AI Concierge for Gravity Forms

Deterministic-first, AI-assisted routing for Gravity Forms notification emails.

Description

AI Concierge for Gravity Forms routes form submission notifications to the right inbox using deterministic business rules first and AI-assisted classification only when needed.

Admins configure approved destinations, per-form routing settings, deterministic rules, and optional AI fallback. The plugin validates AI output against approved destinations, applies confidence thresholds, logs every decision, and can optionally record aggregate submission trends.

This is not an autonomous AI email agent. The model never invents recipients or sends to arbitrary addresses — it can only recommend from destinations configured by the admin. The plugin modifies existing Gravity Forms notifications where appropriate; it never sends mail itself.

Key features

• Deterministic keyword/field rules evaluated before any AI call.
• AI fallback classification (OpenAI-compatible endpoint) constrained to approved destinations.
• Confidence thresholds with configurable low-confidence behavior.
• Safe fallback: leave the original notification unchanged unless a fallback is configured.
• Per-form privacy controls — choose exactly which fields may be analyzed.
• Optional PII redaction (email/phone/IP/address) before any AI call.
• Full decision audit log, including disabled, error, and test-mode outcomes.
• Test mode: log what would happen without modifying recipients.
• Opt-in aggregate insights (no raw submission bodies stored).

External services

This plugin can send selected form-submission data to a third-party AI provider to help classify a submission and recommend a routing destination. This happens only when an admin has explicitly enabled and configured AI fallback for a specific form. AI fallback is off by default, and deterministic rules never call out to any external service — they are evaluated entirely on your server.

The default provider endpoint is the OpenAI API (https://api.openai.com/v1). The base URL is admin-configurable, so you may point the plugin at any OpenAI-compatible endpoint instead. If you configure a custom endpoint, requests are sent to that provider and that provider's terms govern the data you send.

What is sent to the provider when AI fallback runs for a submission:

• The admin-selected fields to analyze for that submission (you choose exactly which fields may be analyzed on a per-form basis).
• The list of approved destination labels and descriptions, so the model can only recommend from destinations you have configured.

Optional PII redaction is on by default and strips emails, phone numbers, IP addresses, and addresses from the analyzed field values before the request is sent.

For the default OpenAI provider, your use is governed by the OpenAI Terms of Use (https://openai.com/policies/terms-of-use) and Privacy Policy (https://openai.com/policies/privacy-policy). If you configure a custom OpenAI-compatible endpoint, that provider's terms and privacy policy apply instead.

Installation

1. Upload the plugin to the /wp-content/plugins/ directory, or install via the Plugins screen.
2. Activate the plugin. Custom tables are created on activation.
3. Ensure Gravity Forms (2.8+) is installed and active.
4. Go to AI Concierge → Destinations to add approved inboxes.
5. Go to AI Concierge → Settings to configure global options (and, optionally, an AI API key).
6. Enable routing per form and add rules under AI Concierge → Rules.

For the AI API key you may either save it on the Settings screen or define a constant in wp-config.php:

define( 'AICGF_AI_API_KEY', 'your-key' );

If the constant is defined it takes precedence and the key is never written to the database.

Frequently Asked Questions

Does this send emails itself?

No. It only modifies the recipients of Gravity Forms' existing notifications.

What happens if the AI provider is down or slow?

AI calls have an 8-second timeout. On any failure the plugin uses your configured fallback behavior and logs the decision with source = error. Form submission is never interrupted.

Is Gravity Forms required?

Yes. The plugin does not fatal without it, but routing stays dormant and an admin notice is shown until Gravity Forms is active.

Changelog

0.1.1

• Added an External services disclosure documenting what data may be sent to the AI provider.
• Added a retention cron to prune aggregate insights and decision logs over time.
• Insights now record the AI-derived intent and urgency for each submission.
• Deterministic rules below confidence 1.0 now route instead of being skipped.
• Enforced the minimum supported Gravity Forms version.
• Minor fixes.

0.1.0

• Initial release: deterministic routing, AI fallback, decision logging, insights, test mode.