Auto-filling provider forms

TakeNote reads the evidence you already hold for a client — uploaded documents and meeting transcripts — and drafts values into the fields of a provider form template. You review every value, correct anything that needs it, and then generate a filled PDF to download.

This builds on the templates you set up in PDF form templates. A template must have its client fields mapped before it can be auto-filled.

Starting a form

Choose the provider form template you want to complete and the client you are completing it for. TakeNote opens the completion workspace in two steps: Evidence, where you choose what the AI reads from, and the review screen, where you check the drafted values.

Choosing evidence

On the Evidence step you tell TakeNote what to draw values from. Under Client documents you can drag in or Choose files — fact-finds, ID, statements, or any PDF, Word document, or text file. Text is extracted on upload, and only documents with successfully extracted text can be ticked as evidence; a scanned image with no readable text cannot be used. Under Meeting transcripts you tick any transcribed meetings for that client.

When at least one document or transcript is selected, choose Extract values with AI. TakeNote shows how many client fields on the form it will attempt to fill.

Reviewing drafted values

After extraction, the form renders with each drafted value overlaid on its field. A progress bar shows how many fields are filled, and a need review chip counts the values TakeNote is less confident about.

Type straight into a field on the form to correct it — the value sits where it will print, so you are not moving between the form and a side panel for every entry. Correcting or confirming a value updates the count. Work through the form until nothing is left to review.

Fields that resolve from your own Settings — your name, firm details, FCA number — are filled for you and cannot be typed over here. To change one, update it in Settings and it will be correct on every form you complete from then on.

If you add or change the evidence, choose Re-run extraction. Values you have already confirmed or edited by hand are preserved, so re-running never discards your review work.

Generating the filled PDF

When you are satisfied with the values, choose Generate filled PDF. TakeNote writes the reviewed values into the original form and produces a downloadable PDF that matches the provider's layout.

Finding forms in progress

Forms you are completing are saved so you can pick up where you left off. Each entry shows the client, the template, and how far it has got: Draft before extraction has run, Extracting while the AI is reading the evidence, In review once there are values to check, and Generated once the filled PDF has been produced. A part-finished form is easy to return to.