Overview
AI Form Fill lets Redlist automatically fill out a digital form from a photo of a paper form or a PDF. Snap a photo of a completed paper form in the field and Redlist maps the answers across to the matching digital form — no manual data entry, no transcription errors. It handles the tedious part so your team can stay focused on the work.
Accessing the Feature
AI Form Capture is available from within any Redlist digital form on the mobile app.
Tap the Forms tab in the bottom navigation bar
Find and tap the form template you want to fill out
On the form screen, tap the AI menu (four-pointed sparkles icon) in the top left of the screen
How to Fill a Form Using a Paper Form Photo
Use this option when you have a physical paper form that has already been filled out by hand.
Tap the Forms tab, then tap the form template to open it
Tap the AI menu (four-pointed sparkles icon) in the top left of the screen
Tap the arrow besides Use Paper Form
Select Camera to take a new photo, Photo Library to use an existing photo, or Documents to use a saved PDF
If using the camera, photograph the completed paper form and tap Done
Wait while the AI processes the image — this may take a few moments
Review the filled-out form — fields the AI was able to match will be pre-populated with answers from the paper form
How to Review AI-Filled Fields
After the AI fills in your form, each question that was filled will show a summary box directly beneath it so you can verify the result.
After processing completes, scroll through the form to review all pre-filled fields
Under each AI-filled question, look for the "Filled From Paper Form" box — it shows the original question from the paper form and the answer the AI extracted
Correct any fields that were filled incorrectly by tapping the field and updating the value manually
When the form looks accurate, tap Submit as you normally would
Note: The "Filled From Paper Form" boxes are only visible before you submit. Once submitted, the form is treated as a standard form submission — the AI fill details are not shown again when you reopen the form.
Understanding How the AI Maps Fields
The AI compares the content of the paper form to the questions in your Redlist form and fills in answers it can match.
Fuzzy matching is supported — the AI can match fields even if the paper form uses slightly different wording than the Redlist form (e.g., "Serial Number for Operator's Use" on paper can map to "Serial Number" in Redlist)
Dropdown and select fields are supported — the AI will attempt to select the correct option from available choices
Employee name fields require the name to exist in your Redlist system — if the name on the paper form does not match an employee record, that field will be left blank
Signatures are not filled automatically — the AI cannot extract or reproduce handwritten signatures. Any signature fields must be completed manually on the device
Confidence threshold — only answers the AI is at least 70% confident about will be filled in; uncertain fields are left blank for you to complete
Understanding Form Setup Requirements
For best results, the Redlist digital form should be set up to closely mirror the paper form.
Every field you want captured from the paper should have a corresponding question in the Redlist form
If the paper form has a section for additional notes or comments, add a matching text field in the Redlist form so the AI has somewhere to put that information
The closer the Redlist form matches the structure and content of the paper form, the more accurately the AI can fill it out
Fields that exist on paper but have no equivalent in Redlist cannot be captured
Best Practices
Photograph in Good Lighting: A clear, well-lit photo of the paper form gives the AI the best chance of accurately reading all fields. Avoid shadows and blurry images.
Keep the Whole Form in Frame: Capture the full form in a single photo when possible. If the form is multiple pages, you may need to process each page separately.
Always Review Before Submitting: The AI fill is a starting point — treat the summary footer as a checklist and confirm each pre-filled answer is correct before submitting.
Complete Signatures Manually: Signature fields will not be filled by AI. Plan to complete those fields on the device after the AI fill is applied.
Set Up Forms With AI Fill in Mind: When designing or updating Redlist forms, ensure every relevant paper form field has a digital equivalent so the AI has somewhere to map each answer.
Troubleshooting
Issue: Fields are blank after AI processing
Solution: The photo may be unclear, the Redlist form may be missing matching fields, or the AI's confidence was below the 70% threshold.
Check that the photo is clear and the form text is legible — retake if needed
Confirm the Redlist form has matching fields for the content on the paper form
Note that fields with less than 70% confidence are intentionally left blank — fill those manually
Ensure employee name fields match an existing employee record in Redlist
Issue: A field was filled with the wrong answer
Solution: Review the summary footer to see what the AI detected, then correct the field manually before submitting.
Review the summary footer to see what the AI detected from the paper form
Tap the incorrect field and update it manually before submitting
If mismatches happen frequently, consider updating the Redlist form field labels to more closely match the paper form wording
Issue: Signature fields are not filled in
Solution: Signatures are not captured by AI and must always be completed manually.
Signatures are not captured by AI
Manually complete all signature fields on the device after reviewing the AI-filled fields
Issue: The AI button is not visible on the form
Solution: The feature may not be enabled for your organization, or the app may need to be updated.
Ensure you are using the latest version of the Redlist mobile app
Confirm this feature is enabled for your organization — contact your Redlist administrator if needed
Sync the app and reopen the form
Issue: Employee name field was left blank even though the name is on the paper form
Solution: The employee's name must exist in Redlist exactly as it appears on the paper form.
Confirm the employee's name exists in Redlist exactly as it appears on the paper form
If the employee is not in the system, they will need to be added before they appear in the dropdown
Contact your administrator to add the employee record if needed
Summary
AI Form Capture eliminates manual data entry by reading a photo or PDF of a completed paper form and automatically filling in the matching digital form. You can review each field before submitting, so you stay in control of the final result while skipping the tedious work of entering it all by hand.