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Smart Forms

Smart Forms uses AI to extract data from forms and documents, making it easy to process applications, reports, and other standardized documents.

Overview

Section titled “Overview”

Smart Forms can:

  • Extract data from uploaded forms
  • Identify and fill form fields automatically
  • Process multiple forms in batch
  • Export extracted data

Accessing Smart Forms

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Click Smart Forms in the App Drawer section of the sidebar, or access it from the Quick Actions on the Dashboard.

Using Smart Forms

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Processing a Form

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  1. Upload a Document

    Click the upload area or drag and drop a document containing form data. Supported formats include:

    • PDF documents
    • Scanned images (JPG, PNG)
    • Word documents

  2. AI Extraction

    Smart Forms analyzes the document and identifies form fields and their values. This happens automatically after upload.

  3. Review Results

    Review the extracted data in the form interface. Each identified field shows:

    • Field name or label
    • Extracted value
    • Confidence indicator (when available)

  4. Edit if Needed

    Click any field to edit the extracted value if corrections are needed.

  5. Export Data

    Export the extracted data in your preferred format or use it directly in other workflows.

Supported Form Types

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Smart Forms works with various document types:

TypeExamples
ApplicationsPermit applications, requests, registrations
ReportsIncident reports, status reports, assessments
SurveysFeedback forms, questionnaires
FinancialInvoices, expense reports, purchase orders
HR DocumentsEmployment forms, time sheets, leave requests

Working with Extracted Data

Section titled “Working with Extracted Data”

Field Editing

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If the AI extraction is not perfect, you can manually correct any field:

  1. Click on the field value
  2. Edit the text
  3. Changes are saved automatically

Required Fields

Section titled “Required Fields”

Some forms may indicate required fields. Smart Forms highlights these so you can ensure they are completed.

Validation

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Smart Forms may validate certain field types:

  • Dates are checked for proper format
  • Numbers are validated
  • Email addresses are verified

Form History

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Smart Forms maintains a history of processed forms:

  • View previously processed forms
  • Access past extractions
  • Continue work on incomplete forms

Accessing History

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Your form history appears below the main upload area. Click any previous form to view or continue working with it.

Best Practices

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For Best Extraction Results

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  • Use high-quality scans (at least 300 DPI)
  • Ensure text is legible and not obscured
  • Keep forms properly aligned (not skewed)
  • Use good lighting for photos of physical forms

Organizing Your Work

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  • Process similar forms together
  • Review extractions promptly
  • Export data regularly for backup

Use Cases

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Permit Processing

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Upload permit applications and have Smart Forms extract:

  • Applicant information
  • Property details
  • Requested permit type
  • Supporting documentation references

Incident Reporting

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Process incident report forms to extract:

  • Date and time of incident
  • Location details
  • People involved
  • Description and outcomes

Expense Processing

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Extract data from expense reports:

  • Employee information
  • Expense categories
  • Amounts and dates
  • Receipts and documentation

Troubleshooting

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Poor Extraction Quality

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  • Check document quality (clarity, resolution)
  • Ensure the document is not skewed
  • Try a different file format
  • Break up multi-page documents if needed

Unsupported Format

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  • Convert the document to PDF
  • Use a supported image format (JPG, PNG)
  • Ensure the file is not corrupted

Missing Fields

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  • The form layout may not be recognized
  • Try manual field identification
  • Contact support for specialized form types

Next Steps

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