Pre-fill option for DocuWare Forms

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DocuWare Forms can now be pre-filled to support various use cases.

Applications

  • You can partially fill out a form and save it to complete and submit it later.

  • You can partially fill out a form and share it with a colleague for completion.

  • Administrators can pre-fill the form via editing the link by passing field IDs and values as URL parameters.

  • Within workflows, already captured data from specific index fields can be used to pre-fill the forms.

Benefits

  • Collaboration option when filling out forms

  • Pre-filling forms with already existing data from workflows

  • Ensure data accuracy

Here's how

To enable the pre-fill option, go to Forms configuration > Submission tab > Pre-fill the Form section.

New section within the Forms configuration to allow forms to be pre-filled.

Check the Allow the form to be pre-filled option to enable the feature in general for this form. Administrators can pre-fill the form via editing the link by passing field IDs and values as URL parameters. Or they can use the workflow Assign data activity to set global variables as URL parameters.

To allow end users to pre-fill forms, select in addition the second option Show ‘Copy form link’ button. End users who are not able to complete the form in one session can fill out the form as usual and save their progress by copying and saving the form link. This will include the entered data as URL parameters.

The new Copy form link button positioned next to the Submit button, along with an info box explaining the functionality.

Restrictions

  • The pre-fill option is not supported for the field types Table, Attach file, and Signature .

  • To ensure that predefined values are also invisible and uneditable in the URL, make sure to set the related fields to Read-Only.

  • The pre-fill option is only available in Forms opened in the new version, not in the classic one. (You can see the difference in the URL: the new version includes "formsweb", whereas the former version includes "forms”.)

In the Knowledge Center, we provide more information on how-to use this feature and add field IDs and values to the URL: