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Conversation AI: Guided Form Setup

The Guided Form Bot is a powerful tool that allows you to easily create high-performing bots in Conversation AI. Whether you’re looking to capture leads, book appointments, or collect data, this feature streamlines the process by providing a structured, form-based setup. Best of all, it requires no advanced prompt-writing skills, making it ideal for users of all levels.

Key Features and BenefitsThe Guided Form Bot offers several key features that make it a valuable tool for building bots quickly and effectively:

  1. Quick Setup: Build bots in under 3 minutes using a simple form-based interface.
  2. Clear Objectives: Define clear goals like collecting a name, email, phone number, or other data points.
  3. Smart Skip Functionality: The bot will automatically skip questions if the information already exists, ensuring a smoother, more efficient process.
  4. Drag-and-Drop Functionality: Easily reorder objectives or add new questions by dragging and dropping items in the interface.
  5. Customizable Actions: Connect your calendar for appointment booking or trigger workflows after specific actions are completed.

How to Use the Guided Form Bot

Section titled “How to Use the Guided Form Bot”

 Here’s a quick, easy step-by-step guide on how to set up your own bot using the Guided Form setup:

1. Create Your Bot:

Navigate to Conversation AI > Bots and click Create Bot. You can navigate to Conversation AI either by navigating to Settings > Conversations AI, or from your account dashboard, you can navigate to AI Agents > Conversation AI.

The Guided Form Setup will appear by default. If preferred, you can switch to a more traditional prompt-based setup via the dropdown option.

2. Enter Brand Information (Optional but Recommended):

  • Add your business name, industry, and preferred tone of voice to improve bot responses.
  • You can skip this step for a faster setup.

3. Set Basic Bot Settings:

  • Define the bot’s initial message (the first message the bot sends to users).
  • Customize additional settings, such as the bot’s response time and channel selection.

4. Response Style Settings

  • You can select Concise, Balanced, or Detailed responses to match your specific business needs.
  • Scroll down to Response Settings. Turn on Response Style Settings. Choose one option: Concise, Balanced, or Detailed.

5. Define Objectives and Questions:

  • Add short, one-line goals like: “Collect name,” “Ask for email,” or “Request phone number.”
  • The bot will follow this sequence exactly to ensure consistency in each interaction.
  • Use the toggle option to automatically skip questions if the data already exists.
  • Add new questions or reorder objectives easily via drag-and-drop functionality.

6. Action Setup:

  • If you want your bot to book appointments, connect it to your calendar.
  • Trigger specific workflows post-booking by selecting the relevant option.

7. Final Review & Custom Instructions:

  • Use the “Edit Bot” function to make any final tweaks to brand info, settings, or objectives.
  • For more advanced users, additional custom instructions can be added to give the bot extra context.

Pro Tips

  • Pre-fill Information: To further streamline your bot’s efficiency, make sure that any data you already have about users is integrated into the bot. This will allow the bot to skip questions and provide a smoother experience.
  • Test Your Bot: Before using your bot in a live environment, make sure to test its flow thoroughly. Ensure the questions follow a logical order and that the skip functionality works as expected.
  • Keep It Simple: Focus on clear, concise questions for the best user experience. Avoid overly complex or lengthy prompts that may confuse the bot or the user.
  • Leverage Workflow Variables: Use the “Summary” and “Transcript” variables in your automation workflows to send internal email notifications or use AI to extract specific insights from the conversation.

FAQ’s

Section titled “FAQ’s”

Question: How quickly can I set up a bot with the Guided Form Setup? Answer: You can create a fully functional bot in under 3 minutes using the Guided Form setup.

Question: Do I need to know how to write prompts? Answer: No, the Guided Form setup is designed to be simple and intuitive, requiring no prompt-writing knowledge.

Question: Can I reorder the objectives in my bot? Answer: Yes, the system allows you to easily reorder objectives using a drag-and-drop interface.

Question: What happens if I already have data for a question? Answer: The bot will automatically skip the question if it detects that the data already exists in the system, ensuring a seamless user experience.

Question: Can I make changes to the bot after it’s created? Answer: Yes, you can always return to the bot and edit objectives, settings, or add new questions at any time.

Question: If the bot books an appointment, will it stop talking to the lead?

Answer: Once all objectives are met (including the appointment booking), the bot will typically send a final confirmation message and then “stand down” unless the user initiates a new conversation with a new intent.

Question: How is a conversation summary triggered?

Answer: A summary is generated when a specific period of inactivity passes or if the bot is “put to sleep” due to a human handover, reaching a message limit, or a manual message being sent.

Question: Will the summary show the whole history of the contact?

Answer: No. Each summary reflects only the latest session and includes only the messages sent since the previous summary was generated.

Question: Can I send the conversation summary to my team via email?

Answer: Yes, you can configure the bot to automatically email summaries to admins, specific users, or even custom email addresses once the session ends.