I have created a workflow that starts with a form. I would now like to modify the flow to provide the existing form with prefilled fields.
Scenario:
The end user enters a value (e.g., their email address) into the form. I am using your forms along with the “Wait for Response” feature from ActivePieces.
Based on the provided value, the flow should search for this value in a Google Sheet or SQL database.
The search result should be used to prefill other fields in the form.
Request:
I am requesting the implementation of a feature that allows form fields to be prefilled based on external data sources. This would significantly improve the workflow and enhance user experience.
Does anyone have ideas or solutions on how this can currently be achieved, or if such a feature is planned for the future?
I’m trying to understand your use case. Please confirm if I have it right: When a user enters information into one field in AP forms, another field should be prefilled based on Google Sheets or an SQL database without the user needing to submit the form?
I think you can achieve this by adding a Data Mapping step where you fill other fields based on your flow logic and utilize the new field values in next actions of the flow. However, the user must first submit the form with the email address value.
@kishanprmr
Yes - that is the use case. ( I try to simplify the process sharing specific prepared documents between staff and parents of our local kindergarten).
In this case, I want to pre-fill the existing user data (first name, group, and another value) in the respective form fields if the user had previously entered the email address in a field and submitted the form.
1. input email adress
**2. submit the AP form ** 3. Action get / find row in google sheet The question here is how do I get the data into the form? I think I will need a second form or ? Or can I also use the action “Respond with a file”? 4. user drops the AP form (or the 2nd AP form) and submits it.
5. the entered data is saved as a new row in google sheet
6. AP Google docs with variables gets filled by the entered rows
7. save the google doc as pdf
8. send the pdf by gmail
Step 1 to 4, I try to solve.
I may have to split it into 2 forms.
Form 1 - > enter email address - > provide the data from googlesheet this triggers an email with the content of a link to form 2 (prefilled form) ?
Would that work in your opinion? or any alternative idea?
Currently, Forms do not have a dynamic field feature based on other fields (such as email). Even if you create a second AP form and return its link in response to the first form, it will not prefill data fetched from Google Sheets because there is no default value field in Forms.
You can create two forms: one for existing users and one for new users. In the existing user form, include only an email field which will be used in the subsequent Google Sheets search step. Create a branch after the “Find Rows” (Google Sheets) step: if the email exists, return a markdown response with a success message; if not, return the URL of the second form in the response, stating “Email doesn’t exist, please fill out the new user form.”
