A complete guide on how to use the AI Form Generator to create a new form from a PDF, and how to edit and approve the generated fields to get it ready for patients.
✨ When You Need This Guide
This guide is your go-to resource for creating and finalizing your digital forms. Use this if:
You want to create a new digital form by uploading an existing PDF.
You need to approve a newly generated form.
You need to edit a question or a set of answers on a form during the approval process.
You want to remove a section or question from a generated form.
What This Covers (And What It Doesn't)
✅ This article explains how to create new forms using the AI Form Generator and how to edit the fields as part of the approval process.
❌ It does not cover how to add a finished form to your website. For that, please see our guide: How to Add a Form to Your Websit].
You'll Need:
The form you want to create saved as a PDF on your computer or accessible via a URL.
✅ How to Create, Edit, and Approve Your New Form
This process walks through creating a form with the AI Generator and making edits as you approve it.
Step 1: Import Your PDF and Start Generation
Navigate to FORMS > Show Forms.
In the top-right corner, click Import. Click Choose File to upload a PDF from your computer, or paste a link if it's hosted online.
The "Edit Form" page will open. Give your form a patient-friendly Name (e.g., "New Patient Intake Form").
Configure your settings:
Save PDF: Turn this toggle ON if you want a PDF copy of the completed form saved automatically upon submission.
Send Email Notification: Turn this toggle ON to send a notification to yourself or your staff when a form is completed.
You will see a "Your template is still being generated..." message. Click Save Form to begin the AI generation process.
Step 2: Review, Edit, and Approve Your Form
After a few minutes, the form's status will change from Pending to Needs Approval.
Click on the form name to open the editor. You will now review your form page by page.
On each page, you can make edits before you approve it:
To Edit a Question: Find the question and click the gear icon (⚙️) to its right.
You can change the Label (the question text), edit the choices for multiple-choice questions, or use the Required toggle to make it mandatory.
To Remove a Question: Find the question or section you want to remove and click the black "X" to its right.
To Add an Image: If an image from your original PDF is needed on the form, you must upload it as a separate image file and add it as a new element.
Approve the Page: Once you are satisfied with a page's layout and fields, scroll to the bottom and click the Approve Page button.
Repeat this review, edit, and approve process for every page of your form.
Final Save: After all pages have been approved, click the main Save Form button at the top of the page.
💡 Common Questions
What You Might Notice | Why It's Happening | What to Do |
I edited my form after adding it to my site, but the original version is still showing up on my website. | Your web browser is likely showing you a saved or "cached" version of the page and hasn't downloaded the updated form yet. | This is a common caching scenario. You will need to clear your browser's cache to see the live updates. For a full guide, see: Why Aren't My Edits Showing Up? (How to Clear Your Cache). |
My form has been in "Pending Generation" status for a long time. | The AI Form Generator can take several minutes to process your PDF, especially for long or complex forms. | Please be patient and check back in 10-15 minutes. If the status has not changed after a significant amount of time, you can click back into the form and click Regenerate Form. |
🎉 You'll Know It's Working When:
The red "Needs Approval" status next to your form name disappears after you've approved all pages and saved.
The live version of your form on your website shows all of your approved edits correctly.
💬 Need Help? We're Here!
If you have other questions about building or editing your forms, our support team is ready to help. Contact us at 800-563-0469 or support@getaloha.com.