Using the Ideagen AI Smartfield (Beta)

Who is this article for?

   Admins and Form Designers creating and managing forms.

   Hosted instance is required.

This article introduces you to the exciting new Ideagen AI feature in Smartforms – the AI field type that leverages OpenAI (ChatGPT 3.5) to provide insightful responses based on your specific prompts and form data. Whether you're in a highly regulated industry or any other field, this feature is designed to enhance your user experience and streamline information retrieval.

Please be aware that it is currently in a Beta testing phase. If you would like to have this feature made available to your organisation, please don't hesitate to contact our Product team at smartforms.product@ideagen.com. Your feedback and interest are invaluable as we work to refine and expand its capabilities.

1. Feature Overview
2. Feature Setup
3. Feature Control
4. Use Cases
5. Benefits
6. Considerations
   1. Form Designers
   2. Users

1. Feature Overview

• User Input: With the new Smartfield, users can now trigger a question or prompt (created by the Form Designer), along with data entered by the user to be sent directly to OpenAI from your form. This is where the magic begins, as you can seek information or insights tailored to your unique needs (Summaries, Action Plans, etc.).
• AI Response Generation: Upon submitting the prompt, Smartforms will seamlessly send your query to OpenAI's ChatGPT. ChatGPT is a powerful language model that comprehends your question or prompt and utilises its vast knowledge base to generate a natural language response. It's like having a conversation with an AI assistant.
• Response Display: Generated responses will be displayed right within the form itself, allowing the end user to amend it to their specific needs. This means you won't have to switch between different applications or windows to find the information you need. It's all in one place, making the process efficient and user-friendly.

2. Feature Setup

To get started with Smartfield:

1. Add the AI Field.
   Designers can simply drag and drop the AI field from the Palette tab to the form. 

2. Customise the Properties.
   Designers have control over the Caption and Button Label, customising how it will appear to end users of your form.

3. Enter your Prompt.
   Designers can then configure the prompt or question from the Properties area, and select which Section and Field data should also be included. We encourage you to be specific as possible to get the best results.

4. Submit your query.
   When the End User is completing the form, all that is required from them is to hit the submit button. The system will automatically send the prompt and selected fields to OpenAI for processing.

5. Access the Generated Response.
   Within moments, the AI-generated response will appear within the form. The response is designed to be informative and relevant, ensuring your users receive the information they need without delay. This area is editable by the End User. 

3. Prompt and Field Control

It's important to note that when using the Ideagen AI Smartfield, the control over the prompt and the fields included is exclusively in the hands of the Form Designers.

Users completing the form are not granted the ability to edit or modify these elements. Their role is to input data into the fields and press a button to trigger the prompt, which, in turn, generates the output based on their responses to the form's fields.

This design ensures that the integrity of the form and the AI-powered responses are maintained. Form Designers, who understand the specific needs and objectives of the form, have full control over crafting the prompts and selecting the relevant fields for generating responses. Users are responsible for providing accurate information within the fields, while the generation of AI responses is managed seamlessly by the system, promoting a streamlined experience.

This division of responsibilities enhances security, accuracy, and ensures that the AI field operates efficiently within the form, serving its intended purpose effectively.

4. Use Cases

Below are a few use cases to help you get the most out of the feature.

Requesting an Action Plan based on Responses

Scenario
In a highly regulated industry, such as agriculture or construction, compliance with strict guidelines is crucial. The Ideagen AI Smartfield in Smartforms can help users request an action plan based on their form responses. For instance, a user conducting a compliance audit can input their findings and request specific actions to address any discrepancies. OpenAI can generate detailed action plans, making compliance procedures more structured and efficient.

Suggested prompt
"Generate a detailed action plan outlining the next steps to address the identified challenges/opportunities. Please provide specific and actionable recommendations. Include milestones, deadlines, and any dependencies."

Generating a Summary of the Form Outcome (Audits, Inspections, etc.)

Scenario
Whether you're conducting an audit, inspection, or any data-intensive task, the Ideagen AI Smartfield can assist in generating a comprehensive summary of the form outcome. Users can input their data, and OpenAI can quickly process it to create an organised summary. This is invaluable for internal record-keeping, compliance reports, or sharing results with stakeholders.

Suggested prompt
"Generate a concise and informative summary of the completed form. Highlight key insights, trends, and notable findings. Ensure the summary is clear and easily understandable."

Drafting an Email Based on Results

Scenario
After completing a form, users often need to communicate the results to colleagues or superiors. With the Ideagen AI Smartfield, users can input key form details, and OpenAI can assist in drafting an email with the relevant information. This is particularly useful in situations where time is of the essence, such as sending post-audit reports or inspection findings to a team.

Suggested prompt
"Draft an email based on the provided results. Clearly and concisely communicate the key findings and any necessary context. Tailor the tone to match the purpose of the communication. If applicable, include specific calls to action or next steps."

5. Benefits

• Efficiency: With the Ideagen AI Smartfield, users can quickly summarise the information they need, reducing the time spent drafting documentation.

• Accuracy: OpenAI's language understanding capabilities ensure the responses are accurate and contextually relevant.

• User Experience: Providing immediate, relevant information directly within the form enhances the overall user experience and eliminates the need to navigate away from the form.

6. Considerations

6.1 Form Designers

• Contextual clarity: Provide clear and comprehensive prompt in the field properties to enhance the generative AI tool's ability to produce accurate and relevant responses.

• Data security: Carefully choose the Fields and Sections you include in your prompt, being mindful of potential sensitive information within the form. Generating responses involves processing data, so it's crucial to uphold compliance with data privacy and security measures.

6.2 Users

• Single-Response limitation: Generating a new response will override any previous responses for the completed form. Ensure that the current response meets your needs before proceeding.

• No retrieval of old Responses: Once a new response is generated, there is no functionality to retrieve or bring back previous responses. Consider saving or documenting important information separately.

• Review and edit feature: Before finalising, take advantage of the ability to edit and refine the generated response as needed.

• Feedback mechanism: If you encounter any issues or have suggestions for improvement, utilise the tool's feedback mechanism to contribute to its enhancement.

Incorporating the Ideagen AI Smartfield into your Smartforms can be a game-changer, enabling you to serve your users better and more efficiently. It's a powerful tool for highly regulated industries and beyond. We invite you to familiarise yourself with the Ideagen Artifical Intelligence (AI) Disclaimer.

If you have any questions or need assistance in implementing this feature, our Support Team is here to help. We're excited to see how this AI field enhances your forms and user interactions.