Smart Forms & Document Validation

Forms that fill IN ONE for you –
while documents are checked in the background.

Replace static PDFs and email attachments with guided smart forms that capture cleaner data, collect the right documents on the first try and validate them automatically inside IN ONE CRM.

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No more copy/paste · Fewer missing docs · Faster approvals

New client onboarding · Smart form

Auto-updates IN ONE

Client name

Mobile

Service/package

Consent & declarations

Required documents

ID / passport ✓ Captured

Proof of address Expiring in 30 days

Signed mandate / contract Still outstanding

Immediate impact

Kill copy/paste, missing docs and broken data at the source.

Smart forms & document validation live at the front door of your process – so the file that lands in IN ONE is complete, consistent and ready for the next step.

Manual work

No more retyping from PDFs and emails.

Every field on the form maps directly into IN ONE CRM. Capture once, use everywhere: profiles, deals, tasks and workflows all read from the same source of truth.

Typical reduction: 60–80% less manual capture.

Document chaos

All required docs, attached to the right client.

Replace “please send your ID” email chains with clear upload steps, file checks and automatic linking to the correct record – no more hunting in shared folders.

Fewer chasers: up to 40–50% fewer incomplete files.

Approval speed

Smart validation before your team even looks.

Validate formats, expiries and required fields at submission-time. Straight-through processing for clean files; easy queues for edge cases and exceptions.

Approvals: up to 2× faster on well-structured journeys.

Journeys to start with

Common journeys to turn into smart forms first.

We begin where incomplete data and missing documents hurt you most – then expand the smart form library from there.

New business

Client onboarding & account opening

A single, guided onboarding journey that captures details, consents and documents in one place – perfect for services, subscriptions and B2B accounts.

Auto-create client & deal in IN ONE from the first form.
Trigger welcome flows, tasks and first-payment reminders automatically.
Ensure every account starts with a complete, audit-ready file.

Compliance & risk

KYC, FICA, affordability & due diligence

Turn KYC checklists into structured flows with clear rules, mandatory fields and document requirements aligned to your risk policy.

Different rules by product, client type or region.
Automated flags for expired or missing documentation.
Hand-offs to compliance reviewers with full context in IN ONE.

Service & CX

Change requests & support journeys

Structured forms for upgrades, cancellations, incident reports and service changes – with evidence and attachments collected up front.

Route requests to the right team, first time.
Reduce back-and-forth email just to “get the full picture”.
Keep clients updated via WhatsApp, email or SMS from the same record.

Sales & underwriting

Applications, upgrades & renewals

Application journeys that adapt questions and document asks based on product, existing client data and risk profile – with results pushed straight into IN ONE workflows.

Shorter forms for existing clients with pre-filled data.
Conditional sections based on answers and product mix.
Clean inputs for scoring, underwriting or internal approvals.

Under the hood

How smart forms & document validation plug into IN ONE.

Map fields & document rules

We align every form field and document type to the correct objects and fields in IN ONE – clients, deals, cases, tasks and custom entities.

Build guided smart forms

We design mobile-first forms with branching logic, progress indicators and clear upload steps, so clients know exactly what’s needed.

Add background validation

We configure rules for required fields, valid formats, expiry windows and risk flags – plus routing for anything that needs a human check.

Trigger automations in IN ONE

Once submitted, data and documents automatically update IN ONE and trigger the next workflows: tasks, approvals, messages or hand-offs to other teams.

Data, documents & compliance

Smart intake that is audit-ready from day one.

Every smart form and document journey in IN ONE is built with POPIA, GDPR and real-world governance in mind. You always know who captured which data, which documents were supplied and how they were used.

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Explicit capture & access rules

Define exactly which fields are required, which are optional and who may view or change sensitive information. Granular roles keep high-risk data under control.

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Full trail per submission

Every form submission and uploaded file is logged with timestamps, form version and the user or channel – all visible on the client timeline in IN ONE.

👤

Human review when it matters

High-risk or exceptional cases route to compliance or risk teams, with decisions and notes linked back to the original submission and documents.

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Versioning for forms & checklists

Track how your forms and document rules evolve over time, and see exactly which version applied to any client at the time they submitted.

Smart intake that makes audits easier, not scarier.

One place to show which form a client used, which fields they completed and which docs they supplied.
Consistent wording and consent capture across every onboarding or application journey.
Clear escalation paths when compliance or risk teams need to intervene.
Easy to demonstrate that data minimisation, retention and access rules are being followed.

When we design smart forms and document flows with you, we always include a quick “risk & governance” check so you can defend the process with confidence.

Questions

Smart forms & document validation: FAQs.

Can we keep our existing website forms and connect them to IN ONE? +

In many cases, yes. We can receive submissions from existing forms and map them into IN ONE. For more complex journeys, we usually recommend moving to IN ONE’s smart form layer so you get branching logic, document flows and better analytics out of the box.

How do documents actually get stored and organised? +

Documents upload directly against the relevant client, deal or case in IN ONE. Each file is tagged by type (ID, proof of address, contract, etc.), linked to the submission that collected it and visible alongside tasks, notes and communications.

Can we have different document rules by product or region? +

Yes. Smart forms support conditional logic based on product, client type, risk band and geography. That means different questions and document requirements can apply under different conditions – and can be updated as your policies evolve.

What happens if a client starts on mobile and finishes on desktop? +

Forms are mobile-first and can support save-and-resume journeys where needed. Clients can continue on another device without losing progress, and your team still receives a single, complete submission tied to the right record in IN ONE.

Ready to turn your forms into a smart intake layer?

Book a 15-minute session and we’ll show you how IN ONE smart forms can auto-populate your CRM, collect the right documents and validate them in the background – so your team works from complete, reliable files from day one.