SmartForm Sequences

What are Sequences?

SmartForm Sequences allow you to create a series of forms that users complete in a defined order. Instead of a single form, you can guide users through a multi-step process where each form collects specific information.

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Why Use Sequences?

Use Case	Benefit
Complex onboarding	Break long processes into digestible steps
Multi-stage assessments	Collect information progressively
Compliance workflows	Ensure all required documents are completed
Team collaboration	Delegate forms to different people

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Key Features

📋 Define Your Form Series

Create a sequence by selecting which forms to include and their order:

1. Add forms to your sequence from existing SmartForms
2. Set the order - users progress through forms sequentially
3. Configure completion rules - all forms required or specific ones

🔄 Flexible Completion Options

Forms in a sequence can be completed in different ways:

Option	Description
Direct	User fills the form themselves
Shared	Share an embed link with anyone to complete
Delegated	Assign the form to a specific person with a unique embed link

🔗 Embed Links

Each form or sequence generates an embed link that can be shared:

• Share the link via email, chat, or any messaging platform
• Embed in websites using an iframe
• Login support — if the form requires authentication, users are prompted to login
• Track completion — know who completed what and when

When you delegate a form in a sequence:

1. An embed link is generated for that specific form
2. Share the link with the assigned person
3. They can login (if required) and complete their part
4. Progress is tracked in the sequence

⚡ SmartFlow Execution Options

Control when your automation runs:

Option	When It Runs
After each form	SmartFlow executes immediately when each form is completed
After the sequence	SmartFlow executes only when all forms in the sequence are done
Both	Enable both options for maximum flexibility

This gives you fine-grained control:

• After each form: Send immediate confirmations, update records in real-time
• After sequence: Generate final reports, trigger approval workflows, send summary notifications

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🤖 Enable as AI Tool

Sequences can be exposed to your AI chatbot, allowing users to complete entire questionnaires conversationally.

How It Works

1. Enable the toggle "Enable as AI Tool" on your sequence
2. The sequence becomes available to the AI as a default tool
3. Users can start the sequence directly in the chatbot
4. AI guides them through each form conversationally

Benefits

• Natural experience: Users complete forms through conversation, not clicking
• Context-aware: AI can explain questions and help users understand what's needed
• Seamless integration: No need to switch between chat and forms
• Mobile-friendly: Works perfectly on any device through chat

Example Conversation

User: I'd like to apply for the partnership program

AI: I'll help you with the partnership application. 
    Let me start with some basic information.
    
    What's your company name?

User: TechCorp Solutions

AI: Great! And what's your annual revenue range?
    - Under $1M
    - $1M - $10M
    - $10M - $50M
    - Over $50M

User: $1M - $10M

AI: Perfect. Now I need a few more details about your business...
    [Continues through the sequence]

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Creating a Sequence

Step 1: Create the Sequence

1. Go to SmartForms in your dashboard
2. Click Create Sequence
3. Give your sequence a name and description

Step 2: Add Forms

1. Click Add Form to include existing SmartForms
2. Drag to reorder forms in the sequence
3. Configure each form's completion type (direct, shared, delegated)

Step 3: Configure SmartFlow Execution

Choose when workflows should run:

• ☐ Execute SmartFlow after each form
• ☐ Execute SmartFlow after sequence completion

You can enable one or both options.

Step 4: Enable AI Tool (Optional)

Toggle Enable as AI Tool to make the sequence available in your chatbot.

Step 5: Save and Test

1. Save your sequence
2. Test by starting it yourself or through the chatbot
3. Verify SmartFlow triggers at the correct moments

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SmartFlow Integration

Trigger: SmartForm Sequence

Use the SmartForm Sequence trigger in SmartFlow to automate actions when sequences are completed.

Variable	Description
sequence.id	Unique identifier of the sequence
sequence.name	Name of the sequence
sequence.forms	Array of all form responses
sequence.completedBy	User who completed the sequence
sequence.completedAt	Timestamp of completion

Example Workflow

SmartForm Sequence Trigger (After sequence)
    ↓
AI Request
  → Analyze all form responses
  → Generate summary report
    ↓
Generate PDF
  → Create completion certificate
    ↓
Send Email
  → Send certificate to user
    ↓
API Call
  → Update CRM with all collected data

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Use Cases

📚 Employee Onboarding

Sequence:

1. Personal Information Form
2. Emergency Contacts Form
3. Tax Documents Form
4. IT Equipment Request Form
5. Policy Acknowledgment Form

SmartFlow Configuration:

• After each form: Update HR system in real-time
• After sequence: Send welcome email with all confirmations

🤝 Partner Application

Sequence:

1. Company Information
2. Business Model Details
3. Technical Requirements
4. Legal Documents Upload

SmartFlow Configuration:

• After sequence: Create Salesforce opportunity + notify partnerships team

📋 Customer Assessment

Sequence:

1. Current Situation Analysis
2. Goals and Objectives
3. Budget and Timeline
4. Technical Requirements

SmartFlow Configuration:

• After each form: Save progress to database
• After sequence: Generate proposal + schedule meeting

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Best Practices

1. Keep Individual Forms Short

Break complex processes into 5-10 question forms rather than one massive form. Users feel progress and are less likely to abandon.

2. Use Delegation Wisely

For forms requiring input from multiple people:

• Delegate technical forms to IT team
• Share approval forms with managers
• Keep personal forms direct

3. Configure SmartFlow Thoughtfully

• Use after each form for:

  • Real-time data sync
  • Progress notifications
  • Intermediate validations

• Use after sequence for:

  • Final reports
  • Approval workflows
  • Completion notifications

4. Test the AI Experience

If enabling as AI Tool:

• Test the full conversation flow
• Ensure AI explanations are helpful
• Verify all forms complete correctly

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Related Documentation

• SmartForm Introduction
• SmartForm Creation
• SmartForm Sequence Trigger
• SmartForm Workflow Trigger