From manual follow-ups to forms that do the work

Until now, a submission was where Formaloo stopped and your team started. Someone copied the details into another form. Someone sent the WhatsApp message. Someone remembered to check back in three days.

Now your forms do that themselves. Logic can create and update records in other forms, send WhatsApp messages, wait and follow up, and count before it decides. AI agents and AI fields can find and update the right record. And the editor got the controls you asked for.

13 updates. Here they are.

New logic actions: Create record, Update record, and Send WhatsApp message

Logic used to work only on the form it lives in. You can now add three actions to On Submit and On Update rules.

Create record adds a record to any other form. Update record finds records in another form with a filter and changes their values. Send WhatsApp message sends one of your approved templates to a phone number from the form.

Example: when a lead's Status changes to Won, Create record adds a new account in your Customer Accounts form. When an applicant's Status changes to Accepted, they get a WhatsApp message right away. Before, the first was copy-paste and the second needed a campaign.

What changes:

• Create record fills the fields you pick in the destination form, with values from the submitted form or text you type.
• Update record always needs a filter, so it can't change every record in a form by accident.
• Update record can change all matching records or a limited number, sorted by the field you choose.
• Send WhatsApp message fills your template variables with answers from the form.
• You need access to both forms to edit the rule.

Guides: create and update records in other forms with logic and send automatic WhatsApp messages

Follow-ups: wait, check, then act

A reminder used to mean a separate tool, or someone remembering. Now you add Wait to a rule and pick when it ends: a time after the submission or last update, a time after a date on the form, or an exact date.

When the wait ends, Formaloo checks your condition again against the record as it is that day. Someone who already paid or replied gets nothing.

Example: send a reminder 3 days after an invoice due date, only if Status is still Unpaid.

What changes:

• Wait works in On Submit and On Update rules.
• Under Run this follow-up, choose Always, or If to check a condition first.
• A follow-up can send an email, send a WhatsApp message, call a webhook, or set a field value.
• Add another Wait to chain steps, like a reminder at 2 days and an escalation at 4.

Guide: time-delayed actions and follow-up sequences with Wait logic

Intake agent V2: it remembers who it's talking to

The intake agent reads an email thread and fills your form. Before, every new conversation could create a new response, so you ended up with duplicate records and follow-up answers landing in the wrong place.

V2 solves that with a response identifier: one field, several fields together, or the response ID, tracking code, or incremental tracking code. The agent looks for a record with that value. If it finds one, it updates it. If not, it creates one.

Example: set Email as the identifier. A second thread from the same person updates their record instead of creating another.

What changes:

• Until the identifier is known, the agent keeps talking and holds what it learned, then saves it once the identifier arrives.
• Records save even while required fields are empty, and the agent keeps following up on that same record.
• The agent can read and fill hidden and admin-only fields.
• If two records share an identifier value, the agent updates the oldest.
• The same rules apply on email, WhatsApp, and webhook channels.
• "Submission number" is now called "Incremental tracking code".

Guide: collect data from email threads with the intake agent

Turn off AI on a workspace

This is an Enterprise feature. Some companies need AI off, completely. Workspace admins can now turn off every AI feature for a workspace.

Example: a compliance team requires that no AI touches their data. An admin switches AI off, and nothing AI-related runs in that workspace.

What changes:

• The setting applies to one workspace.
• AI you already set up stays in place and stops running.

New channels for the intake agent: now on WhatsApp

The intake agent now supports WhatsApp, not just email. Connect your WhatsApp Business number, create a template Meta approves, and send a campaign. When people reply, the agent reads the replies, fills the form, and asks again for anything required that's missing.

Example: after a purchase, send "How was your order?" to every customer. Each reply fills that customer's record in your feedback form.

What changes:

• Send to a user directory, a CSV or Excel file, or pasted phone numbers.
• Formaloo creates one record per recipient when you send, so replies never mix.
• Each reply from a recipient opens a new 24-hour window for the agent to respond.
• If someone replies STOP, the conversation ends and they aren't messaged again in future campaigns.
• Each workspace connects its own WhatsApp Business number.

Guide: send outbound WhatsApp campaigns and collect replies with AI agents

Embeddable forms: preview and configuration

An embedded form should look like part of your website. The embed Options panel now gives you more control over how it looks.

Example: your page has a colored background. Turn on the transparent background and the form blends in instead of sitting in a white box.

What changes:

• New transparent background option.
• New padding control for fields in the Options panel.
• Script embeds with a set height show the top of the form in full.
• The extra empty space below the form in script embeds is gone.

Guide: embed a form into your website

Automatic ID generation for fields

Piping, the intake agent, and Formaloo MCP point at fields by ID. Fields you add by hand had no ID, so you named each one yourself. Now Formaloo generates them.

Example: you built a 30-field form by hand. Open the AI menu, click Generate missing IDs, and every field gets one.

What changes:

• A Generate icon in a field's Field ID section creates an ID for that field.
• Generate missing IDs in the AI menu does the whole form. Click Save afterward.
• IDs come from the field's title and are unique within the form.
• Fields that already have an ID are never changed, so existing piping keeps working.

Guide: automatically generate field IDs

Faster verification and OTP emails

We updated how verification and OTP emails are sent. They now reach your inbox faster.

Smart conditional capacity limits: Record count

A max responses limit closes the whole form. A reservation limit hides a full option. Neither can say "the first 100 are confirmed, everyone after that is waitlisted." Record count can.

It's a new condition in your logic that counts records and compares the number to a threshold. Count the current form or another form in the same workspace. Count all records or only those matching a filter.

Example: if fewer than 100 records have Status Confirmed, set the new one to Confirmed. Otherwise set it to Waitlisted. Pair it with Update record, and when someone cancels, the oldest waitlisted record moves up.

What changes:

• Record count works in On Submit and On Update rules, not field logic.
• On Submit counts records that already exist, not the one being submitted. To cap at 2, use "is less than 2".
• Filters combine with AND.

Guide: add a Record count condition to your logic

Mobile preview in the form editor

Most respondents fill your form on a phone. You can now check that without leaving the editor. Switch between desktop and mobile view while you build.

What changes:

• A desktop and mobile view toggle in the form editor.

Guide: preview your form on mobile

Record update by AI

The AI Analysis field used to write a private summary or score on each submission. It can now also fill in other fields on the same record.

Turn on Allow AI to update records in the AI Analysis field settings, then choose which fields it can write to: all of them, or just a few. After someone submits, the AI reads the submission and writes into those fields.

Example: an applicant uploads only a CV. The AI fills in their name, phone, and years of experience. A patient describes their symptoms, and the AI sets the department.

What changes:

• You choose which fields the AI can update.
• The AI's update triggers your On Update logic, like a manual edit would.
• AI Analysis is available on the Business and Enterprise plans.

Guide: generate AI analysis and let it update your form's own records

Open "Edit record" from emails, PDFs, and AI

You can now put a link to a specific record in an email, a PDF, or an AI screen.

Data blocks have an ID, with a copy icon. In the answer piping menu, @openrow(ID) takes that data block's ID. The link opens the record on that page and block of your project.

Example: email a reviewer "Review this application" with a link that opens that application's record.

What changes:

• Each data block shows its ID with a copy icon.
• The answer piping menu includes @openrow(ID).
• It works in emails, PDFs, and AI screens.

Guides: use answer piping and supported variables for answer piping

Form fields in the answer piping menu of the Email and PDF template editor

Personalizing an email or PDF meant typing a field's internal ID. One wrong character and the personalization broke.

The piping menu in the template editor now lists your form fields by name. Pick one and Formaloo inserts it.

What changes:

• Form fields appear by name in the piping dropdown.
• The "Switch field source?" pop-up and the field-mismatch hint bar are gone from the template editor.

Guides: custom email templates, PDF templates, answer piping, and supported variables for answer piping

Improvements across the product

Alongside the 13 updates above, we shipped more than 150 smaller improvements. Here's where they landed and what they changed.

• Logic, 35+ improvements. The new actions, Record count conditions, and follow-ups needed polish to be easy to use every day. Conditions have clearer labels and filters, the Logic sidebar collapses properly, you can duplicate a rule instead of rebuilding it, and Create record and Update record explain it when you don't have access to the destination form instead of showing blank fields.
• Intake agent and WhatsApp, 30+ improvements. Running agents across email and WhatsApp raised a lot of small questions. WhatsApp templates now have a preview and can be duplicated. The agent no longer opens a second conversation while an older one is still open. You can choose whether it keeps updating a record or stops once a conversation is complete, and you can set the response identifier right from the form editor.
• MCP and CLI, 25+ improvements. More teams are building forms from Claude, ChatGPT, and Cursor, so we closed the gaps they hit. Connecting Formaloo MCP now completes after sign-in and stays connected on long tasks. Logic rules created through MCP save complete, including Wait, Create record, Update record, and WhatsApp. MCP can also set default values on choice fields, pick Unsplash images, add AI content to ending pages, and sort your forms list correctly.
• Workspace access and permissions, 15+ improvements. Larger teams need clear boundaries. Members no longer see admin-only pages like Integrations and the upgrade menu. Someone without project access sees an access-denied message instead of an endless spinner. Managers get Share & Access Management on a project. Invite links add people to the workspace as expected, and switching between workspaces is faster.
• Portals, login codes, and user directories, about 10 improvements. Portal login and sign-up are more reliable, so your members get in on the first try.
• Record update by AI, about 9 improvements. We widened what the AI can edit. It can now update Email, Phone number, and Website fields, add new options to choice fields, and understand relative dates like "today".
• Embeds, 8 improvements. Small things that showed up on real websites. The embed height field keeps its value, and the Continue button works on mobile.
• Onboarding, 8 improvements. The first few minutes matter most. Creating your first form or project no longer hangs on loading, new workspaces are named after you instead of your email address, and Magic Create shows up in empty folders.

And a few more you may notice: PDF timestamps follow your workspace timezone, table headers are customizable, search and filter show the response count, and "row" is now "record" everywhere.

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We ship every week. Follow our changelog to stay up to date.