Unlocking the Potential of Prefilled Forms

Prefilled forms in SmartSuite make data collection more efficient and customized, which can significantly enhance user experience and streamline backend processes. This feature overview delves into their transformative capabilities.

What Are Prefilled Forms?

Prefilled forms in SmartSuite are regular forms that come with certain fields automatically filled with pertinent information for the end user. Imagine sending out a form to a client and ensuring it links back automatically to their account, providing a smooth and personalized experience. With prefilled forms, this becomes a reality. You can set specific fields to automatically fill with the required information, and even hide fields from the user to maintain a clean interface.

How do prefilled forms work?

Creating prefilled forms is straightforward once you understand the mechanics of adjusting the URL of the form link:

1. Setting Up the Form Link: Begin by sharing the form as you typically would, checking the necessary sharing options to generate a link.
2. Customizing the URL: Modify the URL to include parameters for prefilled data. This involves adding text to the end of the form URL to automatically input information like account names and types. For example, to prefill a form with 'Amazon' as the account and 'Prospect' as the type, you append the necessary parameters to the URL.
3. Using Formulas for Automation: Utilize formulas to dynamically generate these URLs, automatically incorporating specific account information. This feature allows for a truly automated workflow, where formulas can concatenate text fields with the necessary URL components.

Enhanced Usability and Privacy

To further enhance privacy, any sensitive information, like linked records, can be hidden from the user view without compromising the form's functionality. This approach ensures that your data is secure while maintaining a streamlined user experience.

Implementing Prefilled Forms: A Practical Use Case

To easily disseminate these prefilled links, you can employ SmartSuite’s button field feature. This less commonly used feature allows you to create buttons that directly link users to prefilled forms:

• Setup the Button Field: Create a button that opens URLs, using a formula to calculate the target URL. This function makes it easy for users to access forms with prefilled information.
• Automate with Ease: Take automation further by setting triggers for sending prefilled form links via email. For instance, use a yes/no field to trigger an email to the client, complete with a prefilled form link, once a certain condition is met.

The Impact of Prefilled Forms

Incorporating prefilled forms into your SmartSuite workflows can make full use of these forms, turning them into practical tools for your business. Whether you are streamlining data collection or enhancing user experience, the applications of prefilled forms are vast and impactful.

Questions or Further Exploration?

For the full list of URL parameters, see the help article Prefilled Forms in SmartSuite.

Thank you for exploring prefilled forms with us, and continue to enjoy the enhanced functionalities offered by SmartSuite!