Prefill forms from documents for review
Names, dates and addresses get filled in from the documents you already have, so staff only check and fix.
Operations · Insurance agencies · When you ask · Updated
Works with
- Slack
- Box
- Dropbox
- Notion
- Microsoft 365
Slack
Box
Dropbox
Notion
Microsoft 365How do you prefill a form from documents?
To prefill a form from documents, mention Maito in Slack and name the form and the folder. It reads the files, fills each field it can support, cites the source for each one, lists missing answers and conflicts between documents, and attaches a PDF for review. Nothing is submitted.
How it's done today
Staff retype the same names, dates and addresses from old policies and licenses into every new form.
What Maito does
- Match form fields to the client's documents
- Fill each field with a sourced value
- Mark missing and conflicting fields
- Hand the form to a person to review
Example
@Maito prefill the commercial renewal application for Acme Bakery from the folder. Renewal is Nov 12.
Done. 18 of 22 fields are filled, each with its source. Attached: acme-bakery-renewal-prefill.pdf Filled from documents • Business name, EIN ending 4471, entity type: LLC (from the Oct 2025 policy) • Locations: 2 (lease and policy) • Payroll: $412,000 (last audit letter) Missing • Current-year revenue, number of employees, prior claims in the last 12 months. Nothing in the folder says. Conflict • Mailing address: the policy says 41 Mill Rd, the new lease says 41 Mill Rd Suite B. I left it blank. Catch: the policy lists 3 delivery vans, but only 2 appear in the vehicle schedule. That changes the premium, so please confirm with the client. Nothing is submitted. Want me to email the client the 4 questions?
@Maito yes, draft it and I'll send it after I review.
Draft is in your inbox: it asks for revenue, headcount, prior claims, the Suite B address and the third van. I haven't sent anything.
Rosa (2:05 PM):
prefill the commercial renewal application for Acme Bakery from the folder. Renewal is Nov 12.
Maito (2:07 PM):
Done. 18 of 22 fields are filled, each with its source. Attached: acme-bakery-renewal-prefill.pdf
Filled from documents
• Business name, EIN ending 4471, entity type: LLC (from the Oct 2025 policy)
• Locations: 2 (lease and policy)
• Payroll: $412,000 (last audit letter)
Missing
• Current-year revenue, number of employees, prior claims in the last 12 months. Nothing in the folder says.
Conflict
• Mailing address: the policy says 41 Mill Rd, the new lease says 41 Mill Rd Suite B. I left it blank.
Catch: the policy lists 3 delivery vans, but only 2 appear in the vehicle schedule. That changes the premium, so please confirm with the client.
Nothing is submitted. Want me to email the client the 4 questions?
Rosa (2:11 PM):
yes, draft it and I'll send it after I review.
Maito (2:12 PM):
Draft is in your inbox: it asks for revenue, headcount, prior claims, the Suite B address and the third van. I haven't sent anything.
How to set it up
- Set up
Nothing to set up. Ask in Slack or by email whenever you need it.
- Connect files
- Google Drive
- Box
- Dropbox
- Notion
- Microsoft 365
- Use forms
- Typeform
- Tally
No MCP server needed. Ask your agent to save a skill with the steps, then add the login or API key in Settings → Vault.
Not connected yet? Your agent sends you a link to sign in.
What it won't do
It only fills what the documents say. Anything missing stays blank, and a person still has to check the final form before it goes out.
Questions
No. It prepares a prefilled copy for a person to review. Sending is up to you.
It leaves that field blank and shows both values with their sources so you can choose.
In Google Drive, Box, Dropbox, Notion or Microsoft 365. For online forms like Typeform or Tally it uses a skill with a login in the Vault.
