Approval Flow: Prefill form

Hi,

I'm trying to automate a task that seems like it should be easy, but hasn't been. I'm a medical provider that reads a medical intake form that participants for a medical retreat fill out. I then write a report after interviewing them. There are several items from the intake that I have to type into a new form (name, date of birth, etc.) but this second form (report) is unique enough because I have to add several fields, that I can't use an approval protocol.

I want to be able to import the fields that I want into a second form. There is a help article that uses inconsistent and confusing jargon about this with a video that is completely backwards. To the best of my ability I have tried to set this up but it doesn't work.

Hi Synaptic_info,

Are you trying to prefill the next form from the data of the first form? If so, you can use approval workflow and enable the prefill functions.

On the first form, you have to create the approval workflow. Go to the settings tab, then approval flows, and click on create approval flow.

Add the form element to the workflow:

Select the 2nd form and put the assignee's email address.

Go to the prefill tab, turn on the function and match the field that will be prefilled from form 1 to form 2. Click save.

Doing the steps above, you will receive an email notification to fill out the second form. You will have the "fill out form" link for the email which leads you to the 2nd form already prefilled with the details previously entered on the first form.

Here's the guide on How to prefill form with approval flows. If you have other questions/clarifications, feel free to ask.

So I created a test scenario for this, but there are two issues. 1) I can't choose a date field from the source form [https://form.jotform.com/220876390508057], and 2) the tests I'm running are producing blank fields (prefill is not prefilling) in the 2nd form. [https://form.jotform.com/220876436686065]
[https://form.jotform.com/220876436686065]
Dr. Matthew Hicks, ND, MS
Synaptic Integrative Care and Training Institute [https://www.synaptic.care/]
(971)353-4792
[https://synaptic.care/]
Host of the Integrative Psychiatry Review [https://www.drmatthewhicks.com/iprpodcast] podcast
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Hi Synaptic_info,

I cloned your intake form (https://form.jotform.com/220876390508057) and checked the prefill settings on the approval flow. I can see that a different form is selected to be prefilled. You selected https://www.jotform.com/220877227673161 instead of https://www.jotform.com/build/220876436686065)

Please make sure to select the correct form to prefill. In regards to the date field prefill, let me further investigate on this. I will get back to you shortly. Thank you.

Hi Synaptic_info,

Since the prefill function via approval workflow is a newly implemented feature, it looks like the date field is not enabled yet. I will open a feature request for that and you will be notified once it gets implemented.

In the meantime, you can use the Tables Prefill option to enable the date field to be prefilled. It allows you to prefill a certain form using the submissions data of another form. You can find this option on the form builder's publish page. Then, go to prefill and choose tables prefill.

If you have other questions/clarifications, feel free to ask.

Hi Synaptic_info,

I checked your flow and checked the Pre-fill settings. It looks like you haven't clicked on 'Add Field' and selected 'Date' field.

Please see below gif for how to do apply pre-fill with 'Date' field on your flow:

Please see below gif for how it works on a test flow:

If you have other questions/clarifications, feel free to ask.