Form Data Definition Example

Overview

This example demonstrates a comprehensive data definition for extracting data from structured forms such as applications, surveys, registrations, and questionnaires. It handles diverse field types, conditional logic, and workflow tracking.

Use Cases

Application Processing: Job applications, loan applications, enrollment forms
Survey Analysis: Customer satisfaction, feedback forms, research questionnaires
Registration Systems: Event registration, membership signup, account creation
Compliance Forms: Consent forms, declarations, regulatory submissions
Assessment Forms: Evaluations, inspections, audits

Complete Data Definition Structure

YAML Configuration

slug: form-data
name: Form Data Extraction
description: Extract structured data from forms, applications, and surveys
taxonomyType: CONTENT
enabled: true

taxons:
  # ==========================================
  # Form Metadata
  # ==========================================
  - name: form_metadata
    label: Form Metadata
    group: true
    children:
      - name: form_type
        label: Form Type
        taxonType: SELECTION
        valuePath: VALUE_OR_ALL_CONTENT
        semanticDefinition: |
          The type of form. Look for headers, titles, or form numbers that indicate
          the purpose (e.g., "Employment Application", "Customer Feedback Survey").
        selectionOptions:
          - label: "Job Application"
          - label: "Loan Application"
          - label: "Enrollment Form"
          - label: "Registration Form"
          - label: "Survey"
          - label: "Feedback Form"
          - label: "Consent Form"
          - label: "Questionnaire"
          - label: "Inspection Form"
          - label: "Evaluation Form"
          - label: "Other"

      - name: form_number
        label: Form Number/ID
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        semanticDefinition: |
          The unique identifier for this form submission (e.g., "APP-2024-001234",
          "Form #5678"). May be in header or footer.

      - name: form_version
        label: Form Version
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        semanticDefinition: |
          The version of the form template (e.g., "v2.1", "Rev 3", "03/2024").

      - name: submission_date
        label: Submission Date
        taxonType: DATE
        valuePath: VALUE_OR_ALL_CONTENT
        semanticDefinition: |
          The date the form was submitted or received. Look for "Date Submitted",
          "Received Date", or date stamps.

      - name: filename
        label: Source Filename
        taxonType: STRING
        valuePath: METADATA
        metadataValue: FILENAME

      - name: processing_date
        label: Processing Date
        taxonType: DATE_TIME
        valuePath: METADATA
        metadataValue: PROCESSING_DATE

  # ==========================================
  # Applicant/Respondent Information
  # ==========================================
  - name: respondent
    label: Respondent Information
    group: true
    description: Information about the person completing the form
    children:
      - name: personal_info
        label: Personal Information
        group: true
        children:
          - name: full_name
            label: Full Name
            taxonType: STRING
            valuePath: VALUE_OR_ALL_CONTENT
            semanticDefinition: |
              The full legal name of the person completing the form.
              May be split into first name, middle name, last name fields.

          - name: first_name
            label: First Name
            taxonType: STRING
            valuePath: VALUE_OR_ALL_CONTENT
            nullable: true
            semanticDefinition: "First name if separated from full name"

          - name: middle_name
            label: Middle Name/Initial
            taxonType: STRING
            valuePath: VALUE_OR_ALL_CONTENT
            nullable: true
            semanticDefinition: "Middle name or initial if present"

          - name: last_name
            label: Last Name
            taxonType: STRING
            valuePath: VALUE_OR_ALL_CONTENT
            nullable: true
            semanticDefinition: "Last name/surname if separated"

          - name: date_of_birth
            label: Date of Birth
            taxonType: DATE
            valuePath: VALUE_OR_ALL_CONTENT
            nullable: true
            semanticDefinition: "Applicant's date of birth if requested on form"

          - name: age
            label: Age
            taxonType: NUMBER
            valuePath: FORMULA
            nullable: true
            semanticDefinition: "YEAR_DIFF(TODAY(), date_of_birth)"
            description: "Calculated age from date of birth"

          - name: gender
            label: Gender
            taxonType: SELECTION
            valuePath: VALUE_OR_ALL_CONTENT
            nullable: true
            selectionOptions:
              - label: "Male"
              - label: "Female"
              - label: "Non-binary"
              - label: "Prefer not to say"
              - label: "Other"

          - name: ssn_or_id
            label: SSN/ID Number
            taxonType: STRING
            valuePath: VALUE_OR_ALL_CONTENT
            nullable: true
            semanticDefinition: |
              Social Security Number, National ID, or other government ID number
              if requested on form. Handle as sensitive data.

      - name: contact_info
        label: Contact Information
        group: true
        children:
          - name: email
            label: Email Address
            taxonType: EMAIL_ADDRESS
            valuePath: VALUE_OR_ALL_CONTENT
            semanticDefinition: |
              Primary email address. Look for fields labeled "Email", "E-mail",
              or "Email Address".

          - name: phone_primary
            label: Primary Phone
            taxonType: PHONE_NUMBER
            valuePath: VALUE_OR_ALL_CONTENT
            semanticDefinition: |
              Primary phone number. May be labeled "Phone", "Mobile", "Cell Phone",
              or "Primary Contact Number".

          - name: phone_alternate
            label: Alternate Phone
            taxonType: PHONE_NUMBER
            valuePath: VALUE_OR_ALL_CONTENT
            nullable: true
            semanticDefinition: "Alternate or secondary phone number if provided"

          - name: address
            label: Mailing Address
            taxonType: STRING
            valuePath: VALUE_OR_ALL_CONTENT
            nullable: true
            semanticDefinition: |
              Complete mailing address. May be combined or split across
              multiple fields (street, city, state, zip).

          - name: street_address
            label: Street Address
            taxonType: STRING
            valuePath: VALUE_OR_ALL_CONTENT
            nullable: true
            semanticDefinition: "Street address line 1"

          - name: address_line_2
            label: Address Line 2
            taxonType: STRING
            valuePath: VALUE_OR_ALL_CONTENT
            nullable: true
            semanticDefinition: "Apartment, suite, or unit number"

          - name: city
            label: City
            taxonType: STRING
            valuePath: VALUE_OR_ALL_CONTENT
            nullable: true

          - name: state_province
            label: State/Province
            taxonType: STRING
            valuePath: VALUE_OR_ALL_CONTENT
            nullable: true

          - name: postal_code
            label: Postal Code
            taxonType: STRING
            valuePath: VALUE_OR_ALL_CONTENT
            nullable: true
            semanticDefinition: "ZIP code, postal code, or postcode"

          - name: country
            label: Country
            taxonType: STRING
            valuePath: VALUE_OR_ALL_CONTENT
            nullable: true

      - name: emergency_contact
        label: Emergency Contact
        group: true
        nullable: true
        children:
          - name: name
            label: Contact Name
            taxonType: STRING
            valuePath: VALUE_OR_ALL_CONTENT
            nullable: true
            semanticDefinition: "Emergency contact person's name"

          - name: relationship
            label: Relationship
            taxonType: STRING
            valuePath: VALUE_OR_ALL_CONTENT
            nullable: true
            semanticDefinition: "Relationship to applicant (e.g., Spouse, Parent, Friend)"

          - name: phone
            label: Contact Phone
            taxonType: PHONE_NUMBER
            valuePath: VALUE_OR_ALL_CONTENT
            nullable: true

  # ==========================================
  # Form Questions/Fields
  # ==========================================
  - name: form_responses
    label: Form Responses
    group: true
    description: Answers to form questions
    children:
      # Text Questions
      - name: text_responses
        label: Text Responses
        group: true
        nullable: true
        children:
          - name: question_label
            label: Question
            taxonType: STRING
            valuePath: VALUE_OR_ALL_CONTENT
            multiValue: true
            semanticDefinition: |
              The text of each question that expects a free-text response.
              Extract the question label exactly as it appears.

          - name: answer
            label: Answer
            taxonType: STRING
            valuePath: VALUE_OR_ALL_CONTENT
            multiValue: true
            semanticDefinition: |
              The applicant's written response to each text question.

      # Multiple Choice Questions
      - name: multiple_choice
        label: Multiple Choice Responses
        group: true
        nullable: true
        children:
          - name: question_label
            label: Question
            taxonType: STRING
            valuePath: VALUE_OR_ALL_CONTENT
            multiValue: true
            semanticDefinition: "Multiple choice question text"

          - name: selected_option
            label: Selected Option
            taxonType: STRING
            valuePath: VALUE_OR_ALL_CONTENT
            multiValue: true
            semanticDefinition: |
              The option selected by the applicant. Look for checkmarks,
              highlighted options, or marked choices.

      # Yes/No Questions
      - name: yes_no_questions
        label: Yes/No Questions
        group: true
        nullable: true
        children:
          - name: question_label
            label: Question
            taxonType: STRING
            valuePath: VALUE_OR_ALL_CONTENT
            multiValue: true

          - name: answer
            label: Answer
            taxonType: BOOLEAN
            valuePath: VALUE_OR_ALL_CONTENT
            multiValue: true
            semanticDefinition: |
              Extract true for Yes/checked/agree, false for No/unchecked/disagree.

      # Numeric Responses
      - name: numeric_responses
        label: Numeric Responses
        group: true
        nullable: true
        children:
          - name: question_label
            label: Question
            taxonType: STRING
            valuePath: VALUE_OR_ALL_CONTENT
            multiValue: true

          - name: value
            label: Numeric Value
            taxonType: NUMBER
            valuePath: VALUE_OR_ALL_CONTENT
            multiValue: true
            semanticDefinition: "Extract numeric values (counts, ratings, quantities)"

      # Rating Scale Questions
      - name: rating_responses
        label: Rating Scale Responses
        group: true
        nullable: true
        children:
          - name: question_label
            label: Question
            taxonType: STRING
            valuePath: VALUE_OR_ALL_CONTENT
            multiValue: true

          - name: rating_value
            label: Rating
            taxonType: NUMBER
            valuePath: VALUE_OR_ALL_CONTENT
            multiValue: true
            semanticDefinition: |
              Extract the numeric rating (e.g., 1-5, 1-10). Look for selected
              stars, circled numbers, or marked scale positions.

          - name: scale_range
            label: Scale Range
            taxonType: STRING
            valuePath: VALUE_OR_ALL_CONTENT
            multiValue: true
            nullable: true
            semanticDefinition: |
              The range of the rating scale (e.g., "1-5", "1-10", "Poor to Excellent")

  # ==========================================
  # Specific Use Case Fields
  # ==========================================

  # For Employment Applications
  - name: employment_info
    label: Employment Information
    group: true
    nullable: true
    description: For job/employment application forms
    children:
      - name: position_applied
        label: Position Applied For
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        semanticDefinition: "Job title or position the applicant is applying for"

      - name: desired_salary
        label: Desired Salary
        taxonType: CURRENCY
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        semanticDefinition: "Expected or desired salary/compensation"

      - name: available_start_date
        label: Available Start Date
        taxonType: DATE
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        semanticDefinition: "Earliest date the applicant can start"

      - name: employment_type
        label: Employment Type Sought
        taxonType: SELECTION
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        selectionOptions:
          - label: "Full-time"
          - label: "Part-time"
          - label: "Contract"
          - label: "Internship"
          - label: "Temporary"

      - name: resume_attached
        label: Resume Attached
        taxonType: BOOLEAN
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        semanticDefinition: "Is a resume/CV attached or referenced?"

      - name: references_provided
        label: References Provided
        taxonType: BOOLEAN
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        semanticDefinition: "Did the applicant provide professional references?"

  # For Loan/Financial Applications
  - name: financial_info
    label: Financial Information
    group: true
    nullable: true
    description: For loan/credit application forms
    children:
      - name: loan_amount_requested
        label: Loan Amount Requested
        taxonType: CURRENCY
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        semanticDefinition: "The amount of money being requested"

      - name: loan_purpose
        label: Loan Purpose
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        semanticDefinition: "Purpose of the loan (e.g., Home purchase, Auto, Education)"

      - name: annual_income
        label: Annual Income
        taxonType: CURRENCY
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        semanticDefinition: "Applicant's annual gross income"

      - name: employment_status
        label: Employment Status
        taxonType: SELECTION
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        selectionOptions:
          - label: "Employed Full-time"
          - label: "Employed Part-time"
          - label: "Self-employed"
          - label: "Unemployed"
          - label: "Retired"
          - label: "Student"

      - name: employer_name
        label: Employer Name
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true

      - name: years_employed
        label: Years with Current Employer
        taxonType: NUMBER
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true

  # For Event/Program Registration
  - name: registration_info
    label: Registration Information
    group: true
    nullable: true
    description: For event or program registration forms
    children:
      - name: event_name
        label: Event/Program Name
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        semanticDefinition: "Name of the event or program being registered for"

      - name: registration_type
        label: Registration Type
        taxonType: SELECTION
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        selectionOptions:
          - label: "Individual"
          - label: "Group"
          - label: "Family"
          - label: "Student"
          - label: "Professional"

      - name: number_of_attendees
        label: Number of Attendees
        taxonType: NUMBER
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        semanticDefinition: "Total number of people being registered"

      - name: dietary_restrictions
        label: Dietary Restrictions
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        multiValue: true
        semanticDefinition: |
          Any dietary restrictions, allergies, or special meal requirements

      - name: accessibility_needs
        label: Accessibility Needs
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        semanticDefinition: "Special accessibility or accommodation requirements"

  # ==========================================
  # Agreements and Signatures
  # ==========================================
  - name: agreements
    label: Agreements and Signatures
    group: true
    children:
      - name: terms_accepted
        label: Terms and Conditions Accepted
        taxonType: BOOLEAN
        valuePath: VALUE_OR_ALL_CONTENT
        semanticDefinition: |
          Did the applicant check or sign the box agreeing to terms and conditions?
          Look for checkboxes near legal text or signature areas.

      - name: terms_text
        label: Terms Text Reference
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        semanticDefinition: |
          The actual terms text or a reference to where terms can be found
          (e.g., "See attached", "Available at www.example.com/terms")

      - name: consent_given
        label: Consent for Data Use
        taxonType: BOOLEAN
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        semanticDefinition: |
          Did the applicant consent to use of their data (marketing, communication, etc.)?

      - name: signature_present
        label: Signature Present
        taxonType: BOOLEAN
        valuePath: VALUE_OR_ALL_CONTENT
        semanticDefinition: |
          Is there a handwritten or electronic signature on the form?

      - name: signature_date
        label: Signature Date
        taxonType: DATE
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        semanticDefinition: |
          The date the form was signed. Look near signature areas for dates.

      - name: witness_signature
        label: Witness Signature Present
        taxonType: BOOLEAN
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        semanticDefinition: "Is there a witness signature if required?"

      - name: witness_name
        label: Witness Name
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        semanticDefinition: "Name of witness if signature was witnessed"

      - name: notarized
        label: Notarized
        taxonType: BOOLEAN
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        semanticDefinition: "Was the form notarized? Look for notary stamps/seals"

  # ==========================================
  # Processing and Status
  # ==========================================
  - name: processing_status
    label: Processing Status
    group: true
    description: Administrative fields for workflow tracking
    children:
      - name: status
        label: Processing Status
        taxonType: SELECTION
        valuePath: REVIEW
        userEditable: true
        selectionOptions:
          - label: "New"
          - label: "Under Review"
          - label: "Pending Additional Information"
          - label: "Approved"
          - label: "Rejected"
          - label: "On Hold"
          - label: "Completed"

      - name: assigned_to
        label: Assigned To
        taxonType: STRING
        valuePath: REVIEW
        userEditable: true
        nullable: true
        description: "Person or team responsible for reviewing this form"

      - name: priority
        label: Priority
        taxonType: SELECTION
        valuePath: REVIEW
        userEditable: true
        selectionOptions:
          - label: "Low"
          - label: "Normal"
          - label: "High"
          - label: "Urgent"

      - name: review_notes
        label: Review Notes
        taxonType: STRING
        valuePath: REVIEW
        userEditable: true
        nullable: true
        description: "Internal notes from reviewers"

      - name: follow_up_required
        label: Follow-up Required
        taxonType: BOOLEAN
        valuePath: REVIEW
        userEditable: true
        description: "Does this submission require follow-up action?"

      - name: follow_up_date
        label: Follow-up Date
        taxonType: DATE
        valuePath: REVIEW
        userEditable: true
        nullable: true
        description: "When to follow up with applicant"

      - name: completeness_score
        label: Completeness Score
        taxonType: NUMBER
        valuePath: FORMULA
        description: "Percentage of required fields completed"
        semanticDefinition: |
          Calculate percentage of non-empty required fields to measure form completeness

# ==========================================
# Validation Rules
# ==========================================
validationRules:
  # Required Fields
  - name: "Form type required"
    ruleFormula: "NOT_EMPTY(form_metadata.form_type)"
    messageFormula: '"Form type must be specified"'
    overridable: false

  - name: "Submission date required"
    ruleFormula: "NOT_EMPTY(form_metadata.submission_date)"
    messageFormula: '"Submission date is required"'
    overridable: false

  - name: "Respondent name required"
    ruleFormula: |
      NOT_EMPTY(respondent.personal_info.full_name) OR
      (NOT_EMPTY(respondent.personal_info.first_name) AND
       NOT_EMPTY(respondent.personal_info.last_name))
    messageFormula: '"Respondent name is required (full name or first + last)"'
    overridable: false

  - name: "Contact information required"
    ruleFormula: |
      NOT_EMPTY(respondent.contact_info.email) OR
      NOT_EMPTY(respondent.contact_info.phone_primary)
    messageFormula: '"At least one contact method (email or phone) is required"'
    overridable: false

  - name: "Signature required"
    ruleFormula: "agreements.signature_present == true"
    messageFormula: '"Form must be signed"'
    overridable: false

  - name: "Terms must be accepted"
    ruleFormula: "agreements.terms_accepted == true"
    messageFormula: '"Terms and conditions must be accepted"'
    overridable: false

  # Date Logic
  - name: "Submission date not in future"
    ruleFormula: "form_metadata.submission_date <= TODAY()"
    messageFormula: '"Submission date cannot be in the future"'
    overridable: true

  - name: "Signature date matches or before submission"
    ruleFormula: |
      IS_EMPTY(agreements.signature_date) OR
      agreements.signature_date <= form_metadata.submission_date
    messageFormula: '"Signature date should not be after submission date"'
    overridable: true

  - name: "Birth date reasonable"
    ruleFormula: |
      IS_EMPTY(respondent.personal_info.date_of_birth) OR
      (respondent.personal_info.date_of_birth < TODAY() AND
       YEAR_DIFF(TODAY(), respondent.personal_info.date_of_birth) < 120)
    messageFormula: '"Date of birth appears invalid"'
    overridable: true

  - name: "Applicant of legal age"
    ruleFormula: |
      IS_EMPTY(respondent.personal_info.date_of_birth) OR
      YEAR_DIFF(TODAY(), respondent.personal_info.date_of_birth) >= 18
    messageFormula: '"Applicant must be 18 years or older"'
    overridable: true

  # Contact Validation
  - name: "Email format validation"
    ruleFormula: |
      IS_EMPTY(respondent.contact_info.email) OR
      REGEX_MATCH(respondent.contact_info.email, "^[^@]+@[^@]+\\.[^@]+$")
    messageFormula: '"Email address format appears invalid"'
    overridable: true

  - name: "Phone format validation"
    ruleFormula: |
      IS_EMPTY(respondent.contact_info.phone_primary) OR
      LENGTH(DIGITS_ONLY(respondent.contact_info.phone_primary)) >= 10
    messageFormula: '"Phone number should contain at least 10 digits"'
    overridable: true

  # Conditional Requirements
  - name: "Emergency contact required for minors"
    conditional: true
    conditionalFormula: |
      NOT_EMPTY(respondent.personal_info.date_of_birth) AND
      YEAR_DIFF(TODAY(), respondent.personal_info.date_of_birth) < 18
    ruleFormula: |
      NOT_EMPTY(respondent.emergency_contact.name) AND
      NOT_EMPTY(respondent.emergency_contact.phone)
    messageFormula: '"Emergency contact required for applicants under 18"'
    overridable: false

  - name: "Employer info required if employed"
    conditional: true
    conditionalFormula: |
      financial_info.employment_status IN ["Employed Full-time", "Employed Part-time"]
    ruleFormula: "NOT_EMPTY(financial_info.employer_name)"
    messageFormula: '"Employer name required for employed applicants"'
    overridable: true

  - name: "Resume required for job applications"
    conditional: true
    conditionalFormula: 'form_metadata.form_type == "Job Application"'
    ruleFormula: "employment_info.resume_attached == true"
    messageFormula: '"Resume/CV must be attached for job applications"'
    overridable: true

  - name: "Witness required for notarized forms"
    conditional: true
    conditionalFormula: "agreements.notarized == true"
    ruleFormula: |
      agreements.witness_signature == true AND
      NOT_EMPTY(agreements.witness_name)
    messageFormula: '"Witness signature required for notarized forms"'
    overridable: false

  # Data Quality
  - name: "Postal code format (US)"
    ruleFormula: |
      IS_EMPTY(respondent.contact_info.postal_code) OR
      respondent.contact_info.country != "United States" OR
      REGEX_MATCH(respondent.contact_info.postal_code, "^\\d{5}(-\\d{4})?$")
    messageFormula: '"US postal code should be 5 digits or ZIP+4 format"'
    overridable: true

  - name: "Rating values within scale"
    ruleFormula: |
      ALL_VALUES(form_responses.rating_responses.rating_value) <= 10 AND
      ALL_VALUES(form_responses.rating_responses.rating_value) >= 1
    messageFormula: '"Rating values should be between 1 and 10"'
    overridable: true

  # Business Rules
  - name: "Loan amount reasonable"
    conditional: true
    conditionalFormula: 'form_metadata.form_type == "Loan Application"'
    ruleFormula: |
      financial_info.loan_amount_requested > 0 AND
      financial_info.loan_amount_requested <= 1000000
    messageFormula: '"Loan amount should be between $1 and $1,000,000"'
    overridable: true

  - name: "Income verification for large loans"
    conditional: true
    conditionalFormula: |
      form_metadata.form_type == "Loan Application" AND
      financial_info.loan_amount_requested > 50000
    ruleFormula: "NOT_EMPTY(financial_info.annual_income)"
    messageFormula: '"Annual income required for loans over $50,000"'
    overridable: false

# ==========================================
# Conditional Formatting
# ==========================================
conditionalFormats:
  - name: "Incomplete form"
    formula: "processing_status.completeness_score < 80"
    backgroundColor: "#FEE2E2"
    textColor: "#991B1B"
    icon: "exclamation-circle"

  - name: "Urgent priority"
    formula: 'processing_status.priority == "Urgent"'
    backgroundColor: "#FEF3C7"
    textColor: "#92400E"
    fontWeight: "bold"
    icon: "exclamation-triangle"

  - name: "Follow-up overdue"
    formula: |
      processing_status.follow_up_required == true AND
      NOT_EMPTY(processing_status.follow_up_date) AND
      processing_status.follow_up_date < TODAY()
    backgroundColor: "#FED7AA"
    textColor: "#9A3412"
    icon: "clock"

  - name: "Missing signature"
    formula: "agreements.signature_present == false"
    backgroundColor: "#FEE2E2"
    textColor: "#991B1B"
    icon: "pen"

  - name: "Minor applicant"
    formula: |
      NOT_EMPTY(respondent.personal_info.date_of_birth) AND
      YEAR_DIFF(TODAY(), respondent.personal_info.date_of_birth) < 18
    backgroundColor: "#DBEAFE"
    textColor: "#1E40AF"
    icon: "user"

  - name: "High-value loan application"
    formula: |
      form_metadata.form_type == "Loan Application" AND
      financial_info.loan_amount_requested > 100000
    backgroundColor: "#FEF3C7"
    textColor: "#92400E"
    fontWeight: "bold"
    icon: "dollar-sign"

  - name: "Approved"
    formula: 'processing_status.status == "Approved"'
    backgroundColor: "#D1FAE5"
    textColor: "#065F46"
    icon: "check-circle"

  - name: "Rejected"
    formula: 'processing_status.status == "Rejected"'
    backgroundColor: "#FEE2E2"
    textColor: "#991B1B"
    icon: "times-circle"

Key Features

Universal Form Structure

Flexible Question Types: Text, multiple choice, yes/no, numeric, rating scales
Multi-Value Support: Handle repeated questions or multi-select responses
Conditional Fields: Different field sets for different form types

Comprehensive Contact Information

Multiple Contact Methods: Email, phone (primary and alternate), full address
Structured Address: Separate fields for street, city, state, postal code
Emergency Contacts: Capture backup contact information when needed

Specialized Form Types

Employment Applications:

Position applied for, desired salary, availability
Resume/references tracking
Employment type preferences

Loan Applications:

Loan amount, purpose, financial details
Employment and income verification
Business rule validation for loan limits

Event Registration:

Event details, attendee count
Dietary restrictions and accessibility needs
Group vs. individual registration

Signature and Agreement Tracking

Legal Acceptance: Terms and conditions, consent checkboxes
Signature Verification: Presence, date, witness information
Notarization: Track notary stamps and requirements

Workflow Management

Status Tracking: New, under review, approved, rejected, etc.
Assignment: Route to appropriate reviewers
Priority Management: Flag urgent submissions
Follow-up Tracking: Schedule and track required actions
Completeness Scoring: Automated calculation of form completion

Validation Strategy

Critical Validations (Non-overridable)

- Form type must be specified
- Respondent name required
- At least one contact method required
- Signature required
- Terms must be accepted
- Emergency contact for minors
- Witness for notarized forms
- Income verification for large loans

Quality Checks (Overridable)

- Submission date not in future
- Birth date reasonable
- Email format validation
- Phone format validation
- Postal code format (US)
- Rating values within scale

Conditional Business Rules

- Employer info required if employed
- Resume required for job applications
- Loan amount reasonable limits
- Income required for loans > $50k

Conditional Formatting

Provides visual indicators for:

Incomplete forms (< 80% complete) - Red alert
Urgent priority - Gold highlight
Overdue follow-ups - Orange warning
Missing signatures - Red alert
Minor applicants - Blue information
High-value loans (> $100k) - Gold highlight
Approved/Rejected - Green/Red status

Usage Tips

For HR/Recruitment Teams

Use employment_info fields for job application processing
Track resume_attached and references_provided for completeness
Monitor processing_status for workflow management
Use priority field to handle urgent applications

For Financial Services

Extract financial_info for loan processing
Validate income against loan amount for risk assessment
Use employment_status and years_employed for stability checks
Track processing_status for approval workflow

For Event Organizers

Use registration_info for attendee management
Track dietary_restrictions and accessibility_needs for planning
Monitor number_of_attendees for capacity planning
Use contact_info for event communications

For Compliance Officers

Verify agreements.terms_accepted for legal compliance
Check signature_present and signature_date for validity
Validate notarized and witness_signature when required
Track consent_given for data protection compliance

Best Practices

Capture All Question Types: Use appropriate taxonTypes for different question formats
Handle Multi-Value Fields: Enable multiValue: true for questions that may have multiple answers
Validate Contact Information: Use EMAIL_ADDRESS and PHONE_NUMBER types for automatic validation
Track Signatures Carefully: Signature presence and date are critical for legal validity
Use Conditional Validation: Apply rules based on form type or applicant characteristics
Calculate Completeness: Use formula fields to measure how complete submissions are
Enable Workflow Tracking: Administrative fields help route and prioritize form processing
Respect Age Requirements: Validate applicant age and require emergency contacts for minors
Handle Sensitive Data: Mark SSN/ID fields as sensitive and follow data protection rules
Support Multiple Form Types: Use conditional fields to handle different form scenarios

Integration Examples

CRM/Applicant Tracking

externalName: leadSource → form_metadata.form_type
externalName: fullName → respondent.personal_info.full_name
externalName: email → respondent.contact_info.email
externalName: status → processing_status.status

Marketing Automation

externalName: contactEmail → respondent.contact_info.email
externalName: optIn → agreements.consent_given
externalName: submissionDate → form_metadata.submission_date

Loan Origination System

externalName: loanAmount → financial_info.loan_amount_requested
externalName: annualIncome → financial_info.annual_income
externalName: employmentStatus → financial_info.employment_status
externalName: applicationStatus → processing_status.status

Invoice Data Definition - Financial document extraction
Contract Data Definition - Legal document metadata
Purchase Order Data Definition - Procurement document extraction

Introduction

Data Definitions

Knowledge

Formulas

Data Forms

Overview

Use Cases

Complete Data Definition Structure

YAML Configuration

Key Features

Universal Form Structure

Comprehensive Contact Information

Specialized Form Types

Signature and Agreement Tracking

Workflow Management

Validation Strategy

Critical Validations (Non-overridable)

Quality Checks (Overridable)

Conditional Business Rules

Conditional Formatting

Usage Tips

For HR/Recruitment Teams

For Financial Services

For Event Organizers

For Compliance Officers

Best Practices

Integration Examples

CRM/Applicant Tracking

Marketing Automation

Loan Origination System

Introduction

Data Definitions

Knowledge

Formulas

Data Forms

​Overview

​Use Cases

​Complete Data Definition Structure

​YAML Configuration

​Key Features

​Universal Form Structure

​Comprehensive Contact Information

​Specialized Form Types

​Signature and Agreement Tracking

​Workflow Management

​Validation Strategy

​Critical Validations (Non-overridable)

​Quality Checks (Overridable)

​Conditional Business Rules

​Conditional Formatting

​Usage Tips

​For HR/Recruitment Teams

​For Financial Services

​For Event Organizers

​For Compliance Officers

​Best Practices

​Integration Examples

​CRM/Applicant Tracking

​Marketing Automation

​Loan Origination System

​Related Examples

Overview

Use Cases

Complete Data Definition Structure

YAML Configuration

Key Features

Universal Form Structure

Comprehensive Contact Information

Specialized Form Types

Signature and Agreement Tracking

Workflow Management

Validation Strategy

Critical Validations (Non-overridable)

Quality Checks (Overridable)

Conditional Business Rules

Conditional Formatting

Usage Tips

For HR/Recruitment Teams

For Financial Services

For Event Organizers

For Compliance Officers

Best Practices

Integration Examples

CRM/Applicant Tracking

Marketing Automation

Loan Origination System

Related Examples