Welcome to our latest feature overview, where we delve into the transformative capabilities of prefilled forms in SmartSuite. These forms make data collection more efficient and customized, which can significantly enhance user experience and streamline backend processes.
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 seamlessly 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 It Works: A Step-by-Step Guide
Creating prefilled forms is straightforward once you understand the mechanics of adjusting the URL of the form link:
- Setting Up the Form Link: Begin by sharing the form as you typically would, checking the necessary sharing options to generate a link.
- 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.
- 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 unlock the full potential of these forms, turning them into powerful 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?
If you have any questions or unique use cases for prefilled forms, feel free to share them in the comments. Additionally, a detailed help article by my colleague, Brian, will guide you through the intricacies of using URLs for prefilled forms.
Thank you for exploring prefilled forms with us, and continue to enjoy the enhanced functionalities offered by SmartSuite!
.png)
