Checklist for Building Complex Forms

This checklist helps you design and build advanced forms that leverage:

• Sections
• Variables
• AI logic
• Wiki templates
• Conditional content
• PDF output
• Proper field types
• Structured workflows

These guidelines apply to any complex form, including:

• Last Will & Testament Generator
• Leave Application Form
• Employee Onboarding Form
• Expense Reimbursement Form
• Incident / Health & Safety Report Form

1. Define the Purpose of the Form

Before building, answer:

• What is this form used for?
• Who will complete it?
• What document must be generated?
• What data fields are required?
• Does the form connect to a Wiki template?
• Does it require AI logic to adjust the final output?

Example purposes:

2. Plan Your Sections

Sections make the form easier to follow.

Recommended Section Structures

For Will Generator

• Testator Details
• Marital Status
• Children
• Beneficiaries
• Executors
• Guardianship
• Special Instructions

For Leave Application

• Employee Details
• Leave Type
• Leave Dates
• Reason for Leave
• Manager Details

For Employee Onboarding

• Personal Information
• Contact Details
• Job Information
• Tax Information
• Banking Details
• Emergency Contacts
• Agreements & Policies

For Expense Reimbursement

• Employee Details
• Expense Items
• Receipt Uploads
• Project or Cost Centre
• Approval Details

For Incident Report

• Employee / Witness Details
• Incident Description
• Location
• Severity
• Attachments
• Follow-up Actions

3. Assign Variable Names Early

Good variable names make:

✔ Autosave work correctly
✔ Wiki variable replacement accurate
✔ AI able to understand your logic
✔ “Save As” filenames reliable

Rules:

• Use only letters, numbers, underscores
• No spaces
• No special characters
• Be descriptive

Good examples:

primary_beneficiary_name
leave_start_date
expense_total
incident_location
employee_id

Avoid:

q1, val, name, idd, test

4. Choose the Correct Question Type

Use the best field type for accurate data.

Personal information:

• Textbox
• Email address
• Telephone number

Dates:

• Date
• Time

Yes/No:

• Switch
• Toggle (one answer)
• Multiple choice (one answer)

Lists:

• Dropdown
• List box
• Multiselect

Financial fields:

• Numerical textbox
• Prefix (R / USD / ZAR)
• Suffix (.00, %)

Large inputs:

• Comment box

Uploads:

• File upload (for receipts, supporting docs)

Tables:

• Table (for expenses, asset lists, inventories)

5. Plan Your AI Logic

If the form connects to a wiki, include AI instructions inside the wiki to customise the final document.

Examples:

For a Will Generator

{AI: If the testator has no children, remove the Guardianship section.}

{AI: If beneficiary_gender is female, adjust pronouns to she/her.}

{AI: Split the estate equally among all listed beneficiaries unless custom percentages are provided.}

For a Leave Application

{AI: Validate that leave_end_date is not earlier than leave_start_date. If incorrect, rewrite the error section.}

For Expense Forms

{AI: Sum all expenses listed in the table and insert into {expense_total}.}

For Incident Reports

{AI: Generate a summary paragraph of the incident using the details provided.}

Tip:

Do NOT put AI instructions in every paragraph.
Only where logic is needed.

6. Link the Form to a Wiki (if required)

For forms that generate documents:

✔ Select the related Wiki template
✔ Select the folder where output PDFs must be stored
✔ Define the Save As pattern using variables
✔ Optionally set a password (also supports variables)

Example Save As patterns:

{full_name}-{id_number}.pdf
leave-{employee_id}-{leave_start_date}.pdf
expense-{id}-{submission_date}.pdf
incident-report-{incident_date}.pdf

7. Decide Which Fields Are Required

Only mark fields required if:

• Legally necessary (ID numbers, signatures)
• Needed for AI logic
• Needed to generate a valid document

Avoid making everything mandatory.

8. Use Ordering Wisely

Options:

• Normal – recommended for most cases
• Random – useful for surveys or tests
• Reverse – rarely needed

Drag questions to fine-tune the layout.

9. Test the Form Thoroughly

Test with real-world scenarios:

For Wills:

• Married with children
• Married without children
• Single with 1 beneficiary
• Divorced with multiple beneficiaries
• Guardianship required
• No assets

For Leave Applications:

• Partial leave days
• Leave overlapping weekends
• Unexpected leave types

For Expense Reimbursements:

• Multiple receipts
• Missing receipts
• Incorrect totals

For Incident Reports:

• Minor injuries
• Major incidents
• No witness details
• Multiple attachments

Check that:

• Variables map correctly
• AI instructions produce correct results
• Output PDF format is clear
• Filenames generate correctly
• No missing fields

10. Check Formatting & Cleanup

Before publishing:

✔ Review the wiki
✔ Use “Advanced → Cleanup” if needed
✔ Ensure no hidden formatting
✔ Test the PDF layout

Your Form Is Ready!

Once all steps are complete, your complex form is ready for production.