculates optimal completion visualization

• Smart Field Ordering: AI reorders fields based on completion patterns

• Contextual Help: AI provides relevant hints based on user behavior

• Accessibility Auto-enhancements: AI adds ARIA labels and screen reader support

Multi-Step Forms with AI Logic

Smart Step Progression

Step Configuration:
  Step 1: "Basic Information"
    - AI determines required vs. optional fields
    - Smart field pre-population from known data
  
  Step 2: "Detailed Feedback" 
    - Only shown if Step 1 indicates detailed feedback needed
    - AI generates contextual questions based on Step 1 responses
  
  Step 3: "Follow-up Preferences"
    - AI predicts user preferences based on response patterns
    - Smart default selections

Intelligent Completion Optimization

• Abandonment Prevention: AI detects when users might leave and offers assistance

• Smart Save & Resume: AI automatically saves progress at optimal points

• Completion Prediction: AI estimates time remaining and adjusts accordingly

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🚀 Form Templates & Quick Start

Start with AI Form Templates

Don't want to build forms from scratch? Choose from pre-built templates:

Template Type	Use Case	Included Fields	Automation Actions
Customer Feedback	Collect product/service feedback	Rating, comments, contact info	Auto-categorize, notify team
Lead Qualification	Qualify potential customers	Company, budget, timeline	Score leads, assign to sales
Support Ticket	Technical support requests	Issue type, priority, description	Route to specialists, create tasks
Event Registration	Event sign-ups and RSVPs	Name, email, dietary restrictions	Send confirmations, update attendee list
Job Application	Collect job applications	Resume upload, experience, availability	Screen candidates, schedule interviews
Survey Research	Market research and surveys	Multiple choice, ratings, demographics	Analyze trends, generate reports

Share and Use Forms

Once your form is ready, you have multiple sharing options:

Public Link Sharing

• Get a direct URL to share via email, social media, or messaging

• Customize the form URL for branding consistency

• Track submission analytics and response rates in real-time

Website Embedding

<iframe src="https://forms.taskade.com/your-form-id" 
        width="100%" height="600px" frameborder="0">
</iframe>

Configure Form Visibility

• Public: Anyone with the link can access

• Workspace Only: Restricted to team members

• Password Protected: Require password for access

• Time-Limited: Set expiration date for form availability

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🔗 Integration & Automation

Real-Time Workspace Integration

Automatic Project Creation

// Form submissions automatically create structured data
{
  "formSubmission": {
    "source": "Customer Feedback Form",
    "autoActions": [
      {
        "type": "createProject",
        "template": "feedback-analysis",
        "data": {
          "customer": "{{form.name}}",
          "rating": "{{form.overall_rating}}",
          "sentiment": "{{ai.sentiment_score}}",
          "category": "{{ai.auto_category}}",
          "priority": "{{ai.calculated_priority}}"
        }
      }
    ]
  }
}

AI Agent Collaboration

Agent Integration:
  - Response Analysis: AI agent reviews all submissions
  - Quality Scoring: Agent rates response completeness and clarity
  - Follow-up Suggestions: Agent recommends next actions
  - Pattern Recognition: Agent identifies trends across submissions

External Service Integration

CRM Synchronization

{
  "crmSync": {
    "service": "hubspot", // or "salesforce", "pipedrive", etc.
    "mapping": {
      "contact": {
        "email": "{{form.email}}",
        "name": "{{form.full_name}}",
        "company": "{{form.company}}"
      },
      "deal": {
        "value": "{{ai.estimated_deal_size}}",
        "stage": "{{ai.qualification_stage}}",
        "priority": "{{ai.lead_score}}"
      }
    },
    "aiEnhancements": {
      "leadScoring": "AI calculates lead quality score",
      "nextBestAction": "AI suggests optimal follow-up timing and method"
    }
  }
}

Communication Automation

Smart Notifications:
  High Priority (AI Score > 8):
    - Immediate Slack notification to sales team
    - SMS alert to designated manager
    - Calendar event created for follow-up call
  
  Medium Priority (AI Score 5-8):
    - Email summary to team lead
    - Task created in project management system
    - Follow-up scheduled for next business day
  
  Low Priority (AI Score < 5):
    - Added to weekly digest
    - Automated thank you email sent
    - Data stored for trend analysis

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📊 Analytics & Insights

AI-Powered Form Analytics

Completion Intelligence

• Drop-off Analysis: AI identifies where users abandon forms and suggests improvements

• Time-to-Complete Optimization: AI recommends form length adjustments

• Field Performance: AI ranks which fields provide the most valuable data

• User Experience Scoring: AI rates overall form usability

Response Quality Metrics

{
  "qualityMetrics": {
    "completeness": "Percentage of meaningful responses",
    "sentiment": "Overall emotional tone of submissions", 
    "actionability": "How many responses led to concrete actions",
    "engagement": "Time spent and interaction depth per submission"
  }
}

Smart Reporting Dashboard

Auto-Generated Insights

• Weekly Intelligence Reports: AI summarizes key trends and patterns

• Anomaly Detection: AI flags unusual response patterns

• Predictive Analytics: AI forecasts response volumes and trends

• Actionable Recommendations: AI suggests form improvements and process optimizations

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🛠️ Technical Implementation

Embedding Options

Direct Website Embed

<!-- Simple embed for any website -->
<div id="taskade-ai-form" data-form-id="your-form-id"></div>
<script src="https://cdn.taskade.com/ai-forms/embed.js"></script>
<script>
  TaskadeAIForms.render('taskade-ai-form', {
    formId: 'your-form-id',
    theme: 'auto', // 'light', 'dark', or 'auto'
    aiFeatures: {
      smartValidation: true,
      autoComplete: true,
      progressiveDisclosure: true
    }
  });
</script>

React Component Integration

import { TaskadeAIForm } from '@taskade/ai-forms-react';

function ContactPage() {
  return (
    <TaskadeAIForm
      formId="your-form-id"
      onSubmit={(data, aiInsights) => {
        console.log('Form data:', data);
        console.log('AI insights:', aiInsights);
      }}
      aiConfig={{
        realTimeValidation: true,
        smartSuggestions: true,
        sentimentAnalysis: true
      }}
    />
  );
}

API Access

Form Data API

# Get form submissions with AI analysis
curl -X GET "https://api.taskade.com/v1/forms/your-form-id/submissions" \
  -H "Authorization: Bearer YOUR_TOKEN" \
  -H "Content-Type: application/json"

{
  "submissions": [
    {
      "id": "submission_123",
      "timestamp": "2024-01-15T10:30:00Z",
      "data": {
        "name": "John Smith",
        "email": "[email protected]",
        "feedback": "Great service, very satisfied!"
      },
      "aiAnalysis": {
        "sentiment": 0.85,
        "categories": ["compliment", "satisfaction"],
        "priority": "low",
        "suggestedActions": ["send_thank_you", "add_to_testimonials"]
      }
    }
  ]
}

Webhook Integration

// Receive real-time form submissions with AI insights
app.post('/taskade-form-webhook', (req, res) => {
  const { submission, aiAnalysis } = req.body;
  
  // AI automatically provides:
  // - Sentiment analysis
  // - Category classification
  // - Priority scoring
  // - Suggested next actions
  
  if (aiAnalysis.priority === 'high') {
    // Immediate action required
    sendSlackAlert(submission);
    createUrgentTask(submission);
  }
  
  res.status(200).send('OK');
});

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💡 Best Practices & Tips

Form Design Optimization

AI-Driven UX Principles

• Progressive Disclosure: Start with essential fields, let AI determine when to reveal more

• Smart Defaults: Use AI to pre-populate fields based on user context

• Contextual Help: AI provides assistance exactly when and where users need it

• Adaptive Layout: AI adjusts form layout based on device and user behavior patterns

Response Quality Enhancement

• Question Clarity: AI analyzes question comprehension and suggests improvements

• Response Validation: AI ensures responses are complete and meaningful

• Follow-up Optimization: AI determines the best questions to ask next

• Abandonment Prevention: AI detects frustration signals and offers help

Data Privacy & Security

AI-Enhanced Privacy Controls

• Smart Data Classification: AI automatically identifies and protects sensitive information

• Consent Management: AI ensures proper consent collection for data processing

• Retention Optimization: AI suggests optimal data retention periods

• Anonymization: AI can automatically anonymize responses while preserving insights

Performance Optimization

Loading Speed & Responsiveness

• Lazy Loading: AI determines optimal field loading sequence

• Caching Strategy: AI-powered caching for faster form delivery

• Mobile Optimization: AI ensures perfect mobile experience across devices

• Accessibility: AI automatically adds accessibility enhancements

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🎯 Real-World Examples

Customer Feedback Survey

Use Case: Restaurant feedback collection
AI Features:
  - Photo analysis of meal images
  - Sentiment analysis of written feedback
  - Automatic routing of complaints to managers
  - Trend analysis of service quality over time

Results:
  - 40% increase in response rates
  - 60% faster issue resolution
  - Automated insights reduce manual analysis time by 80%

Lead Generation Form

Use Case: B2B lead qualification
AI Features:
  - Company information auto-completion
  - Lead scoring based on responses
  - Optimal follow-up timing prediction
  - Integration with sales CRM

Results:
  - 35% improvement in lead quality
  - 50% reduction in qualification time
  - 25% increase in conversion rates

Event Registration System

Use Case: Conference attendee registration
AI Features:
  - Smart session recommendations based on interests
  - Dietary restriction and accessibility auto-detection
  - Networking match suggestions
  - Capacity management optimization

Results:
  - 45% higher attendee satisfaction scores
  - 30% more meaningful networking connections
  - 90% reduction in manual coordination tasks

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🔧 Troubleshooting & Support

Common Issues & Solutions

AI Analysis Not Working

• Check API Limits: Ensure you haven't exceeded AI processing quotas

• Validate Form Configuration: Confirm AI features are properly enabled

• Response Quality: AI requires meaningful text responses for analysis

• Language Support: Verify AI supports the language of responses

Integration Problems

• Webhook Validation: Ensure webhook endpoints are properly configured

• Data Mapping: Verify field mapping between form and destination system

• Authentication: Check API tokens and permissions

• Rate Limits: Monitor API usage and implement proper error handling

Getting Help

• Documentation: Complete AI Forms API Reference

• Community: AI Forms Discussion Forum

• Support: Contact support for advanced AI configuration assistance

• Templates: Browse pre-built AI form templates in your workspace

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🚀 Ready to transform your data collection with AI? Start with a simple feedback form and discover how artificial intelligence can make every form submission more valuable and actionable.

For more advanced AI integrations, explore our AI Agents documentation and Automation workflows.