Sharing & Templates

📋 Assigning Forms to Cases

There are a few ways to give a form to a case:

✋ Manually

1. Open a case
2. Go to the Tasks tab
3. Click Add Form
4. Pick the form you want to assign

🤖 Automatically via Case Type

Set a default form for a case type, and it'll be added automatically whenever a new case of that type is created:

1. Go to Settings → Case Types
2. Select a case type
3. Set the Default Form
4. All new cases of this type get the form right away!

📣 Via Campaigns

When you run a campaign, you can attach a form. Clients who respond will have the form added to their case.

⚡ Via Automations

Trigger form assignments with automations:

• Case created → Assign the intake form
• Status changed to "Active" → Assign the treatment form
• Task completed → Assign the next form

🔗 Sharing Forms with Clients

Once a form is assigned to a case, you can share it with the client:

📤 Sharing Options

1. Open the case
2. Go to Tasks
3. Click Share Form Link
4. Pick how to send it:

Method	Description
SMS	Send a text message with the link
Email	Send an email with the link
Copy Link	Copy the link so you can paste it anywhere

🔒 Form Link Features

Feature	Description
Secure	The link is encrypted and safe
No Login Required	Clients don't need an account
Mobile Friendly	Works great on any device 📱
Time Limited	Links can have an expiration date
Single Use	You can make links work only once

🌐 Public Form Links

Create forms that anyone can access — great for your website!

✨ Public Form Features

Feature	Description
Permanent URL	A link that always stays the same
No Case Required	A new case is created when someone submits
Lead Generation	Perfect for putting on your website
Analytics	See how many people view and submit the form

🛠️ Setting Up Public Forms

1. Open the form
2. Click Public Link
3. Turn on public access
4. Copy the URL
5. Put it on your website or share it

📊 Tracking Completion

Keep an eye on how forms are going:

📋 On a Case

The case's Tasks tab shows:

Metric	Description
Completion %	How much is done
Tasks Done	How many tasks are finished
Tasks Remaining	How many tasks are left
Overdue Tasks	Tasks that are past their due date ⏰

📈 Form Statistics

See how a form is doing across all cases:

1. Go to Settings → Forms
2. Click on a form
3. Check the Stats tab

Stat	Description
Total Assigned	How many times the form was given out
Completion Rate	What percentage of people finished it
Avg Time to Complete	How long it usually takes to finish
Drop-off Points	Where people tend to stop
Popular Answers	The most common responses

📄 Form Templates

Save time by using ready-made templates!

🏗️ Preset Templates

Kayse AI comes with forms already built for common situations:

Template	Description
Personal Injury Intake	Accident details, injuries, treatment
Workers' Comp Intake	Work injury, employer info
Medical History	Health conditions, medications
Document Collection	Request standard documents
Client Satisfaction	Post-case feedback survey

🎨 Custom Templates

Save your own forms as templates:

1. Build your form with all the sections and tasks you want
2. Click Save as Template
3. Use the template whenever you make new forms

📋 Duplicating Forms

Make a copy of a form you already have:

1. Open the form
2. Click the three-dot menu (⋮)
3. Select Duplicate
4. Change whatever you need on the copy

🕰️ Form Versioning

Keep track of changes to forms over time:

Feature	Description
Version History	See all the past versions
Restore Version	Go back to an older version
Compare Versions	See what's different between versions
Draft Mode	Make edits without changing the live form

🤖 AI-Powered Features

📄 Task Extraction

Pull tasks from documents automatically:

1. Upload a document (PDF, Word)
2. AI finds all the questions and fields
3. Tasks are created automatically
4. You just review and tweak them

💡 Smart Suggestions

AI suggests tasks based on:

• The case type
• Your industry
• Common questions people ask
• Forms you've used before

🗣️ Integration with AI Agents

Forms can work with AI voice agents!

🎤 Form-Based Agents

1. Create a form with the info you want to collect
2. Link it to an AI agent
3. The AI builds its script from the form tasks
4. Calls collect the form data through conversation

📞 Call-to-Form Data

Info gathered during AI calls can automatically fill in form tasks. Pretty cool, right? ✨

💡 Best Practices

• Keep forms focused — Don't try to collect everything at once
• Use clear section names — Help clients understand what you need
• Add descriptions — Explain why you're asking for certain info
• Use conditional logic — Hide questions that don't apply
• Test your forms — Fill it out yourself to see how it feels
• Think mobile-first — Most clients will use their phone 📱
• Start easy — Put simple questions first, harder ones later
• Save progress — Turn on auto-save for long forms
• Clear error messages — Help people fix mistakes
• Confirmation page — Show a "you're done!" message at the end