How to Prefill Registration Forms

  • Profile Image
    dpcrout
    Asked on December 14, 2016 at 09:49 AM

    Hi,

    I am trying to figure out how I can prefill forms using Jotform. I have read some of your documentation, and from what I can see, you have to enter the information that you want prefilled, create a URL, and send it to the users who will be filling out the form.

     

    In my case I have hundreds of people that need to register for an event. I want to be able to prefill their registration form with specific information pertaining to their form only. For example, I have hundreds of parents registering their kids for school. Instead of having them keep filling out new forms, I want to take last year's form, prefill a new form with their family data, so then they would only need to fill out info that is new for the upcoming year.

    If I have to manually do this one form at a time, it will be a nightmare. One thought I had was attempting to do it programatically via the JotForm API.

    Any suggestions would be most welcome.

     

    Thanks,

    Dave Crout

     

     

  • Profile Image
    Ian
    Answered on December 14, 2016 at 10:57 AM

    I can think of a workaround here 

    Step 1

    visit : http://prepopulate.jotform.io/ and get a sample prepopulate string for your form, with all the fields that you want to be prefilled

    Step 2 :

    I assume that you have all the records of the last year form in an Excel Sheet

    So to create a new URL like http://www.jotform.us/form/62367691882166?fullName3[prefix]=Mr&fullName3[first]=Test&fullName3[last]=TestSurname

    You need to create a new column in that excel sheet and apply the formula as described

    example Formula for excel

    =CONCATENATE(E2,"fullName3[prefix]=",B2,"&fullName3[first]=",C2,"&fullName3[last]=",D2)

     

    You can make the changes as needed required for prepopulated string 

    Once the formula is created, you can drag it down for all the records in excel sheet.

     

    Step 3 :

     

    After the excel sheet is created with all the prepopulated URLs, you can use mail merge feature to send each individual their own custom prepopulated URL

     

    To learn how you you can use Mail merge using Excel Sheet please follow the instructions provided at https://support.office.com/en-us/article/Mail-merge-using-an-Excel-spreadsheet-858c7d7f-5cc0-4ba1-9a7b-0a948fa3d7d3

     

    Please note that "Mail Merge using Excel Support"  is outside the scope of  support for Jotform we offer.

     

    Hope this workaround will help you to some extent.

  • Profile Image
    dpcrout
    Answered on December 14, 2016 at 11:04 AM

    Thank you .. Let me work on this and see how it goes.... I appreciate the response... Dave