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Form Prepopulation

Use Form Prepopulation to give form fields default values

What is Form Prepopulation?

The Form prepopulation property lets you specify default values for form fields for a given workflow stage with data taken from a specified source (user record, workflow record, Salesforce record, grid data source record, and address field).

Prepopulated form fields can be configured as “editable” or “read only.”

To prepopulate form fields:

Form Prepopulation

  1. Select the workflow stage for which you wish to prepopulate a field.
  2. Click the Form prepopulation Form prepopulation button in the Workflow Page toolbar.
    • The Form prepopulation dialog displays.
    • If prepopulation rules were previously defined, the dialog shows a list of rules.
    • If no prepopulation rules have been defined, the list is empty.
  3. Click the Add button.
    • The Form prepopulation dialog refreshes to display the prepopulation options.
  4. If desired, select a template for the prepopulation rule from the Load from template menu.
    • The Load from template menu lists all form prepopulation rules saved for the active workflow. If no templates are associated with the active workflow, the Load from template menu is not displayed.
  5. Enter a name for the prepopulation rule in the Please enter prepopulation label text box.
  6. Select the type of prepopulation, depending on the source from which you are prepopulating your information. The five options are listed below.
    • Use user record – allows you to prepopulate a form field based on user information, which is stored in the Active Directory (in the Administration Tab).
    • Use workflow record – allows you to prepopulate a form field based on a workflow instance that has already been completed.
    • Use salesforce record – allows you to prepopulate a form field based on information in your Salesforce account.
      NOTE: To set up Salesforce prepopulation, one of the form fields in your workflow must be a Salesforce Record form field.
    • Use grid data source record – allows you to prepopulate a form field using information from a Grid Data Source.
    • Use address field – in conjunction with Google API integration, allows you to prepopulate address information into a form field.
      NOTE: To set up address field prepopulation, one of the form fields in your workflow must be an Address type form field.
  7. Select the desired form field from the Please Select form field menu to tie your prepopulation rule to the “starter” form field.
    • If you are using a User Record as your prepopulation source, and the User current user data checkbox is selected, you will not need a “starter” form field.
    • If you are using a Salesforce record as your prepopulation source, select the form field that was set up with a Salesforce Record field type.
    • If you are using a Grid Data Source Record as your prepopulation source, select the form field that was set up with a Grid Data Source.
    • If you are using an Address field as your prepopulation source, you will need to select the form field that was set up with an Address field type.
  8. Click the Add new rule button.
    • The Form prepopulation dialog refreshes to display a data entry line for the new rule.
  9. Select the form field you wish to prepopulate from the Please select form field menu.
    • The Please select form field menu lists all form fields in the associated workflow form.
  10. Select the source record field containing the data you wish to use to populate the selected form field from the Please select option menu.
    • The Please select option menu lists all available source record fields.
  11. Indicate whether or not the prepopulated field can be edited by selecting Editable or Read only from the third menu.
  12. To add another prepopulation rule, repeat steps 8 through 11.
    • To remove a rule, click the Remove icon for the rule you wish to delete.
      • The Form prepopulation dialog refreshes with the selected rule removed from the list.
  13. When all desired prepopulation rules have been entered, click the Save button to save the rules, then click the Close button to close the Form prepopulation dialog and return to the Workflow Page.

To save a form prepopulation template:

NOTE: Form prepopulation templates let you use previously created rules as the basis for creating new rules. Templates are “workflow-specific,” and are available only for the workflow to which they were saved.

To save a form prepopulation template, create and save the desired prepopulation rules as described above, then click the Save as Template button to save the current rule(s) as a template. Once a template has been saved, it can be accessed and modified to create a new prepopulation rule for any stage in the active workflow.

To edit prepopulation rules:

Form prepopulation edit

  1. Select the workflow stage for which you wish to edit a prepopulation rule.
  2. Click the Form prepopulation Form prepopulation button in the Workflow Page toolbar.
    • The Form prepopulation dialog displays.
    • The dialog shows a list of all currently configured prepopulation rules for the workflow stage.
  3. Click the edit link for the rule you wish to edit.
    • The Form prepopulation dialog refreshes to display the current values for the selected rule.
  4. Edit the values for the rule as desired.
    • To remove a rule, click the Remove icon for the rule you wish to delete.
  5. When all desired changes have been made, click the Save button, then click the Close button to close the Form prepopulation dialog and return to the Workflow Page.

To delete prepopulation rules:

  1. Select the workflow stage for which you wish to edit a prepopulation rule.
  2. Click the Form prepopulation Form prepopulation button in the Workflow Page toolbar.
    • The Form prepopulation dialog displays.
    • The dialog shows a list of all currently configured prepopulation rules for the workflow stage.
  3. Click the delete link for the prepopulation rule you wish to delete.
    • The Form prepopulation dialog refreshes with the selected rule removed from the list.
  4. When all desired rules have been deleted, click the Close button to close the Form prepopulation dialog and return to the Workflow Page.
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