AI Assisted Intake Form
At Intapp, I led the design of an AI-assisted intake form that prepopulates key fields from user context and email content, reducing manual data entry while keeping users in full control through inline review and editing.
Web Design
Context
Existing business intake forms were long and repetitive, often requiring users to re-enter information already written in emails or prior requests. Completing a form meant copying from other sources and double-checking for accuracy, creating friction, errors, and delays for both business and support teams. The goal was to reduce data entry fatigue and speed up submissions by letting AI handle the initial work while keeping users in control and confident that the information remains accurate and fully editable.
Explorations
Two design explorations were considered. The key challenge wasn’t just technical. It was deciding how much of the AI users should see: should it feel like a “magic autofill” moment or a collaborative partner?
The first approach placed AI suggestions next to each pre-filled field. This kept users in their familiar flow and enabled quick review and edits. The second, a Summary AI Panel, provided a top-level overview of auto-filled fields. However, testing showed users often skimmed the summary and still questioned which fields changed, creating unnecessary overhead.
Final Solution
The final solution supports dragging and dropping an email into the form to automatically prepopulate relevant fields, reducing manual entry and keeping users in their workflow. The in-context experience also includes a toggle that lets users quickly highlight all AI populated fields for easy scanning, while each suggestion appears inline for immediate review and editing. When multiple suggestions are available, users can quickly choose the correct value without breaking their flow.
