Introducing Formaloo 4.0: the next generation of forms for the AI era

Your forms just got a brain! 🧠 With Formaloo 4.0, you build once, automate the rest, and run your whole forms workflow from a single, simple dashboard.

If you are tired of jumping between tools, this is for you. You can collect data, trigger actions, generate documents, and collaborate with your team in minutes, not months.

Why we built Formaloo 4.0

Forms power your business, but traditional forms are static and forgetful. Data lands in a spreadsheet. Work stalls. Customers wait.

Formaloo 4.0 turns every form into a living workflow. It remembers your users. It moves work forward. It puts dashboards, portals, and documents in one place so you can act fast.

Our mission is simple. Help you collect, understand, and act on your data without code or complexity.

What is new in 4.0

We designed four upgrades that deliver outcomes you can feel on day one.

MemoryForms: Forms that remember your users

Give people a form that already knows them. Returning users do not start from scratch. Their profile and past answers auto fill, so they move faster and make fewer mistakes.

How to try it now

1. Click the + New button in your Formaloo dashboard.
2. Choose the Memory Form option. This will create a Memory Form project for you.
3. Edit the Memory Form and add the required fields you want to have on your form.
4. After publishing your form changes, go back to the project and click the User Directory button from the top right menu to edit the user profile template.
5. Your Memory Form is now ready to use! Submit the form and see the responses on the table inside your project.

You can let users review their submissions, by adding a data block that displays submissions – a Responses table, a Kanban board, or any other.

1. Edit your Formaloo project and select your data block's Options → Manage Access,

1. Under Profile field Access, select the User Profile field added to the form – this will enable the option Allow users to view user data,

1. Optionally, toggle Allow users to edit user data to let respondents not only review but also update their submissions anytime later.

Learn more about how Memory Forms work on our Help Center.

Why this matters
You reduce friction. You personalize follow ups. You increase completion rates with zero extra work.

SmartDocs: Documents & e-signature that are smart

You can easily turn responses into polished, personalized documents. Proposals, invoices, onboarding packs, and signed agreements appear the moment a form is submitted.

How to try it now

1. Open the App Store.
2. Click PDF and create a new PDF template.
3. Add your content into the PDF template. You can also use the pre-made PDF examples to customize it faster.
4. Pipe in fields' or variables' values. You can dynamically pull data from your form – including users' responses, calculated variable values, form details (like title or link), or even full submission copies with all answered fields and their values – directly into your generated PDF copies. Use answer piping to pull in data from your form.
5. Save changes and add the PDF template to your form's custom email notification post-submission or use it in your form's logic rules.

Why this matters
You go from data to document in one click. Your brand looks sharp. Your process feels professional.

Form workflows: Forms that automatically run workflows

Build the steps that happen after submit. Notify the right person. Assign a task. Move a record to the next stage. Approve or reject and trigger the next action.

How to try it now

Your form's logic has the ability of automating everything, whether it's while the user is answering the form, or after submitting it, or even after your team (or the user) edits the submitted data; for example, changes the status of an application to "In progress".

1. Edit your form and open the Advanced Logic page.
2. On the top, you see three options, "On field", "On submit", and "On update". Adding logical rule to each stage ensure your workflow automatically works for your business flows. For example, you can send emails with PDF attachments when the user submits the form with specific answers (like when the lead is qualified automatically).
3. Select actions like Send email, Notify a Slack channel, Update status, or Call webhook.

Why this matters
Work moves automatically. Your team acts on the same source of truth. Customers get timely updates without manual follow up.

Formaloo AI: AI that works like your teammate

Build faster with a helper that understands your intent. Ask for a hiring form, a patient intake, or a quarterly review app. Get the fields, logic, scoring, and even draft content in seconds.

Ways to try it now

1. Edit your form and from the Formaloo AI menu, select Magic Create with AI. It will suggest relevant questions based on your form's context.
2. Add a field to your form and select the Formaloo AI button to make its title more professional/friendly/etc.
3. Add a new AI analyze data block to your project and connect it to your form. Then ask the questions you have. AI will analyze your form's responses and files and writes the answers to your questions immediately.
4. There are so many other ways to explore Formaloo AI! Stay tuned for a dedicated article about it!

Why this matters
You skip the blank page. You launch useful workflows in minutes. You ship more, with less effort.

Why this is different

You control the experience end to end. Forms, data, documents, dashboards, portals, and automations live together in Formaloo.

You look professional with full white label and custom domains. You scale with confidence using SSO, HIPAA, on-premise hosting, and audit trails when you need them.

Most of all, you get speed. You design once, reuse everywhere, and keep your team in sync.

Who Formaloo 4.0 is for

If you run processes in HR, education, healthcare, or tech, you will feel the impact immediately.
Agencies, SMBs, and enterprise teams use Formaloo to replace a patchwork of form builders, databases, and document tools.

If you value efficiency, customization, and collaboration, this is your new home base.

Get started in minutes

You can feel value in your first 10 minutes. Here is a simple path you can follow today.

Step 1. Create your form

1. In your dashboard, click Create.
2. Pick a template or click Start from scratch.
3. Add your logo and colors under Design.
4. Click Publish to get a shareable link.

Step 2. Make it personal with MemoryForms

MemoryForms uses a User Profile field that connects to a User Directory. Respondents log in, and their saved profile data can auto fill on your forms. This reduces typing and keeps data consistent.

1. Open your form. Click +Add field and add User Profile.
2. Create a User Directory by going to Settings in your project, then Activate client portal, then Manage users. Complete the setup wizard to add a new directory.
3. In your form, click the User Profile field. In the right panel, connect it to the User Directory you created.
4. Optional. Add Profile lookup fields so logged in users see their saved details on the form. In the right panel, add User Profile fields (Autofill).
5. Optional. In the User Profile field settings, set where the My profile link should take users. Choose your project or portal. Then add a Responses table page and filter access so users only see their own submissions. Options, Manage access, Profile field access.
6. Publish. Users must be logged in for auto fill to work on any shared link or embed.

🔗 Create a MemoryForm that auto-fills details

Step 3. Turn responses into SmartDocs

Turn each submission into a polished PDF. Generate them manually, for every response, or only when conditions match. All PDFs are saved with the submission.

1. Choose your path: Generate once for a single response. Open Responses, click Edit on a row, then at the bottom choose Generate PDF using, pick a template, and Generate. The file appears in Generated PDFs.
2. Generate for every submission. In the form editor, open Settings. In the right panel, enable Generate a PDF for all responses and pick a template.
3. Generate conditionally. Open Settings, Advanced logic. In On submit or On update, add a rule and choose Generate a PDF, then select the template.

Pro tip. Add a Generated PDFs column to your Responses table for one click access. Options, Columns, View all PDFs.

Step 4. Deliver PDFs by email automatically

Attach your generated PDFs to emails sent to respondents or your team. You can do this from the Notify tab with default emails or via custom email templates.

Two ways:

• Default emails. In the form editor, open Notify, Email notifications or Respondent notifications. Enable Attach generated PDF, then pick the template.
• Custom emails. Set up your email in Notify or in Advanced logic. Then go to Profile, Apps & integrations, Email templates. Edit the template, enable Attach PDF to email, and choose the PDF template.
• Contract signatures. For signature workflows, enable Send email to respondents and Attach PDF copy of the submission in Notify. Add @pdf_link inside your email body so recipients can download the signed PDF.

Step 5. Automate what happens next

Use logic to notify people, move records, assign owners, call webhooks, or update statuses when a response is submitted or later updated.

• On submit logic. Open your form, click Advanced logic, On submit, Add logic. Define conditions, then choose actions like Redirect, Assign to, Send Slack message, or Generate a PDF. Save and test.
• On update logic. Open Advanced logic, On update, Add logic. Run actions when a response changes, such as when Status changes to Resolved, or Assigned to is updated. Save and test.

Step 6. Share and track results

1. Click Share to copy the link or embed the form on your site.
2. Open Dashboard to view tables and charts in real time.
3. Export a CSV, sync to Sheets, or use webhooks and API as needed. Generated PDF links travel with exports and syncs.

Grow with your team

When you're ready, bring your teammates and customers into the flow.

Invite your team

1. Go to Workspace Members page.
2. Click Invite teammate and set roles for each person.
3. Use Comments inside responses to collaborate without leaving Formaloo.

Create a customer portal

1. Click + New and choose one of the Portal options.
2. Add your form’s dashboard as a page.
3. Set roles so each customer only sees their data.
4. Add your custom domain under Branding for a white label experience.

See it in action

Watch the Formaloo 4.0 keynote to see MemoryForms, SmartDocs, and workflows working together.

Explore ready-to-use templates for hiring, onboarding, patient intake, client services, and education.

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Join our next live webinar to build a complete workflow with us, step by step.

Try Formaloo 4.0 today

Start free and build your first workflow in minutes. Click Try free to create your workspace.
If you are ready to scale, upgrade to Pro or Team for higher limits, integrations, and full branding.
For security and compliance needs, click Book a demo to see SSO, HIPAA, and on-premise in action.

Your forms can do more. With Formaloo 4.0, they finally do.