Include Forms in Agents

Forms provide a structured way for users to interact with Egnyte Agents. Instead of typing free-form instructions, users fill out a predefined form, and the Agent uses those inputs to carry out a task automatically. These tasks may include submitting a feature request, filing a bug report, or drafting a product specification, and similar tasks.

This combination is useful when an organization wants to standardize how users trigger Agent workflows, ensuring the Agent always receives the right information to act on.

How It Works

When a user submits a form, the Agent receives the structured inputs and begins executing the associated workflow. The Agent can perform actions such as routing the submission to the right team, searching for duplicate or related records, enriching the request with additional context, and notifying stakeholders , all without manual intervention.

For example, a salesperson fills out a feature request form with the customer name, problem description, and business impact. The Agent then checks for similar existing requests, creates or updates a tracking ticket, assigns it to the right product manager, and confirms the submission back to the user.

Benefits of Using Forms with Egnyte Agents

• Ensure Agents receive complete and consistent inputs
  Forms guide users to provide all the information an Agent needs to act. This reduces back-and-forth and prevents incomplete submissions that would otherwise require follow-up.
• Standardize how workflows are triggered across teams
  Instead of each user prompting an Agent differently, forms create a uniform entry point. This makes Agent behavior more predictable and easier to manage at scale.
• Reduce errors and missed steps
  Required fields and structured input types, such as dropdowns, checkboxes, and date pickers  prevent common mistakes that occur when users submit requests in free text.
• Enable non-technical users to interact with Agents confidently
  Users do not need to know how to prompt an Agent. The form handles the structure, so anyone in the organization can trigger an Agent workflow without prior training.
• Support a wide range of business workflows
  Forms can be configured for different use cases across departments each with its own fields, required inputs, and associated Agent actions.

Creating a Form for an Agent

Admins and Agent creators can attach a form to an Agent from within the Agent configuration interface.

1. Navigate to AI  in the left sidebar and select Agents. Open the Agent to add a form to, or create a new Agent.
   
2. In the Agent configuration panel, select Add Form in Prompts tab.
   
3. Define the title of the form-based prompt which will be shown to the end user in the Agent interaction interface. It is mandatory to provide instructions to the agent, as these instructions enable the agent to understand what the form information is for. Click on Click to create form.
   

4. Define the form fields. For each field, specify:

   • Label: the question or prompt shown to the user
   • Field Type: Radio Button Group, Checkboxes, Dropdown, Single-Line Input (Default), Long Text, Multiple Textboxes, or File Selection.
     
     For Single-Line Input fields, select the type
     
   • Required: whether the field must be completed before submission which will be highlighted if selected

   Optionally, add a Form Title and description that is shown to users when the form opens.
   

5. Click on Duplicate to duplicate the question added. Click on Delete to delete the respective question. 
   
6. Click on Add Question and continue adding the question(s). Users can click on Preview to view the form preview. They can also click on the JSON Editor to view and edit the form in JSON.  Click on Apply once the form has been designed. 
   
7. Click on Apply. 
   
8. The form added will be available as a prompt. 
   
9. Save the Agent. The form is now active and will appear whenever a user selects that Agent.

Interacting With a Form as a User

1. Open the Agent. The form created will be available as a prompt. Click on the prompt to fill the form. 
   

2. The form will open. Fill in each field as prompted. Fields may include:

   • Text or paragraph inputs
   • Single or multi-select options
   • Date fields
   • File upload fields, which open the Egnyte file picker

   

3. For file fields, click Select File to open the Egnyte file browser. Navigate to the file to attach, select it, and click Done.
   
4. Once all required fields are complete, click Submit.
   
5. The Agent processes the inputs and responds directly in the conversation thread. Users can review the Agent's output, ask follow-up questions, or start a new request.

Common Use Cases

• RFI Submission: Project teams at Architecture, Engineering, and Construction (AEC) firms can submit Requests for Information (RFIs) through forms, attaching relevant drawings or specifications using the file selection field. The Agent can search the project folders for related documents and prior RFIs, and use the configured AI Connectors, such as Jira, to log and track the request through to resolution.
• Employee Onboarding Requests: HR teams can use forms to initiate onboarding for new hires by providing details such as role, department, and start date. The Agent can generate the required onboarding documents from approved templates, organize them in the appropriate folders, and notify the relevant stakeholders, such as IT and the hiring manager using Slack or Gmail connectors, so each team can complete its onboarding tasks.
• Feature Request: Team members from Sales or Customer Success can submit feature requests received from customers through forms, capturing details such as the customer name, problem description, and business impact. The Agent can check for duplicate or similar requests and use the configured AI Connectors, such as Jira, to create a tracking ticket for the Product Managers.
• Bug Report: Team members can submit bug reports through forms with relevant issue details, such as steps to reproduce, expected behavior, and severity. The Agent can enrich the report with available logs and environment information, and use AI Connectors, such as Jira, to create or update the issue and assign it to the appropriate engineering team.
• Product Requirements Document (PRD) Intake: Product Managers can use forms to provide the key inputs for a product requirements document, such as the problem statement, target users, and success metrics. The Agent can retrieve related tickets and usage data through the configured AI Connectors and use this information to draft a structured PRD for the Product Manager to review and refine.
• Contract Review Request: Legal or Operations teams can submit contract review requests through forms, attaching the contract using the file selection field along with details such as the counterparty and review priority. The Agent can route the request to a Contract Analyst Agent and track the review status as the request moves through the workflow.
• Document Comparison: Team members can select two files through a form, such as two versions of a contract or policy document, for comparison. The Agent can analyze the selected files and return a structured comparison directly in the conversation, highlighting the differences for review.

Additional Resources

• Working with Egnyte Agents
• Egnyte Agents - Overview
• Egnyte's AI Assistant - Overview