Prefilled forms in SmartSuite offer a streamlined way to gather data by preloading specific values into form fields using encoded URL parameters. This guide provides a comprehensive overview of how to configure and utilize prefilled forms effectively.
How Prefilled Forms Work
To prefill a value into a form field, append parameters to the form’s URL. The general structure is:
[Form URL]?[Prefill_Parameter]=[Value]
Prefill Prefix: Each parameter begins with
Prefill_, followed by the field name OR field id.
Note: the prefix Prefill_ is case sensitive, but field names and IDs are not.
Value Assignment: Use
=to assign a value to the field.Field Names with Spaces: Replace spaces with
+or useENCODE_URL_COMPONENT()in a formula.Multiple Fields: Separate parameters with an ampersand (
&).Hidden Fields: Prefilled values in hidden fields are submitted and saved.
Example:
https://form.smartsuite.com/exampleformid?Prefill_Title=Test1&Prefill_Name=John+Doe
Usage in Buttons and Formulas
Dynamic links can be created within out Button and Formula fields to easily prefill encoded URLs that can be clicked through the button or sent through automations to make form prefilling dynamic and easy!
CONCAT("https://form.smartsuite.com/exampleformid?Prefill_Title=", ENCODE_URL_COMPONENT([Title]))
Hiding a Prefilled Field
Forms can be prefilled through a URL using field and record IDs instead of descriptive titles. This approach enhances privacy by obfuscating sensitive details while maintaining the submitter’s context. These prefilled fields can also be hidden on the final form, ensuring the user cannot see or interact with them. That means even if the prefilled values are removed from the form URL, no sensitive information is exposed as these fields aren't displayed to the person filling out the form.
For example, imagine a client filling out a change request form. By adding a "Submit Change Request" button to a project record, you can:
Prefill the form with the client’s record ID instead of their name or other identifiable details.
Automatically associate the form submission with the correct client.
Ensure that hidden fields containing the record ID do not expose sensitive information, even if they are removed from view.
Supported Field Types and Examples
Text Fields
Single-line text:
Prefill_Text=Example+TextMulti-line text:
Prefill_Text+Area=This+is+a+multi-line+example
SmartDoc Field
Simple Text:
Prefill_Text=Example+TextHTML (Requires Encoding):
Prefill_SmartDoc=%3Cb%3EExample+Text+%3C%2Fb%3E
Numeric Fields
Number:
Prefill_Number=123Number Slider:
Prefill_Number+Slider=50Currency:
Prefill_Currency=100.50Percent:
Prefill_Percent=80Rating:
Prefill_Rating=5
Select Fields
Single Select:
Prefill_Single+Select=Option+NameMultiple Select:
Prefill_Multiple+Select=Option1,Option2Status:
Prefill_Status=Status+Name
Linked Record Field
Both the record ID or the record's title field can be used when matching!
Single:
Prefill_Linked+Record=Record+TitleorPrefill_Linked+Record=idMultiple:
Prefill_Linked+Record=Record+Title1,Record+Title2
Date and Time Fields
Date:
Prefill_Date=2024-12-18Date with Time:
Prefill_Date=2024-12-18T09:36Time:
Prefill_Time=14:30
Contact Information Fields
Email:
Single:
Prefill_Email=email@example.comMultiple:
Prefill_Email=email1@example.com,email2@example.com
Phone:
Single:
Prefill_Phone=%2B1234567890Multiple:
Prefill_Phone=%2B1234567890,%2B0987654321
Address:
Single Line:
Prefill_Address=100+Main+Street+Los+Angeles+CaliforniaMultiple Line:
Prefill_Address=100+Main+Street,Suite+300,Los+Angeles,California,90017,US
Full Name:
Example:
Prefill_Full+Name=Mr.,John,,Smith
Note: Inputs need to be separated by commas. Sub-field order is as follows:
Title -> First Name -> Middle Name -> Last Name
Other Fields
Link:
Single:
Prefill_Link=https://smartsuite.comMultiple:
Prefill_Link=https://smartsuite.com,https://google.com
Yes/No:
True/False:
Prefill_Yes+/+No=true1/0:
Prefill_Yes+/+No=1Yes/No:
Prefill_Yes+/+No=yes
Color Picker:
Supports HEX, RGB, and CMYKSingle:
Prefill_Color+Picker=cmyk(0%2045%2050%2061)(CMYK)Multiple:
Prefill_Color+Picker=%23821D1D,rgb(100%20100%20100)(HEX & RGB)
IP Address:
Single:
Prefill_Ip+Address=192.0.2.1Multiple:
Prefill_Ip+Address=192.0.2.1,192.0.2.2
URL Encoding Cheat Sheet
If you are creating the prefilled URL with a button or formula you can always use the ENCODE_URL_COMPONENT formula function, but if you're creating it from scratch here's a short cheat sheet of common encoded characters. You can also find a full list here.
Character | Encoded Output |
Space | %20 |
Carriage Return | %0D |
! | %21 |
" | %22 |
# | %23 |
$ | %24 |
( | %28 |
) | %29 |
? | %3F |
Prefill Use Cases
Event Registration
Simplify registration by preloading attendee details like name and email based on prior interactions or invitations.
Feedback Surveys
Auto-fill customer details, such as order ID or service type, to link responses directly to a specific transaction or experience.
Project Change Requests
Allow clients to initiate change requests with project-specific details already included, linking submissions to the correct project and minimizing errors.
Internal Approval Requests
Streamline approvals by prepopulating fields such as requestor details, project ID, or cost center.
Unsupported Field Types
The following field types are currently not supported for prefilled forms:
Checklist
Files and Images
Rollups, Lookups, Formulas
Date Range
Dependency