Build with the Assistant
You can ask the assistant in the portal to set up an automation or an intake form, or to change one you already have, the way you would ask a colleague: "when an invoice is paid, draft a thank-you to the client", or "add a phone question to the onboarding form and only show it when they pick Call me". It works from the real list of what your portal can do, checks the result before it asks you, and nothing changes until you say YES.
Overview
The assistant can:
- Explain the building blocks. Ask "what can trigger an automation?" or "what does the invoice paid event carry?" and it answers from the live list: the triggers and schedules you can use, the events that are switched on (and which are not available yet), the details each event carries, the conditions it understands, and the steps it can add.
- Draft a new automation for you to review and publish.
- Change an automation you already have, one small part at a time.
- Find and read your intake forms: the questions, their types, which are required, and their show/hide rules.
- Change an intake form: add, edit or remove a question, make one required, add show/hide rules, rename the form.
It works with every AI setup the portal supports, including managed AI, your own AI keys and WordPress AI connectors (v4.210.0).
Automations
When you ask for something automatic, the assistant drafts it. Before it asks for your YES it checks the whole automation and fixes every problem it finds in one go: an event that does not exist, a schedule written the wrong way, a step that does not take that detail, a condition it cannot check. Before v4.208.0 some of those mistakes saved without complaint and the automation simply never ran.
A drafted automation can only prepare drafts (a reply, a message, a task) for a person to send. It cannot send anything on its own. It is created switched off.
Changing an Automation
Small changes stay small. "Move the Monday digest to 8am", "change the wording of the second step" or "only do this for urgent tickets" changes just that part, and the rest of the automation is left exactly as it was. The YES prompt lists each change and what the automation will do afterwards.
- If a later step uses the result of a step you move or remove, the assistant keeps the two connected, or tells you why it can't.
- If the automation is on, the YES prompt says so: the change applies straight away. If you moved its schedule, the next run moves with it.
- If someone edits the same automation in the Automations screen between the assistant's question and your YES, nothing is saved and the assistant asks you to look again.
- While a run is paused in a delay step, the assistant will change what a step says but not add, remove or reorder steps, so the paused run can't skip or repeat one.
Intake Forms
The assistant can list your forms, open one, and tell you what it asks. It uses the same question types as the form builder: text, long text, email, phone, number, currency, web address, date, time, choice, checkboxes, dropdown, rating, scale, NPS, yes/no toggle, consent, signature, file, image and address. When it creates a new form for you, these types and their settings (a currency sign, scale labels, a consent box) are saved the same way the builder saves them.
Changing an Intake Form
Ask for the change in plain words. The assistant can:
- add a question at the end of the form, or at the end of a step on a multi-step form;
- change a question's wording, help text, whether it is required, its width, or its options;
- add or clear show/hide rules ("only show Budget when they pick Website");
- remove a question;
- add a step to a multi-step form;
- change the form's title, internal name or intro text.
Everything you did not ask to change stays as it was, including settings the assistant does not edit. The form keeps its version history, so submissions already made still show the questions they answered. The YES prompt lists each change and tells you if the form already has submissions.
What Always Needs You
- Your YES. Every change to a live automation or form waits for you to confirm it.
- Turning automations on or off. The assistant never does this. You do it in Automations.
- Publishing drafts. An automation the assistant drafts waits for a person to publish it.
- Some form changes are builder-only. Moving questions, removing a whole step, and removing a question that something else on the form depends on (its automations, alerts, after-submit options, a dashboard widget, or a step jump) are done in the form builder, which updates those connections for you. The assistant tells you when that is the case and links the builder.
Notes & Gotchas
- A new form title changes the form's link. Links you already shared stop working, and the YES prompt warns you.
- Show/hide rules on hidden fields. A hidden field is always hidden and filled in for the client, so the assistant won't add show/hide rules to it.
- Names, not numbers. You can name an automation or form by its title. If two forms have a question with the same wording, the assistant asks which one you mean.
- Only administrators and editors can have the assistant change intake forms, the same people who can use the form builder. Changing automations needs an administrator.