Let a teammate ask for photos and files

Some conversations stall on something a chat can’t carry. A Contact needs to send photos before you can quote. A new client needs to hand over a document. On Instagram or Facebook that’s awkward, and it usually ends with you stepping in.

Your AI teammate can handle it. Mid-conversation it sends the Contact a private link to one of your lead forms, the Contact uploads from their phone, and the moment they submit, your teammate carries on in the same conversation — with the files already saved on that Contact’s record.

What the Contact sees

Sarah · Instagram DM Yes, I have photos of how it looks now

Your teammate Perfect. Upload them here, it takes a minute: app.loquent.io/f/c/…

Sarah uploads three photos

Your teammate Got your three photos, thank you. Last question — what date were you thinking?

Same conversation, same channel, nobody stepping in. The photos are already in Sarah’s Files tab.

Set it up

1. Build the form and publish it. Add a file-upload field for what you need — photos, documents, or both. See Lead-capture forms for the builder.

2. Give the teammate the switch. Open Teammates, pick the teammate, and choose the Capabilities tab. Expand Advanced tools at the bottom and turn on Sharing a form (send_form_link).

3. Tell it when to use it. In the teammate’s instructions or rules, say when to ask — for example, “when a Contact mentions photos, send them the Fotos form instead of asking them to attach images in the chat.” Name the form as you titled it — your teammate can look up your forms by name.

That’s it. Your teammate now decides, in the flow of a conversation, when a form is the right way to ask.

What your teammate can and can’t do

• It picks the form by name — the title you gave it, among your published forms. Drafts and archived forms are invisible to it, and if two titles are too similar it asks itself which one you meant rather than guessing.
• You can ask it directly, too. From the teammate’s own conversation, say “share the photo form with Karina” — it finds the Contact, gets a link that works only for them, and puts it in a draft for you to send.
• The link is personal and single-use. It only works for that one Contact, and it stops working once they submit. If the same Contact is asked again for the same form, your teammate reuses the link they already have instead of breaking it.
• Sending the link is still a reply. Getting a link is not the same as sending one — the link goes out through the teammate’s normal reply, which means your autonomy setting still decides everything. On Suggest, the link arrives in a draft for you to approve, exactly like any other message. See Autonomy: Suggest vs. Autonomous.
• The files land on the Contact. Uploads appear in that Contact’s Files tab, tagged with the form they came from — never as a loose attachment your teammate has to hand back.

When the submission arrives

Your teammate wakes up on the same conversation the link was sent on, sees which form came back and how many files rode with it, acknowledges it in one line, and continues where it left off. It won’t ask for the files again — it knows they already arrived.

On Suggest, that acknowledgement arrives as a draft and you get the usual “drafts ready” nudge.

Note

Instagram, Facebook Messenger, and WhatsApp only let a business reply within 24 hours of the Contact’s last message, and submitting a form doesn’t restart that clock. If a Contact fills the form in days later, your teammate won’t message them — it writes the reply as a draft and brings it to you instead.

A form you sent yourself works the same as always

This only applies to forms your teammate shared. A link you sent yourself from a Contact’s Send a form button behaves exactly as before: the submission lands in the CRM and notifies whoever you picked, and no message goes out on its own.

Next: shape when a teammate acts with triggers and schedules, or teach it your real facts with knowledge bases.