Typing is easy when you’re sitting at a desk. It is much less convenient when you’re inspecting equipment, checking in a visitor, wearing work gloves, or trying to capture details between stops.
That is where Voice Filling comes in. PlatoForms lets authorized users complete a published form by speaking, then review the captured answers before submitting. It is available in the PlatoForms VF app for iOS and Android, and teams can also allow it in a web browser.
What Voice Filling does
Start a voice session and answer the form’s questions aloud. PlatoForms converts what you say into field values and places each answer in the matching field. If it needs more information, it can ask a follow-up question; if you do not know an answer, you can skip it during the conversation and check what still needs completing at review.
The Live ledger shows the captured answers as the session progresses. You can see which fields have values instead of waiting until the conversation ends to find out what was recorded.
Voice Filling works with the same published form, so you do not need to build a separate voice version.
What happens when an answer needs checking?
An email address, reference number, or spoken time can be easy to mishear. In the mobile app, uncertain values are flagged for review, and answers that voice cannot capture can be entered manually. You should still check every answer before tapping Submit form; the voice session never submits automatically.
Some fields need more than speech. On a site visit report, for example, you might speak your arrival time and observations, then add a photo and signature with the app’s field controls. See the PlatoForms VF app description for more about these mobile features.
Watch the walkthrough to see the process from spoken answers to review and submission:
When speaking is better than typing
Voice Filling is most useful when typing interrupts the work itself. Three situations stand out.
Field service and site visits
A technician documenting a repair, inspection, or delivery may already be holding tools, wearing gloves, or moving around a site. Speaking an observation while standing in front of the equipment can be easier than stopping, putting everything down, and typing it into a small screen.
Logging between stops
Delivery, route inspection, and mobile service work often requires people to capture details between stops. Voice input can reduce typing once the vehicle is safely parked. It should never be used in a way that distracts someone while driving.
Front-desk and visitor check-in
At a reception desk, a staff member can answer the voice agent’s questions while completing a visitor check-in or service request. Use it where the details can be spoken aloud without exposing private information. The workflow is an exchange with the voice agent, rather than passive recording of a conversation between staff and visitors.
For forms usually completed alone at a desk, voice input may not offer much benefit.
What happens after the form is submitted
Imagine a technician finishing a site inspection. They speak their observations, add a photo and signature, check the answers, and submit. From their side, the task is done. Back at the office, the result arrives as a regular PlatoForms submission, ready for the same review and follow-up as one completed with a keyboard.
That matters once several technicians are sending reports throughout the day. Instead of opening each record in the order it arrived, the office can filter submissions to today’s visits and sort them by a form field—location, inspection result, or another value the team already collects. If something needs correcting, an authorized team member can open that submission, revise it, and submit the updated version.
After enough visits, the useful question may change from “What happened at this site?” to “What keeps happening across all our sites?” Insights can show submission trends and patterns in the answers without requiring a spreadsheet export first. Voice Filling is simply the faster way to get observations into that existing process; the submission remains useful long after the conversation ends.
How to enable Voice Filling
Voice Filling is configured per published form from its Share page.
- Open a published form and go to its Share page.
- Turn on Enable Voice Filling.
- Choose who is allowed to use it.
- Add the languages users can speak during a session.
- To allow access without the app, turn on Allow voice filling in the browser.
- Share the voice link or QR code with authorized users.
If browser access is not enabled, users open the form in the PlatoForms VF app. The app requires an existing PlatoForms account; it does not create a separate one.
If the form uses a custom domain and Voice Filling requires sign-in, share the PlatoForms URL instead. The custom domain cannot identify signed-in PlatoForms users. For details, see the Voice Filling setup guide.
What to know before enabling it
Voice sessions use AI credits
Voice Filling uses AI credits from your team’s allowance, including sessions in the mobile app. Check and monitor expected usage before making voice access broadly available.
Treat sensitive data carefully
Voice Filling processes the user’s voice input and the form fields being completed. Reviewing before submission does not mean the voice input stays on the device until you submit: it is sent for processing while the feature is in use. In the mobile app, captured answers are saved to a PlatoForms draft before submission.
Voice Filling is off by default for HIPAA-enabled teams, and data sent through Voice Filling is not covered by the PlatoForms Business Associate Agreement. Do not assume enabling it makes it suitable for workflows involving protected health information. Confirm the applicable data-processing requirements and agreements before considering it for those workflows.
Do not use Voice Filling to collect payment-card data, government identifiers, passwords, API keys, authentication secrets, MFA codes, or one-time codes. Also consider the user’s surroundings: an answer that is safe to type may not be safe to say where other people can hear it.
See the Voice Filling privacy notes, How PlatoForms uses AI, and the Privacy Policy for more information.
Try Voice Filling on the right form
Start with one or two forms where typing is a clear bottleneck—a site report, inspection checklist, or visitor check-in form—and test the full path from spoken answer to final review.
Ready to fill a voice-enabled form? Download PlatoForms VF from the App Store for iOS 17 or later or Google Play for Android. If you manage the form, follow the Voice Filling setup guide to enable access and share its voice link or QR code.
