Is there a way to save a prepopulated form before the form has been submitted?

  • Profile Image
    VirtualWorldChamps
    Asked on June 15, 2021 at 03:44 PM

    I have a form that is a scorecard. We are prepopulating the form and sending the url to a judge, who enters the scores and submits the form. I have the form integrated with Google sheets, but the form data does not save to the sheet until the scores have been entered and the form is submitted.

    Is there a way to save the form data at the time it is prepopulated and again once it has been submitted? I have enabled "Continue Forms Later," but that function does not appear when I prepopulate the form and generate the initial URL.

    I would like to be able to view all prepopulated form data in a table/datasheet view before the final forms are submitted.

    Thank You.


  • Profile Image
    roneet
    Answered on June 15, 2021 at 10:46 PM

    The Google Sheet will only have data when the form is submitted.

    What you can do is instead of using the saved links you can actually submit the form with partial data and then pass the edit link to the judge.

    You can automate this with an email. Add a notification email and add the judge's email to it. Add the edit link in the email. Once you fill up the form with partial data and submit it, the submissions will be sent to the Google Sheet and an email will be triggered with the edit link to the judge.

    Next, when the judge completes the form and submits it then the existing row in the Google Sheet would be updated.

    Let us know if this would work.

    Thanks.

  • Profile Image
    tommy
    Answered on June 23, 2021 at 03:38 AM

    Hello,

    Based on your previous question on prefill forms, we wanted to let you know that Jotform Prefill has been launched! Now you can create free prefilled forms that can be connected to CRM, Jotform Tables, and previous submissions to create pre-populated forms with unique URLs. We are so happy and excited to welcome you to explore the elements of Jotform Prefill and what you can do with them.

    You can find further information below if you are interested.

    You can start exploring now from the Form Builder page of any form you want. Simply click the “PUBLISH” tab in your Form Builder and click the “PREFILL” option:

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    1- Manual Prefill

    You can fill the form manually and share with your users easily. When you send the URL, users can see the populated data by prefilling.

    You can create a prefilled form manually by entering the information like form filling experience and clicking “Save” at the right top. Then, a prefilled form URL that can be edited will be generated by the system.

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    By clicking the 3-dot menu button, you can see options for the created prefill form. These options are explained in this screenshot;

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    Also, you can check this guide: How to Prefill Form Fields With Data You Provide with Manual Prefill?

    2- Jotform Form Prefill

    You can prefill the fields by your old submissions. Thus, you can use existing information or imported data in Jotform Tables. For each record in Tables, you can create a prefilled URL by clicking the “Add a new Prefilled URL” button. After the submissions selection, you can click the “Create” button and prefilled URLs will be generated. After that, all created prefilled URLs will be seen at the record list.1624429158_60d2d2663efd0_

    By clicking the 3-dot menu button, you can see options for the created prefill form. These options have been explained in this screenshot;

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    Also, you can check this guide: How to Prefill Form Fields With Data From Another Form With Form Prefill?

    3- Jotform Tables Prefill

    You can prefill the fields by selecting rows from Jotform Tables. Thus, you can use existing information or imported data in Jotform Tables. For each submissions in Tables, you can create a prefilled URL by clicking the “Add a new Prefilled URL” button. After the submissions selection, you can click the “Create” button and prefilled URLs will be generated. After that, all created prefilled URLs will be seen at the record list. 

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    By clicking the 3-dot menu button, you can see options for the created prefill form. These options’ explanations can be seen in this screenshot;

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    Also, you can check this guide: How to Prefill Form Fields With Data From Other Tables with Table Prefill?

    4- SalesForce Prefill

    You can integrate your forms with a Salesforce account and match Salesforce fields with form fields. For each record in Salesforce, you can create a prefilled URL to be sent to your users. For the SalesForce prefill, you need to authenticate your Salesforce account for prefilling.

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    By clicking the 3-dot menu button, you can see options for the created prefill form. These options can be seen in this screenshot;

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    You can visit the following user guide for more details: How to Prefill a Form Using the Data From Salesforce.

    5- Hubspot Prefill

    You can integrate their form with a HubSpot account and match Salesforce fields with form fields. For each record in HubSpot, you can create a prefilled URL to be sent to your users. For the Hubspot prefill, you need to authenticate your Hubspot account for prefilling.

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    By clicking the 3-dot menu button, you can see options for the created prefill form. These options can be seen in this screenshot;

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    You can visit the following user guide for more details: How to Prefill a Form Using the Data From Hubspot

    6- Editable - Read Only Options

    In addition to these, You can also edit prefilled form settings for filled fields as editable by the end-user or read-only. If read-only is selected, users cannot change the prefilled information.

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    FOR MORE INFORMATION ON JOTFORM PREFILL, you can always visit our product page → Announcing Jotform Prefill and Send pre-populated forms

    In addition to these, there is a detailed guide about What Is Jotform Prefill And How Does It Work?

    Thanks for using Jotform!

  • Profile Image
    VirtualWorldChamps
    Answered on July 21, 2021 at 01:26 PM

    Thank you for this update! I am trying to use the prefill to prepopulate a form based on another JotForm. It does not seem to be pulling the data into the new form.

    Source data is in form: 2021 Virtual World Championships Series C Competitor Registration Form

    Form I am trying to populate: Work in Progress: New Competitor Score Card VWC Series C

    I would like to pre-popluate the following fields: Competitor, Country, Event 1, Event 1 Video Link

    I have mapped the fields in the Form Prefill Section under Publish on the Score Card form, but I am not seeing entries pre-populate. What am I missing?

    Cindy

  • Profile Image
    roneet
    Answered on July 21, 2021 at 09:51 PM

    In the Work in Progress form, it does not show the mapping of the form. The form is deleted. Could you please re-map the form:

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    Looking forward to your response.

    Thanks.

  • Profile Image
    VirtualWorldChamps
    Answered on July 22, 2021 at 08:02 AM

    Thank you for your help!

    I'm not sure why it's showing as deleted. It is still active for me, in the folder "Testing"

    Form Name is Work in Progress: New Competitor Score Card VWC Series C

    I was able to figure out the step I missed and was able to get the pre-populate to work. I do have a few additional questions:

    • Is it possible to prefill a field with a URL (i.e. a link to a photo or video) that is an active hyperlink?
    • How does prefill determine which e-mail address to use for sending a form? Is there a way to set an alternate e-mail address?

    For our use case, we are sending some competitor information from a registration form to a judge to input scores on a score form. We do not want this information to go to the competitor who submitted the registration form.

    • Once a form has been pre-filled, can it be saved as a draft for completion later?

    Our use case: We save competitor information to the score card form as submissions, and judges would access those forms via URL to complete the scoring portion of the score card form.


  • Profile Image
    roneet
    Answered on July 22, 2021 at 02:25 PM

    You can upload the image on any server and once the link to the image/file is generated then you may use that link to manually prefill it.

    You may edit the recipient of the email this way:

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    The prefilled URL is generated so you may submit it later if you want. It will prefill the form with the data from the previous form:

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    Let us know if you have further queries.

    Thanks.

  • Profile Image
    VirtualWorldChamps
    Answered on July 22, 2021 at 04:43 PM

    Thank you - I have the prefill part working, and have enabled save as draft.

    I am still having trouble getting the URLs to format as active hyperlinks. Will you please take a look at the form below?

    Pre-Fill Score Card from Table VWC Series C

    I would like the field Primary Video URL to show as a clickable link in the form. It is currently setup as a Short Text field. Do I need to use a different type of field for the URL?




  • Profile Image
    roneet
    Answered on July 22, 2021 at 10:14 PM

    Unfortunately, it is not possible to create a clickable link from a field's data.

    Thanks.