Getting Started With Prefilled Forms

How to Use Pre-Filled Forms in SmartSuite

Welcome to a SmartSuite feature overview! Today, we’re diving into pre-filled forms—a powerful way to automate data entry and improve the user experience.

Pre-filled forms are regular SmartSuite forms that come with specific fields already populated with relevant information. For example, if you're sending a form to a client, you can ensure that the form automatically links back to that client and includes essential details.

What Are Pre-Filled Forms?

Pre-filled forms allow you to:

• Automatically populate fields with data from SmartSuite.
• Link forms to specific records (e.g., accounts, clients, or projects).
• Hide fields from users while keeping data intact.

For example, in an NDA submission form, you might want:

• The account name to be pre-filled.
• The type field (e.g., “prospect” or “vendor”) to be automatically set.
• Only relevant fields (e.g., “Upload NDA”) to be visible to the end user.

How Pre-Filled Forms Work

To create a pre-filled form, you modify the URL of the standard SmartSuite form by appending parameters that specify field values.

1. Generate the base form link by enabling sharing in SmartSuite.
2. Append parameters to the URL to specify field values.
3. Use a formula field to dynamically generate pre-filled links.

Example of a Pre-Filled Form Link:

A standard form URL looks like this:

https://smartsuite.com/form/submit/xyz123

To pre-fill the Account and Type fields, modify the URL:

https://smartsuite.com/form/submit/xyz123?prefill_Account=Amazon&prefill_Type=Prospect

How to Create a Pre-Filled Form Formula

To automate the generation of pre-filled links, use a formula field in SmartSuite:

1. Start with the base form URL.
2. Add ?prefill_ followed by the field name.
3. Use SmartSuite’s ENCODEURL() function to format field values properly.
4. Combine multiple fields using & between parameters.

Example SmartSuite Formula:

CONCAT("https://smartsuite.com/form/submit/xyz123?prefill_Account=", ENCODEURL([Account Name]),
   "&prefill_Type=", ENCODEURL([Type]))

This formula ensures:

• The account name is correctly formatted for URL use.
• The type field is also encoded and included.

Using Buttons for Pre-Filled Forms

Instead of copying and pasting URLs, use a button field to generate and open pre-filled forms.

1. Add a button field in SmartSuite.
2. Set the action to "Open URL."
3. Use a formula to dynamically create the pre-filled form link.

Now, clicking the button will automatically open the form with pre-filled data.

Automating Pre-Filled Forms with Email

To automatically send pre-filled forms to users via email:

1. Create a "Yes/No" field to trigger the automation.
2. Set up an automation in SmartSuite:
   • Trigger: When the "Yes/No" field is checked.
   • Action: Send an email to the user.
   • Include the pre-filled form link in the email body.

Once triggered, SmartSuite will send a personalized email with a direct link to the pre-filled form.

Why Use Pre-Filled Forms in SmartSuite?

• Saves time by reducing manual data entry.
• Prevents errors by ensuring data accuracy.
• Enhances user experience by making form completion easier.
• Streamlines workflows for approvals, onboarding, and data collection.

Final Thoughts

Pre-filled forms unlock SmartSuite’s full potential, making data collection more efficient and seamless. If you have questions or unique use cases, drop them in the comments! As always, keep on enjoying SmartSuite!

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