Intake forms are where a relationship starts: a new client, customer, tenant or member gives you the details you need to begin. Many organisations keep that form as a PDF because it carries their terms, their layout and the exact questions they have refined over time.
Sending it as an attachment asks a lot of a new client. They have to download it, find something that can fill it in, save it and attach it to a reply. Some print and scan it. Some never return it. DocAIFlow lets them complete the same document in a browser and submit it in one step.
How it works
Intake without the attachment loop
Keep your form
Upload the intake PDF and keep its wording and order. Existing fillable fields are extracted; add text, long-text, checkbox, radio or dropdown fields where needed.
Ask only what you need
Mark essential questions as required so incomplete intakes cannot be submitted. Leave out anything you do not need to store.
Send one link
Put the link in your welcome email, booking confirmation or website. Each completed intake arrives in your dashboard and exports to CSV.
Collect responsibly
You decide what to ask, so plan what you will keep
Intake forms often collect personal data. For answers submitted to your form, you are the controller and DocAIFlow acts as your processor: you decide what to ask and why, and you are responsible for telling clients how their data is used. The public form shows what the service stores; it cannot describe your purpose.
- Collect the minimum your process needs.
- There is no automatic retention limit yet: export what you must keep and delete responses you no longer need.
- Recording a respondent's IP address is off by default; if you turn it on, the form tells the respondent.
The security page and the product privacy notice describe storage, deletion and subprocessors in detail.
Know the limits
When to use a different tool
DocAIFlow does not provide signatures, identity verification, payments, appointment booking or a completed PDF per intake, and it makes no HIPAA or other sector compliance claim. Healthcare, legal and financial intake usually needs some of these; confirm your requirements before moving a regulated process.
Questions
Online intake forms
Can I use this for patient or client intake with sensitive data?
Only after you have checked your own obligations. For responses collected through your form you are the controller and DocAIFlow is the processor. DocAIFlow makes no HIPAA or sector-specific compliance claim. Read the product privacy notice before collecting sensitive data.
Can new clients sign the intake form?
Not today. Signature fields and certified e-signatures are not part of the beta.
Do clients need to create an account?
No. The intake form opens from a public link and can be submitted without registering.
Can a client correct an answer after submitting?
Not directly. The link is anonymous, so a response cannot be reopened by the person who sent it. Corrections go through you as the form owner.