How to turn an advisory questionnaire into a live AI checklist

Give every item a completion rule

For each item, write the approved question, the evidence needed and a fallback prompt. “Timing mentioned” is too vague if your process needs a target and flexibility. A fictional answer such as “sometime soon” should remain open under that rule. “Around two years, with another year of flexibility” may satisfy it.

Keep the question separate from the information requirement. A client can volunteer the answer earlier or use different words. Conversely, an adviser can ask the question without receiving a usable answer. Asked and answered are separate states for your evaluation reviewer to track.

Amotions playbook setup uses steps, substeps and completion rules. Follow the product setup instructions: https://amotionsinc.com/docs/playbook-and-call-steps

Make optional and conditional questions explicit

A conditional item should identify the condition that makes it relevant. Do not count a deliberately skipped, inapplicable branch as a missed question. If the condition is unclear, the adviser should confirm rather than let the system infer it from unrelated details.

An optional exploration prompt should not carry the same urgency as a required item near the end of the meeting. Mark both in the mapping template. Validate how your intended branching works in the product; a planning table does not automatically configure conditional logic.

Download the editable planning template: https://amotionsinc.com/downloads/adviser-questionnaire-crm-template.md

Specify what a reminder should do

Amotions admins can configure Reminders with a check delay, the watched playbook item and a coach message. Choose a delay that lets clients finish a thought. Use the prompt to close a genuine gap, not to interrupt a useful answer merely because the conversation changed order.

Write brief, neutral wording. An adviser can acknowledge uncertainty and ask a follow-up. The system should not fill an unanswered item with a plausible value or turn a communication prompt into an investment recommendation.

Test the cases that a tidy demo misses

Use fictional conversations for: exact answer; paraphrase; answer given early; vague answer; declined answer; two people giving different answers; conditional question not applicable; and the conversation ending while an item remains open.

Have a reviewer label the evidence independently. Record false completion marks, missed prompts, unnecessary reminders and whether the adviser had time to act. A useful evaluation includes errors, not just a screenshot of every item marked complete.

For a team evaluation plan, see https://amotionsinc.com/blogs/evaluate-ai-coaching-advisory-team

Decide how the output should reach Salesforce

List the desired Salesforce object and field next to each item, but label this as a proposed destination until validated. Amotions supports optional Task writeback after analysis. A Task summary is not the same contract as individual questionnaire answers saved into custom fields.

Confirm record matching, permissions, review ownership, overwrites and failure handling. Keep unresolved or declined answers explicit instead of treating the absence of a value as permission to guess. Mapping guide: https://amotionsinc.com/blogs/adviser-meeting-data-salesforce

Frequently asked questions