A common need for an organization is to update client information that already exists within their records. Something that makes this process much easier and quickly accomplished within Formstack for Salesforce is the ability to send out links to forms already prefilled with the existing information for the client to review, update where needed, and submit without having to manually enter all of that information even if unchanged. This also eliminates the need to manually collect that data to update on behalf of the client, as the link is sent to the client via email and automatically updates within Salesforce once the form is submitted.
The Formstack for Salesforce Dynamic Prefill feature allows you to plug existing Salesforce record data directly into your forms for your clients to review and update, all without having to write any code or do any complex setup. Below is a walkthrough of how you can utilize this feature to ensure your client data is completely up to date in the most efficient way possible.
Below is a form with name and mailing address details.
You'll first want to ensure that the form is published and then go into the Publishing Options.
Toggle the 'Dynamic Prefill Enabled' button so that it's green and switched on.
The next step is choosing which method will be used to generate the prefilled form links. To email those links out, you'll choose the 'Send by Email' tab. Once that's selected you'll choose which records within your Salesforce account are going to have links generated for them to be sent out. You can choose an individual record or you can select a list of records to generate multiple links in one process.
Once your list of recipients has been chosen you'll next prepare the actual email that will be sent out. The 'To' field will allow you to choose an email field form your records and the 'CC' and 'BCC' will allow you to enter any addresses you'd like to be copied on these emails. For the body of the email, you can select any templates saved within your account or you can manually put together your message.
Whichever method you use to create your message, you'll want to ensure to insert the link to the prefilled form somewhere so that the recipient can access, review, and submit their data. To do so, choose the ‘Hosted Form link’ merge field and click the add (+) symbol. You'll be asked to enter text for the link before being able to finish adding that in via clicking the 'Add Link' button.
Once completed, you can click the 'Send Now' button to send this email (and the prefilled link within it) to your list of recipients. Once your clients receive the email and click the link, it will automatically open your form with their existing data prefilled, allowing them to quickly and painless review, update where needed, and submit to push that into your Salesforce records.