Fill lead fields from the conversation

AI Auto Fill writes what a customer tells the chatbot straight onto their contact record — their name, their budget, the date they want — so nobody has to read the chat back and type it in.

It is the first section of the Advanced tab, not a tab of its own. Setting it up takes about ten minutes, and most of that is deciding what each field means.

Before you start — you need the fields you want filled to exist already. Add them in Database Configuration on the Leads page first; see Fields.

Steps

Open the Advanced tab

In the sidebar, under Messaging, click AI Chatbot, then the Advanced tab. AI Auto Fill is the first section on it.

The rest of the tab, below this section, covers Booking, When you approve or reject and Follow-ups and silence, plus switches for being notified when the conversation’s goal is reached and for a periodic email summary. This page is only about the first section.

Check the pill beside the heading

The pill on the right of AI Auto Fill reads either Connected in green or Not set up. When it is connected, the line underneath names exactly where the values will land — Writing to your account name and its number.

Check the pill first: Not set up means the switches below stay off

Not set up shows an information box instead:

Auto Fill isn’t set up for this WhatsApp number yet, so the switches below stay off. You can still choose the fields now — they apply the moment it’s connected.

That is worth taking literally. Every switch and dropdown in the section is greyed out until it is connected, but the field chips still work — so do the thinking now and it starts the moment it goes live.

Turn on Fill lead fields from the conversation

The main switch is Fill lead fields from the conversation: As the contact answers, save details like name, budget, or preferred date straight onto the lead.

Nothing is filled while this is off, however many fields you tick. The status line under the chips says so.

Tick the fields you want filled

Below the switch is a cloud of chips, one per field the AI is able to write. Tapping a chip turns it on or off.

Amber is the warning: that field is on, but the AI has nothing to go on but its name

The colour is the whole message. There are no icons.

Chip colour	What it means
Grey outline	Not filled by the AI
Amber	Filled by the AI, but no instruction written — it has only the field name
Blue	Filled by the AI, with an instruction

The first eight chips show inline; a button carrying the number of the rest opens a searchable shelf for the others.

Not every field is offered. Button fields, history fields and system stamps are never listed, because the AI cannot write them — the shelf says so when nothing matches your search. Source is the one exception: it is a system field, but you can edit it yourself, so the AI can too.

An amber chip extracts badly. All the AI has to go on is the column’s name, so a field named Budget is guessed at and one named Notes 2 is anyone’s guess. Write an instruction for every chip you turn on — the next step is where you do it.

Write an instruction for each field

Under the chips is a collapsed row reading WHAT TO LOOK FOR — the app prints it in capitals. Open it and every ticked field gets a box of its own, asking what counts as that field.

One line each: what a good value looks like, and what to ignore

Write it the way you would explain it to a new hire. For a budget field: a ringgit amount the customer says they can spend, not the price we quoted.

This instruction is the field’s own description, everywhere. The note under the panel says it plainly: it is shared with every number and with Database Configuration. Editing it here changes it for every other WhatsApp number and for anyone looking at the field in the database. That is usually what you want — but it is not a private note.

Decide whether a value needs approving

When the AI finds a value decides what happens next.

Only Always confirm holds a value back — the other two both save straight away

Option	What actually happens
No confirmation	Saved straight onto the lead
Agent decides	Saved straight onto the lead — the same as above
Always confirm	Held for your approval before it touches the lead

Agent decides behaves exactly like No confirmation. The chatbot does not use its judgement here — a value is saved either way. If you want a value checked by a person, the only option that does it is Always confirm, and those values land on the Decisions tab.

Whichever you pick, the line beneath it holds: a hand-edited field always waits for approval regardless. Something a colleague typed in is never quietly overwritten.

Press Save

Everything in this section — the switches, the chips, the instructions, the dropdown — waits for the Save bar at the bottom of the screen. Tapping a chip is not a write.

Two more switches worth knowing

Also read conversations your team handled is off unless you turn it on: By default Auto Fill only reads chats the AI replied to. Turn this on to also fill fields from conversations answered by a person — in WhatsApp, the inbox, or anywhere else.

That is the switch that makes Auto Fill useful on a number your team answers by hand. Turn it on if most of your chats are handled by people.

Save an AI conversation summary writes a short recap of each conversation onto the lead so anyone picking it up has the context.

Fields that collect documents

If one of your ticked fields collects files, an extra line appears: the AI attaches documents the contact sends, and matches it is unsure about wait on the Decisions tab for you to approve.

Below it, What the AI has learned opens what it has worked out per field, from your own reviews. For each file field you can tell it This field collects — picking a document type from Raion’s library, or None of these (our own form) for a form of your own — and switch on whether to use what it learned. It also shows how often it filed something without needing review, and what reviewers approved.

Everything in there is part of the same Save.

How saving can half-work

The chips and the settings go to a different place, under different permissions, from the rest of the page. So a save can land in part:

What you see	What did not save
Saved — except the Auto Fill settings.	The switches and the dropdown
Saved — except the Auto Fill fields.	Which chips are on
Saved — except the Auto Fill settings, and the Auto Fill fields.	Both

Some of these carry the server’s own reason in brackets after the message.

The Save bar stays up holding exactly the edits that did not land, so nothing is lost. Press Save again. A failure that repeats is usually a permission, and this section writes under two of them: which fields the AI may fill goes with your WhatsApp access on this number, and the per-field instructions are field descriptions, so they need Field Configuration. It is entirely possible to hold one and not the other — see Roles and permissions.

If something goes wrong

What you see	Why	What to do
No Advanced tab at all	This is a v1 · legacy chatbot, which has only Brief and Knowledge	Upgrade it — see AI Chatbot
The pill reads Not set up and every switch is greyed out	Auto Fill is not connected on this number yet	Tick your fields and write the instructions now; they apply the moment it connects
No fields available to fill.	The workspace has no fields the AI can write	Add fields in Database Configuration on the Leads page, then come back
A field you want is not in the list, even in the search shelf	It is a Button field, a history field or a system stamp	Nothing to fix — the AI cannot write those
Chips are ticked but nothing is ever filled	Fill lead fields from the conversation is off, or Auto Fill is not connected	Turn the switch on; the status line under the chips says which it is
Values are filled from AI chats only	Also read conversations your team handled is off — that is the default	Turn it on
Values arrive wrong or half-guessed	The chip is amber, so the AI only has the field name	Open WHAT TO LOOK FOR and write an instruction for it
A field’s description changed in the database and nobody edited it there	An instruction written here is the field’s description	Nothing broken — edit it in either place, it is one text
Values save without being checked, even on Agent decides	Agent decides saves straight away, like No confirmation	Switch to Always confirm
Saved — except the Auto Fill fields.	Which chips are on did not save	Press Save again; if it repeats, ask about your WhatsApp access
Saved — except the Auto Fill settings.	The switches, the dropdown or the instructions did not save	Press Save again; if it repeats, ask about Field Configuration access
You can edit Auto Fill but nothing else on the page	This number’s chatbot is managed in another workspace, and Auto Fill is the exception	Nothing to fix — it is deliberate