# Form Prefill From Documents, Ready for Review

Source: https://maito.app/workflows/prefill-forms-from-documents-for-review

Ask Maito in Slack to prefill a form from your folder. It fills what the documents show, cites each source and lists missing fields and conflicts.

Names, dates and addresses get filled in from the documents you already have, so staff only check and fix.

[Operations](https://maito.app/workflows/team/operations) · [Insurance agencies](https://maito.app/workflows/industry/insurance-agencies) · When you ask · Updated October 19, 2026

Works with

-   Slack
-   Email
-   Box
-   Dropbox
-   Notion
-   Microsoft 365

## How 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

1.  Match form fields to the client's documents
2.  Fill each field with a sourced value
3.  Mark missing and conflicting fields
4.  Hand the form to a person to review

## Example

**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

When you ask Prefill forms from documents for review

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

### Does it submit the form?

No. It prepares a prefilled copy for a person to review. Sending is up to you.

### What happens when documents disagree?

It leaves that field blank and shows both values with their sources so you can choose.

### Where does it find the documents?

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.

## More operations workflows

-   [Chase missing inputs Ask people for what's missing, by Slack or email, until it's in. Operations · On a schedule Works with Gmail, Microsoft 365, Airtable.](https://maito.app/workflows/chase-missing-inputs)
-   [Monday report from connected tools The weekly operating report built from the tools you already use. Operations · On a schedule Works with BigQuery, Supabase, Intercom, Pylon, Stripe, PayPal.](https://maito.app/workflows/monday-report-from-connected-tools)
-   [Turn a process into a written guide Describe how something is done and get a clean step-by-step guide. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/turn-a-process-into-a-written-guide)
-   [Keep a shared spreadsheet clean Fix formats, fill gaps and flag odd rows in a sheet everyone edits. Operations · On a schedule Works with Airtable, Microsoft 365.](https://maito.app/workflows/keep-a-shared-spreadsheet-clean)
-   [Book travel within policy Get flight and hotel options that fit the travel policy. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/book-travel-within-policy)
-   [Answer "who owns this?" Find the right person or team for any system, process or question. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/answer-who-owns-this)

[See all workflows](https://maito.app/workflows)

## Put your AI teammate to work.

Set it up in minutes. Start with this one, and let it earn the next one.

[Put Maito to work](https://maito.app/login?returnTo=%2Fworkflows%2Fprefill-forms-from-documents-for-review)[Book a demo](mailto:support@maito.app?subject=Maito%20demo)