The AI Form Builder works in the context of the page that is open. From a Quality Document, it can read the selected source document and prepare a new form. From an existing generated form, it receives the authoritative saved field definition and prepares a specific field change. FlinkISO validates the returned structure before creating or rebuilding anything.
Open FlinkISO AI
- Open the Quality Document or generated form you want the AI assistant to work with.
- Select the FlinkISO AI icon in the application header.
- Choose a suggested request or enter a clear instruction in the message box.
- Keep the panel open while the request is processed. The underlying form cannot be submitted while AI edit mode is open.
The panel keeps request history for the current context and shows when another AI request is already using the instance. Only one expensive generation runs at a time; wait for it to finish or stop it before sending another.
Create a form from a document
Document-to-form creation is available from a Quality Document. FlinkISO can extract text and use page images to understand the layout of supported PDF, DOCX and XLSX files. A visually analysed source document must be smaller than 25 MB, and PDF processing also follows the maximum-page setting configured in AI Setup.
- Open the Quality Document that contains the form or structured information.
- Open FlinkISO AI and select Send current document. The document is not included unless this option is selected.
- Ask the assistant to summarise or identify fields first when the source is complex.
- Send a form-creation request. FlinkISO prepares parent fields in document order and separates genuinely repeatable rows into proposed child tables.
- Review the fields, warnings and detected child tables. If child tables are present, choose Create parent and child tables or Create parent only.
- Open the generated form or continue to the Form Builder to review its layout and settings.
Useful document commands
| Goal | Example command |
|---|---|
| Understand the document first | Summarize the requirements in this document before creating anything. |
| Preview the proposed structure | Identify the form fields, choices, and validation rules in this document. |
| Create the complete form | Create a FlinkISO form from this document. |
| Emphasise repeatable rows | Create a form from this document. Treat the line items as a repeatable child table. |
| Create only the parent | Use the Create parent only button when FlinkISO detects child tables. |
For invoices, purchase orders and similar records, document number, parties, dates, status, currency and totals remain parent fields. Repeated item, quantity, rate, tax and line-total columns are normally proposed as one child table. Sample spreadsheet rows are used to infer field types; they are not created as separate fields.
Privacy and data handling
AI form building may expose business information to an AI service, so use it with the same care as any controlled document-processing service. FlinkISO limits what is sent and requires an explicit choice before a source document is included, but your organisation remains responsible for deciding which information an approved AI provider may process.
| Action | Information used |
|---|---|
| Send a typed request without the document | Your instruction, the current page context and, when editing a generated form, its saved field definition. |
| Select Send current document | The above information plus document metadata, extracted text and, for supported visual analysis, rendered pages from the selected PDF, DOCX or XLSX file. |
| Use a cloud or OpenAI-compatible provider | FlinkISO API v2 routes the required request content to the configured external provider. That provider's contract, region, retention and model-training policies apply. |
| Use self-hosted Ollama | FlinkISO API v2 routes the request to the Ollama endpoint configured by your administrator. Model inference remains on infrastructure your organisation controls, but the request still passes through the configured FlinkISO API v2 service. |
Built-in safeguards
- Normal FlinkISO access checks continue to control which document or form a user can open and send.
- Saved provider API keys are encrypted at rest. During a request, the credential is supplied to FlinkISO API v2 so it can contact the configured provider.
- Reference-document content is marked as untrusted. The model is instructed to ignore commands embedded in the document, which helps reduce prompt-injection risk.
- The model must return a supported operation in a defined JSON structure. FlinkISO validates field names, types, choices, links and placement before a create or rebuild operation is allowed.
- Only an MR user can apply structural form changes. Other authorised users receive a read-only preview.
- FlinkISO stores the user's prompt, context identifiers, operation, status, processed response and raw model response in the local AI history. The source document file and extracted text are not copied into that history, although an AI response may repeat information from the document.
Before sending sensitive information
- Send only the document and information needed for the form-building task. Remove personal, medical, HR, customer, financial or proprietary data when it is not required.
- Use only an AI provider approved by your organisation. For a cloud provider, review its data-processing agreement, storage region, retention period and model-training controls.
- Keep Ollama on a private network, VPN or restricted allowlist. Do not expose its service port directly to the public internet.
- Use HTTPS between separate servers, restrict provider credentials to the minimum required access, and rotate or revoke credentials according to your security policy.
- Restrict access to AI history and set a retention process appropriate to your organisation, because prompts and responses can contain business information.
- Review the proposed fields and child tables before use. AI output can be incomplete or incorrect even when privacy and validation controls work as intended.
Update an existing generated form
Open the generated Add or Edit page, then open FlinkISO AI. The assistant receives the current field names, labels, types, order and selected settings. Use the exact visible label or saved field name in a command. When the panel is open, selecting a field on the page opens guided actions for that field.
Available typed commands
| Action | Examples | Notes |
|---|---|---|
| Add a field | Add a field called Review Date.Add a mandatory date field called Due Date after Target Date. | A short request can open the guided field wizard. A named anchor must match an existing field. |
| Add several fields | Add Inspection Result, Reviewed By and Review Date after Findings. | Only genuinely new fields are added. Duplicate field names are rejected. |
| Rename a label | Rename supplier_name to Approved Supplier. | Changes the displayed label while retaining the saved field name. |
| Make required or optional | Make corrective_action mandatory.Make completion_notes optional. | Updates the field’s required setting. |
| Choose the default field | Make complaint_number the default field. | The default field identifies records in lists and linked selections. |
| Show or hide on lists | Show review_status on the index page.Hide internal_notes from the list page. | Controls the generated Index/list view. |
| Change field type | Change findings to a textarea.Change review_date to a date field.Change result to radio with choices Pass, Fail, Not Applicable. | Supported conversions include text, textarea, date, radio, checkbox and linked dropdowns. |
| Add fixed choices | Add Pending, Approved and Rejected to the status radio choices. | Editable fixed choices are supported for radio and checkbox fields. |
| Remove a choice | Remove Not Applicable from the result checkbox choices. | The choice must exist on the named radio or checkbox field. |
| Checkbox layout | Make applicable_standards checkboxes inline.Make applicable_standards checkboxes vertical. | Controls whether checkbox items appear in a row or a vertical list. |
| Link a master | Link action_owner to Employee model.Link department to Department model. | Supported named models are Employee, Branch, Department, Designation and QcDocument. |
| Move a field | Move approval_status after reviewed_by.Move complaint_number to the beginning. | Uses the existing field name as the position anchor. |
| Remove a field | Delete the field obsolete_reference. | Field deletion is a structural change; confirm the target carefully. |
| Review a form | Review this form and suggest missing fields or validation rules. | Use the response as a review aid, then request each required structural change clearly. |
| Explain a missing field | Why can’t I see the linked_documents field? | FlinkISO explains whether the field is marked for removal, configured as a section break or acting as a linked-document placement. |
Use guided field actions
Guided actions are the safest way to edit one existing field. Open the AI panel and select the field directly on the generated form. FlinkISO shows the current type, link, tab, checkbox layout and choices, then provides applicable actions:
- Make mandatory or optional
- Make default
- Show on list or hide from list
- Add or remove checkbox items
- Use inline or vertical checkbox layout
- Change to Text, Long Text, Date, Radio or Checkbox
- Link to Employee, Branch, Department, Designation, Quality Document or another exact model/form name
- Rename the displayed label
- Add the field to a tab, move it to another tab or create a new tab
- Move the field to the beginning or after another field
- Delete the field after confirmation
- Open the full Form Builder for settings outside the guided action set
Add a field with the wizard
Enter Add a field or Add a field called Review Outcome. The wizard asks only for settings relevant to the selected type and presents a final review before creating the field.
| Wizard setting | Available values |
|---|---|
| Field type | Short text, phone, email, long text, date, date and time, number, decimal number, single or multiple linked dropdown, radio buttons, checkboxes, file upload, comments or notes, hidden field, linked documents, and section break. |
| Linked model | Employee, Branch, Department, Designation or Quality Document. |
| Fixed choices | Comma-separated options for radio buttons or checkboxes. |
| Checkbox layout | Vertical or inline. |
| Required | Mandatory or optional. |
| Width | 3, 4, 6, 8, 9 or 12 columns. |
| List page | Show on list or do not show. |
| Position | After a selected existing field or at the end of the form. |
How FlinkISO keeps changes controlled
- The current saved form definition is treated as authoritative.
- The AI response must match the supported operation and field schema.
- Field names, types, choice lists, links and placement anchors are validated.
- Unknown targets, duplicate fields, invalid child tables and incomplete responses stop the rebuild and return a clarification or warning.
- Only an MR user can create or rebuild a generated form. Other authorised users receive a read-only preview.
- FlinkISO records the AI request, response status and operation in its local AI history.
If the assistant asks a clarification question, answer it in the panel instead of starting a separate request. For example, “make this field important” prompts you to choose whether that means mandatory, default, both, or visible on the list page.
When to use the full Form Builder
Use the normal Form Builder for detailed layout work, complex tab sequencing, child-form placement, Child Document Form relationships, advanced field settings, table permissions, data-entry configuration, charts, panels, email triggers, tasks and custom JavaScript. The AI assistant includes a Go to Form Builder action for these changes.