How do we convince officers to reduce paper forms in government? The inspiration
for this started with FormSG’s paperless forms campaign in 2023, where
the team identified that there are still many paper forms in government.
Is the solution then to just simply convince more of these public officers
to use FormSG?
Our hypothesis is: If we make it easy for public officers to convert forms
or create new forms, naturally they would be more motivated to convert
their workflows digitally. “Doing the right thing should be made simple”!
Hence we built FormSG’s magic form builder to make it simple for public
officers in Singapore to create a form by:
Uploading a PDF form
Writing a prompt
Powered by large language models, the magic form builder helps public
officers create an entire form in less than a minute! We believe this is
much quicker than creating every question from scratch, allowing public
officers to focus their efforts on more important parts of form building
(such as data collection and processing)!
What users are saying?
Originally, we allowed the public officer to amend the questions and field
types before creating the form (see image). However, this was confusing
hence we removed this to simplify the process.
Some public officers were not sure how to write the prompt, hence we provided
ideas/suggestions in the second iteration which they can click on and fill
the prompt box.
In addition, there was a waiting time of ~3 minutes during the building
process in the first version, but we managed to reduce that to 1 minute
by improving the prompt engineering and reducing the size of messages.
In order to make the wait time less excruciating, we also designed a cute
GIF to show that “your form is building”. It is also a play on the words 🙂.
Public officers tried out the prototype on demo day. The initial feedback
was extremely positive! Users agreed that the prompt-based approach of
creating forms would save them time by providing a "template" to edit.
At the same time, the PDF conversion mode drastically simplifies the process
of digitalising paper forms.
The most common question on demo day was, "When would this be available
for us to use?" Over 30 public officers across different agencies have
also registered their interest in using the Magic Form Builder.