Form Submission and Workflow

Once your form and questions are created, users can fill out the form through its public or internal link. The submission process connects Forms → Wikis → AI → PDF.

This section explains exactly how that workflow operates.

Autosave Behaviour

Forms automatically save user input as they type.

Autosave is triggered by:

• Typing in a textbox
• Selecting a dropdown option
• Uploading a file
• Changing a toggle or switch
• Selecting a date/time

Autosave stores values under each question’s variable name.

For example, if the variable is:

full_name

Autosave will store:

full_name: "Sarah Jacobs"

How Forms Connect to Wikis

When creating a form, you choose a Related Wiki.

This wiki acts as the template for the final document.

The workflow is:

1. User completes the form
2. System collects all variable values
3. Variables replace placeholders inside the wiki
4. AI instructions (embedded in the wiki) are triggered
5. AI rewrites or adjusts the wiki
6. A final document is generated
7. The PDF is saved to the related folder
8. The file is named according to the Save As pattern

How Variable Replacement Works

In the wiki, anywhere you place:

{variable}

The form’s answer will be inserted.

Example wiki:

I, {full_name}, residing at {address}, hereby declare this to be my Last Will.

Example form data:

• full_name: Sarah Jacobs
• address: 12 Oak Street, Cape Town

Result:

I, Sarah Jacobs, residing at 12 Oak Street, Cape Town, hereby declare this to be my Last Will.

How AI Instructions Work

Wikis can contain AI instructions in the format:

{AI: Do something...}

AI reads these instructions after variables are replaced.

Examples:

Pronoun handling

{AI: Based on the 'beneficiary_gender', rewrite any pronouns in this section to he/him or she/her.}

Conditional content

{AI: If has_children = no, remove the entire section titled 'Guardianship'.}

Distribution logic for wills

{AI: If there is only one beneficiary, adjust the distribution so that 100% of assets go to them. If there are multiple, split them equally unless specified otherwise.}

Adaptive rewriting

{AI: Rewrite this section in plain English suitable for South African legal formatting.}

AI instructions can appear anywhere in the wiki

They are executed in sequence throughout the document.

PDF Generation

After all variable replacements and AI transformations:

1. A final document is created
2. The file is generated as a PDF
3. The filename uses your Save As pattern

Example Save As pattern:

{full_name}-{id_number}.pdf

Example output:

Sarah Jacobs-8701230045087.pdf

If a password is provided:

• The PDF is encrypted
• The password may also contain variables

Example:

Password: {id_number}

Saving the PDF

The final PDF is saved automatically in the folder you selected under Related.

Users can then:

• Download the PDF
• Share it
• Move it to other folders
• Attach it to workflows or tasks

Form Best Practices

1. Use simple, consistent variable names

Good:

primary_beneficiary_name
executor_full_name
has_children

Bad:

a1
question2
xname

2. Keep sections short and meaningful

Example:

• Personal Details
• Beneficiaries
• Executors
• Guardianship

3. Avoid long single-page forms

Use multiple sections for better structure.

4. Use appropriate input types

For accuracy and validation:

• Email → E-mail address
• ID number → Numerical textbox
• Gender → Dropdown
• Phone → Telephone number

5. Use prefixes and suffixes to guide users

Examples:

• Prefix: R
• Suffix: .00

6. Use required fields minimally

Only mark fields required if absolutely necessary.

7. Avoid special characters in variable names

Use letters, numbers, and underscores only.

8. Test with real data

Always submit test forms to ensure:

• Variables work
• Wiki content merges correctly
• AI follows instructions as expected
• PDF is formatted correctly

Troubleshooting

Variables not replacing

Check:

• The variable name in the question matches the wiki exactly
• No extra spaces
• No uppercase/lowercase mismatch
• Variable used only once or intentionally repeated

AI instructions not executing

Possible causes:

• Syntax incorrect
• Missing variable
• Instruction contradicts form data
• AI instruction too vague
• Wrong variable name referenced inside AI logic

PDF not generating

Check:

• Wiki is linked in the “Related” field
• A valid folder is selected
• “Save As” filename is valid
• No illegal characters in the generated filename

Wrong file name

Check that variables used in Save As exist in the form.

Form answers not saving

Verify variable names exist and autosave is not blocked by browser settings.

Errors with email / phone number

Ensure correct question type is used (E-mail address, Telephone number).

Order of questions is wrong

Ensure:

• Section order is set correctly (Normal, Random, Reverse)
• Question drag handles are used properly