Forms built to work
inside your workflows

Zenphi Forms is built around dynamic display rules as a core native capability — not an add-on or a premium-tier feature. Display rules control which fields, sections, or questions are shown to a respondent based on their answers to earlier questions. A procurement form that only shows budget approval fields when the requested amount exceeds a threshold. An onboarding form that only shows the IT equipment section for full-time employees, not contractors. A service request form that reveals specific follow-up questions based on the type of issue selected. Each block in a Zenphi Form — fields, sections, titles, images — can be set to appear or remain hidden based on any combination of conditions you define. The rules apply in real time as the respondent fills out the form, so the experience adapts to their inputs without page reloads or confusing hidden irrelevant fields. This is one of the most significant limitations of Google Forms, which offers only basic section navigation based on a single multiple-choice answer and cannot conditionally show or hide individual fields within a section.

Zenphi Forms supports dynamically populated reply options through its lookup field type — one of its two standout capabilities as a Google Forms alternative. Instead of manually entering the choices for a dropdown or selection field, you connect the field to a Zenphi Table. The options that appear to the respondent come directly from that table, updated in real time. When new options are added to the table, they automatically appear in the form — no form editing required. When options are removed or changed in the table, the form reflects those changes immediately. This is fundamentally different from static choice fields: you maintain the option list in one place (the Zenphi Table) and every form that references it stays current automatically. It works for any scenario where the answer options aren't fixed: the list of available products, the list of active projects, the roster of team members, the current service tiers — any data that changes over time and needs to be current when a respondent fills out the form.

Zenphi Forms' lookup field is built precisely for this use case. When a respondent selects an option from a lookup field, the form can automatically surface connected values from the same row in the Zenphi Table — the associated price, package tier, size specification, lead time, or any other attribute stored alongside the selected item. The respondent chooses a product from the list; the form shows the price and specification for that product automatically, pulled live from the connected table. They select a service tier; the form displays what's included. They pick a team member; the form shows their department and role. This creates a real-time, database-connected form experience without any custom development. The connected values update automatically when the underlying table data changes — when a price changes in the table, every form using that lookup reflects the new price immediately. This is the pattern that replaces manual price lists, static specification tables, and the constant form-editing overhead that comes with maintaining separate form option lists alongside changing business data.

Zenphi Forms supports file upload natively — respondents can attach files directly within the form as part of their submission. For teams using Zenphi Forms as part of an automated workflow, the uploaded file becomes an available data object in the workflow that follows. An uploaded invoice can be immediately processed by an AI extraction step. An uploaded contract can be routed for review in the same automated sequence that the form submission triggers. An uploaded ID document can be validated and filed to the correct Google Drive folder automatically. The uploaded file doesn't arrive in an email attachment that someone has to manually find and route — it flows directly into the connected Zenphi workflow as a structured input for whatever processing step comes next. This is the key difference from Google Forms file upload, which saves uploaded files to a Drive folder but has no native connection to downstream automation steps.

Zenphi Forms is designed from the ground up to be a workflow trigger — it's not a standalone form builder that sends data to a spreadsheet and stops there. Every Zenphi Form is connected to the Zenphi workflow engine. When a form is submitted, the submission data becomes immediately available as structured workflow variables that subsequent steps can use: the respondent's name, their selections, the uploaded file, the timestamp, any connected lookup values. The workflow that fires can do anything the Zenphi platform supports: generate a document from a Google Docs or MS Word template populated with the form data, route an approval notification to the right person in Gmail or Google Chat, create or update a record in Salesforce, HubSpot, QuickBooks, or any connected system, send a personalized confirmation email, file a document in Google Drive, or trigger an AI processing step. Forms can also be used as mid-workflow data collection steps — not just as the initial trigger. A workflow can pause at a defined point and send a 'Request Data' form to a specific person, then continue processing once the form is completed. This means forms are a native part of the operational workflow, not a data collection island that someone has to manually connect to the process that follows.

Yes — and this is one of the most powerful applications of Zenphi Forms. Because every Zenphi Form is connected to Zenphi's workflow engine, an AI agent step can be placed anywhere in the workflow that a form submission triggers. A form submission arrives — the form data and any uploaded files are passed immediately to an AI agent step that classifies the submission type, extracts structured data from an uploaded document, validates the content, generates a personalized response, or makes a routing decision based on the submission content. The AI agent's output then drives the next workflow step: routing the submission to the right team, generating a tailored confirmation document, creating a record in a connected system with the AI-extracted values, or escalating based on AI-identified risk or urgency flags. Files uploaded through the form are available to the AI agent as document inputs — an uploaded invoice triggers an AI extraction workflow, an uploaded contract triggers a clause analysis step, an uploaded form image triggers an OCR and data extraction sequence. Every AI action in the connected workflow is logged with the model used, the input received, and the output produced — providing the audit trail that governed, organizational-scale AI processing requires. The form is the intake point; the AI agent is the first processing step in the sequence that follows.