Form Search & Filtering
Find any form in your library instantly - search by name, filter by user, and star the ones you use most
Overview
Your form library at instafill.ai/forms holds every PDF you have uploaded to Instafill.ai - fillable PDFs, flat forms converted on upload, and any form added via the API. As the library grows, search and filtering keep it manageable.
Type in the search box and results narrow in real time - no need to press enter. Filter by who added a form, or switch to Starred to see only the forms you have marked for quick access. Folders let you group forms by client, project, or department so the right forms are always a click away.
Every form in the list shows its AI status, when it was created, and who added it - enough context to tell whether it is ready to fill or still being set up.
What You See in the Forms Library
| Column | What it shows |
|---|---|
| Name | Form filename, clickable to open the form |
| AI status | Whether AI processing is complete ("Completed" badge) or still in progress |
| Created | Date and time the form was added |
| Added by | The user or API key that uploaded the form |
The three-dot menu on each row gives you options to fill, rename, move, or delete the form.
How It Works
Search by name
Type any part of a form's filename into the search box. Results filter as you type - searching "cm" immediately shows all forms whose names contain "cm". Clear the search to return to the full list.
Filter by user
Use the "All users" dropdown to see only forms added by a specific team member or API key. This is useful in shared workspaces where multiple people or integrations upload forms - you can quickly find what a specific user added without scrolling through everyone else's uploads.
All vs. Starred
The "All" and "Starred" tabs at the top right let you toggle between your full library and only the forms you have starred. Star any form by clicking the star icon in its row. Use Starred for the forms you fill most often - credentialing packets, intake forms, recurring filings - so they are always one click away without searching.
Folders
Group forms into folders using the "Create folder" button. Folders appear at the top of the list. Drag forms into them or use the three-dot menu to move a form. A team handling multiple clients might have one folder per client; a practice filling recurring government forms might organize by agency.
Upload new forms
The "+ Upload New Form" button at the top right opens the upload flow. Once uploaded, the form goes through AI processing and appears in the library with a "Completed" status badge when it is ready to fill. For full details on the upload and conversion process, see Form Upload & Conversion.
Use Cases
| Situation | How search and filtering help |
|---|---|
| Large shared workspace | A team of paralegals sharing one workspace uploads dozens of court forms. Filtering by user shows each paralegal only what they added, and folders organize by practice area |
| API-driven workflows | When forms are uploaded programmatically via API key, the "Added by" filter makes it easy to identify which API integration uploaded which form and when |
| Recurring form sets | Immigration practices that fill the same USCIS forms repeatedly star those forms for instant access - no searching required on each new case |
| Multi-location operations | A construction company with forms for multiple GC prequalification packets organizes one folder per general contractor. Filling a new subcontractor packet means opening the right folder rather than searching through the full library |
Benefits
- Results narrow as you type No need to press enter or wait - the list filters in real time as you search
- Filter by who added what In multi-user workspaces, see only the forms uploaded by a specific person or API key
- Star frequently used forms Keep recurring forms one click away without searching each time
- Folders for any structure Organize by client, project, form type, or agency - whatever matches your workflow
- AI status at a glance See immediately whether a form is ready to fill or still processing
Common Questions
Can I search across multiple workspaces at once?
No. Search and filtering are scoped to the workspace you are currently in. If your organization uses multiple workspaces, you would search within each one separately. For guidance on workspace structure, see Organization Management.
Can I search by form content - for example, find all forms that have an NPI field?
Not currently from the Forms library view. You can search by form name. For organizing forms by type or content, use folders and naming conventions that make the form contents identifiable at a glance.
What does "AI status: Completed" mean?
When you upload a form, Instafill.ai processes it to extract its field list - every field's name, type, and position on the page. "Completed" means that processing is done and the form is ready to fill. A form that is still processing will show a different status until it finishes.
If you have submitted a form for AI fine-tuning, the Completed badge also reflects that the fine-tuning run has finished.