Intake Forms: Sample Flows

This article presents possible use cases and corresponding sample flows that you can support. It provides a useful starting point as you plan your implementation.

Create an intake form and share it with a client

Collect project information from a new client by creating an intake form and sharing it with them.

To collect project information from a new client:

1. Call Create Intake Form with the client's name and project details. The owner (userId) and accountId are set automatically from the caller's identity.

2. Share the form by calling Update Intake Form with the client's email addresses in clientEmails. Adding the first email stamps publishDate.

3. The client fills out the form in Content Collector. The questionnaire is generated with AI the first time the form is opened. The client must be signed in with an email listed in clientEmails to access it, and the signed-in client view uses Get Client Intake Form.

4. Once the client submits, the intake form's clientFormInteraction.submissionDate is populated automatically. Poll Get Intake Form or Query Intake Forms to detect the submission.

Export submitted intake forms to an external system

Periodically sync newly submitted intake forms to an external CRM or tracker.

To periodically sync submitted intake forms:

1. For the first run, call Query Intake Forms to get all intake forms in the partner's account. Set cursorPaging.limit to 100 (the maximum). If you receive a full page, follow pagingMetadata.cursors.next to retrieve the next page.

2. Filter for submitted forms and order them by submission time:

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3. Upload the returned intake forms to the external system.

4. Save the timestamp of the most recent submission you processed.

5. On each subsequent run, query for forms submitted since that timestamp:

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6. Repeat steps 3 to 5 for each run. You can let the user configure the interval to fit their needs.

Find a client's intake forms for an AI assistant

Let an AI assistant work with a partner's own intake forms by searching for the forms a user asks about.

To find a client's intake forms for an AI assistant:

1. Call Search Intake Forms with a free-text expression to match against the client name and project name, for example the client the user asked about. Results are scoped to the partner's account.

2. From the results, read each form's project, context, and clientFormInteraction state to summarize status or surface the details the user requested.

3. To act on a specific form, use its id with Get Intake Form, requesting CONTEXT or SOURCE_MATERIALS in fields when the assistant needs that data.