Forms

Build forms and questionnaires to collect info from your clients in an organized way. 📋

📝 What are Forms?

Forms in Kayse AI are groups of tasks put together in sections. They give you a neat way to gather info from clients, like:

• Client intake questionnaires
• Document collection requests
• Case info gathering
• Post-settlement surveys
• Medical history forms
• Employment info

When you assign a form to a case, all the tasks in that form turn into "case tasks" that the client can fill out. ✅

✨ Creating a Form

To make a new form:

1. Go to Settings → Forms
2. Click Create Form
3. Give it a name (like "Personal Injury Intake")
4. Add a description if you want
5. Click Create

TIP

You can also create forms from spreadsheets if you already have questionnaires in Excel or Google Sheets!

🏷️ Assigning a Case Type

When you create a form, you can now assign a Case Type right away.

• Manual forms — select a case type in the create form modal or in the form details sidebar
• AI-generated forms — choose a case type before saving the generated form

When you save an AI-generated form with a case type selected, Kayse automatically:

• creates matching custom field keys for the generated tasks
• links those custom fields to the selected case type
• pre-maps the generated tasks to those case type custom fields

This keeps form answers aligned with the same case type fields your team already uses elsewhere in Kayse.

Where case type shows up

When a case type is set on a form, you will see it as a label in more places so you do not have to open settings to remember the link:

• Forms list — a Case Type column on the table (Settings or Tasks flows, depending on where you manage forms)
• Form detail — next to the form name in the header
• Form editor — under the form title in the header when the simplified header is shown
• Form library — on cards when you pick an existing form

📂 Organizing Forms with Sections

Forms are split into sections (called "Task Lists") that keep related tasks together. For example:

• Personal Information — Name, birthday, contact details
• Incident Details — Date, location, what happened
• Medical Information — Injuries, treatments, doctors
• Documents — Upload ID, medical records, photos
• Employment — Employer, income, work status
• Signatures — Consent and agreement signatures

➕ Adding Sections

1. Open the form editor
2. Click Add Section
3. Type a section name
4. Add a description if you'd like
5. Drag sections to put them in the right order

⚙️ Section Settings

Setting	Description
Name	The section title your clients will see
Description	Instructions or tips for this section
Order	Where it shows up in the form
Collapsed	Whether it starts folded up or open

👁️ Page visibility (whole section)

In the form editor, each section can use Page visibility to control whether the entire page is shown, based on answers (or completion checks) from earlier tasks—before this section in the form.

Rules use the same AND / OR behavior and operators as task-level Show Condition, but the picker only lists questions that are not on the current page (so you can’t create a rule that depends on something the client has not reached yet on that same page). You can still open individual tasks on the page and set Show Condition for finer control inside the section.

See Fields & Logic for operators and examples.

➕ Adding Tasks to Forms

Once you have sections, add tasks to each one:

1. Click Add Task inside a section
2. Search for existing tasks or create new ones
3. Use drag and drop to reorder tasks and move them between sections (see below)
4. Save your work so positions and moves are kept

See Tasks to learn more about creating different kinds of tasks.

Reordering tasks with drag and drop

Each task row has a drag handle (grip icon). Drag from there to reorder or move tasks.

What you want	What to do
Change order of top-level tasks in a section	Drag the task above or below another task at the same level
Change order of nested (conditional) tasks under one parent	Drag the child task among its siblings under that parent only — you cannot drag a nested task to become a different parent’s child this way
Move a whole top-level task to another section	Drag the root task onto another section’s task list or the empty area at the bottom of that section’s list. The task and everything nested under it move together

When you drag a task onto a valid target, you’ll see a preview of what you’re moving. Drop targets that belong to the same level you’re editing are highlighted.

Limits when moving between sections:

• Both sections must be saved — You can’t move tasks between sections that only exist as drafts until those sections are saved.
• Unsaved tasks in the subtree — Save every task in the branch before moving it to another section.
• Conditional logic — If a task’s rules depend on another task that isn’t part of the same subtree, move isn’t allowed until the logic is adjusted so the subtree stays self-contained.

Reordering within a single section (including nested order under one parent) is still available after you save.

Task row menu (move and add)

Each task row also has a list button (next to the row actions) that opens a short menu. Use it when you prefer precise clicks over dragging:

Action	What it does
Move up / Move down	Moves the task one position among tasks at the same level (siblings under the same parent, or top-level tasks in the section).
Move to specific position	Opens a panel where you choose a page (section) and a position in that page’s list—helpful for longer forms or when you know the exact slot you want.
Add above / Add below	Creates a new task directly above or below the selected row.

If a new task on this page is not saved yet, save it first. Move and insert options stay available after every task on the page is saved, so order and numbering stay clear.