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How do I configure prefill options for form templates?

How do I configure prefill options for form templates?

Cam Kolick
Written by Cam KolickLast update 13 days ago

You'll see an option named "prefill" when building your form templates. this will have a plethora of options so that you can prefill relevant data into form fields when a form is submitted. In this article we will go over all of the prefill options and how they work.

Signer Specific Prefills

Any prefill options prefixed with "(Signer)" are specific to the signer of the form. The prefill values will derive from the information specific to that signer type. These prefills vary based on the type of signer. Here are the prefills available for signer specific prefill options per type:

All Types

  • First Name

  • Last Name

  • Full Name

  • School Name

  • Email

Employers

  • Company Name

  • Street

  • City

  • State

  • Zip

  • Full Address

  • Work Phone

  • Cell Phone

  • Title

Students

  • Middle Name

  • Middle Initial

  • Grade Level

  • Graduation Year

  • SIS Student Number

  • SIS Username

  • State Student Number

  • Gender

  • Sending School Name

  • SOC

  • Occupation

  • Career Cluster Code

  • Career Cluster

  • Career Pathway Code

  • Career Pathway

Guardians

  • Applicant First Name - The first name specified from a student application to be used with a guardian consent form

  • Applicant Middle Name - The middle name specified from a student application to be used with a guardian consent form

  • Applicant Last Name - The last name specified from a student application to be used with a guardian consent form

  • Applicant Sending School - The sending school specified from a student application to be used with a guardian consent form


Custom Field Prefills

Any prefill options that are prefixed with "(Custom Field)" derive from form custom fields. These are custom fields defined for WBL Events and Experiences. If you prefill with custom field values, it will choose the custom field values for the specific event or experience record that the form submission is attached to.


Record Specific Prefills

Any prefill options that are prefixed with anything else in parenthesis (other than Custom Field and Signer) are prefilled based on records related to the form submission. You will notice that some of the record types match those of the signer types above. The difference between the two is that the record type doesn't have to be a signer of the form, just associated with the form submission (for instance, the employer of a WBL experience). Its also important to note that if there is more than one record associated, the prefill will not work because we don't make assumptions as to which record should be used (for instance, if a student has multiple guardians, we don't prefill guardian information). Here are the different options available for record specific prefills and how they relate to the submission.

Employers

Employers are linked to submissions when the form submission is attached to a record that pertains to an employer. An example of this is WBL Experiences. We also attempt to intelligently determine this if a student is linked to the submission and they have a WBL experience.

  • First Name

  • Last Name

  • Full Name

  • Company Name

  • Street

  • City

  • State

  • Zip

  • Full Address

  • Email

  • Work Phone

  • Cell Phone

  • Title

Guardians

Guardians are linked to a form submission any time there is a student attached to a submission. The Guardian will be the guardian of the student associated. See the student section for some examples of how students are linked to submissions.

  • School Name

  • First Name

  • Last Name

  • Full Name

  • Email

Sending School Account

Sending school accounts are linked to the submission based on the student that is attached to it.

  • First Name

  • Last Name

  • Full Name

  • Email

Students

Students are attached to any records that are directly tied to a student such as WBL experiences, Career Plan Activities, etc.

  • School Name

  • First name

  • Last Name

  • Full Name

  • Email

  • Middle Name

  • Middle Initial

  • Grade Level

  • Graduation Year

  • SIS Student Number

  • SIS Username

  • State Student Number

  • Gender

  • Sending School Name

  • Class Name

  • Class CIP Code

  • SOC

  • Occupation

  • Career Cluster Code

  • Career Cluster

  • Career Pathway Code

  • Career Pathway

Teachers

Typically teachers get attached to submissions based on the student's class's teachers

  • School Name

  • First name

  • Last Name

  • Full Name

  • Email

WBL Coordinator

WBL Coordinators are determined based on the coordinator assigned to experiences.

  • School Name

  • First Name

  • Last Name

  • Full Name

  • Email

WBL Experience

WBL Experiences are attached to the submission if the form is initiated from a WBL experience directly

  • Job Title

  • Start On

  • End On

  • Hourly Rate

Event

Events are attached to forms if they are initiated from any calendar event including WBL events

  • Title

  • Start On

  • Start Date

  • Start Time

  • End On

  • End Date

  • End Time

WBL Event

Any forms that are initiated on WBL event participants will be linked to that WBL event

  • Name (location name on the WBL event record)

  • Address

  • Street

  • City

  • State

  • Zip

  • Hours Awarded


Global Prefills

Global prefills are any options that are not prefixed by anything in parenthesis. These prefill options will be system-wide and will be the same regardless of what the form is attached to (WBL, General Forms, etc)

  • Current School Year

  • School Name

  • School Full Address

  • School Street

  • School City

  • School State

  • School Zip

  • School Phone Number

  • School Website

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