Forms

Forms helps you populate PDF forms using information in a client's Paradino Knowledge Base. Upload a form, tell Athena what to fill, then review and edit the populated fields before opening the final PDF.

Before you start

Forms works best when the client's Knowledge Base contains clear, recent source material. Before starting, check that the relevant client details, fact finds, meeting summaries, advice documents, product information, or supporting files are uploaded and up to date.

If you want Athena to use a particular document, mention it in your instruction. For example, ask Athena to use the latest fact find, the latest Statement of Advice, or a specific advice document if that is where the form answers should come from.

You remain responsible for reviewing the final document and confirming it is complete, accurate, and suitable for use.

Supported form types

Forms currently supports PDF files up to 20 MB.

It can work with:

• Fillable PDFs - forms that already contain editable PDF fields.
• Flat PDFs - forms that look like a form but do not already contain editable fields.
• Scanned PDFs - scanned forms, provided the scan is clear enough to read.

Flat and scanned PDFs may take longer because Athena needs to detect where the fields are before filling them. Scanned forms need clear text, clean alignment, and visible boxes or lines where answers should go.

Populate a form

To populate a form in Paradino:

1. Select the relevant client in Paradino.
2. Open Forms from the sidebar, or select New form from the client's Workspace.
3. Upload the PDF form.
4. In What should Athena do?, write a short instruction explaining what to fill and which source information to use.
5. Select OK to start the form session.
6. Review Athena's progress in the chat panel and the populated PDF preview.
7. Open the fields panel to review, edit, or complete individual fields.
8. When you are happy with the result, select the download button and choose Open PDF.

Athena will fill values it can support from the client's Knowledge Base, adviser details, licensee details, or today's date where appropriate. Fields may be left blank, skipped, or marked for review when there is not enough reliable information.

Write a good prompt

After uploading a form, you will be asked to provide a prompt. The prompt tells Athena how to approach the form and which information it should rely on.

A helpful prompt should include:

• What the form is for.
• Which document or document type Athena should rely on.
• Which section or sections should be filled.
• Any sections that should be left blank.
• Any fields that need special attention.
• What Athena should do if information is missing or unclear.

For example:

Fill this form using the latest Statement of Advice. Only fill out the rollover section. Leave any fields blank if the answer is not clearly supported by the source documents.

You can also use the prompt to give more specific instructions:

Use the latest fact find for personal details and superannuation information. Fill the applicant details and existing fund sections only. Do not fill TFN, signature, or adviser declaration fields.

If the form has multiple sections and your instruction is broad, Athena may ask which sections you want completed before continuing.

Best practices

For the best results, provide source material that is complete, relevant, and easy to understand.

• Use recent client information wherever possible.
• Include the documents that contain the answers the form is asking for.
• Tell Athena which documents are most important in your instruction.
• Be specific about sections, such as "rollover section", "beneficiary nomination", or "applicant details".
• Use a clean PDF where text, boxes, and labels are easy to read.
• For long forms, ask Athena to focus on the relevant section rather than the whole document.
• Ask Athena to leave fields blank if the answer is not available.
• Check names, dates, contact details, product details, account numbers, and adviser details.
• Review blank, skipped, and needs-review fields before opening the final PDF.

If the form asks for information that is not available in the client's Knowledge Base, Athena may not be able to infer the answer. In that case, add the missing information manually or upload a more relevant source document to the client's Knowledge Base and try again.

Limitations

Forms is designed to assist with form completion, not to make decisions or guarantee that a form is ready to submit.

Some fields may still need manual input, especially where the answer depends on adviser judgement, client confirmation, product-specific rules, signatures, or information that has not been provided.

Athena will not automatically fill Tax File Number fields. These are marked for manual review.

Forms may also have difficulty with:

• Poor-quality scans
• Handwritten responses
• Forms with unclear labels or instructions
• Password-protected or restricted files
• Very complex tables or conditional sections
• Information spread across unrelated or inconsistent documents
• Very long scanned forms where the relevant pages are not clear

If Athena cannot complete a field confidently, review the source material and complete the field manually.

Troubleshooting

Some fields are blank

This usually means Athena could not find a clear answer in the client's Knowledge Base. Add the missing information manually, or upload a better source document and try again.

The wrong information was used

Check whether the client's Knowledge Base contains old or conflicting documents. You can also send a follow-up message telling Athena which document to use instead, such as "use the latest fact find" or "use the Statement of Advice dated 12 March".

The formatting does not look right

Some forms have complex layouts, tables, or tight field spacing. Review the populated form and adjust fields manually where needed. This is more likely with flat or scanned PDFs.

The form cannot be populated

Check whether the file is a PDF, under 20 MB, password-protected, blurry, cropped, or unusually complex. If the form cannot be read clearly, try using a cleaner copy or a better scan.

The output is incomplete

Make sure the client's Knowledge Base contains the information the form requires. If the form asks for information that is not available in the Knowledge Base, complete those fields manually or upload more relevant files and try again.

The result is too generic

Add more detail to your instruction. Tell Athena which source document to use, which sections to fill, and which sections to leave alone.

Athena filled too much of the form

Send a follow-up instruction with a narrower scope, such as "only fill the rollover section" or "leave the beneficiary section blank". For your next form, include the section scope in the first instruction.

Final review

Before saving, downloading, or sending a populated form, check:

• Client and adviser details
• Dates and contact information
• Product, provider, or account details
• Required signatures or declarations
• Blank, skipped, or needs-review fields
• Any details that need client confirmation
• Whether the final PDF should be flattened before use

Once you are satisfied the form is complete and accurate, you can use it as part of your normal workflow.