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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). Prepopulated form fields can be configured as "editable" or "read only."


To prepopulate form fields from a user record:

  1. Select the workflow stage for which you wish to configure a condition.
  2. Click the  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 Use user record from the drop-down menu.
     
  7. Select the Use current user data checkbox to prepopulate the form with data from the current user's user record according to the rules specified.
     
  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 user 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 user 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  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:

  1. Select the workflow stage for which you wish to configure a condition.
  2. Click the  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  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 configure a condition.
  2. Click the  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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