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Prefill a creation form through its URL

Add parameters to the URL of a creation form: it opens with fields already filled in. The person completes the rest, then submits.

This tip applies to the creation form, also called blank form. It adds a new row. To edit an existing row, use the Extern form column.
Contents
  1. 1. What is prefilling for?
  2. 2. Prepare the two tables
  3. 3. Prepare and share the form
  4. 4. Build the URL with CONCAT_URL
    1. 4.1 The parameter rule
    2. 4.2 One field
    3. 4.3 Several fields
  5. 5. What happens on submit
  6. 6. Open the form with a QR code
  7. 7. Frequently asked questions

1. What is prefilling through the URL for?

Each row of a table gets its own form link. The link passes the row values to the form.

Faster entry

The person only types what is missing. Known information is already there.

Fewer errors

Values come from the table. Nobody copies them by hand.

A row linked from the start

The new row arrives already linked to the right record, for example the right equipment.

Example used in this article. Each piece of equipment has its own incident report form. The equipment name and family are already filled in.

2. How do I prepare the two tables?

You need a source table and a form table, linked together. The source table provides the values. The form table receives the answers.

1
Prepare the source table
Example: the Equipment table, with the name and family of each item.
2
Create the form table
Example: the Incidents table. It receives one row per submitted form.
3
Link it to the source table
Add a Link to another table column to Equipment. Set it to selection and single link.
4
Add the columns to fill in
Example: the equipment family and the incident description.
5
Note the code of the columns to prefill
Note the code of each form table column to prefill. It acts as the key in the URL.

3. How do I prepare and share the form?

The form starts from a view of the form table. Lock the prefilled fields first, then copy the link.

1
Create a view
In the form table, create a view dedicated to the form.
2
Set the prefilled fields to read-only
In the view restrictions, set them to read-only. The person can no longer change them.
3
Customise the form
Title, logo, end message: everything is set in the visual editor.
4
Copy the form URL
Open Share form, then copy the link. It is the base of the formula.

4. How do I build the URL with CONCAT_URL?

In the source table, add a Formula column. The CONCAT_URL() function joins the form URL and the row values. The result is a clickable link.

4.1 The parameter rule

Each prefilled field adds one parameter at the end of the URL. A parameter always follows the same pattern.

Element Role
& Separates the parameters. It comes before each added parameter.
Column code The key: the code of the column to fill in, in the form table.
= Assigns the value to the key.
Value The source table column that provides the value, row by row.

4.2 Prefill one field

Replace the URL, the code and the column name with your own:

CONCAT_URL("<form URL>", "&form_table_column_code=", Column)

When the form opens, the targeted field is already filled in:

Creation form opened with the Intervention field already filled in

4.3 Prefill several fields

Repeat the parameter in the same formula, one per field.

CONCAT_URL("<form URL>", "&form_table_column_1_code=", Column1, "&form_table_column_2_code=", Column2)
Tip. Open the link of one row to check the prefilling before sharing the links.

5. What happens when the person submits the form?

Submitting creates a new row in the form table. It holds the prefilled values and the answers entered.

The prefilled values

They arrive as they are. The Link to another table column already ties the row to the right equipment.

The answers entered

They complete the row, for example the incident description.

6. How do I open the prefilled form with a QR code?

Stick a QR code on each piece of equipment. One scan opens the form, already filled in for that item.

The QR code column represents the value of another column. Target a Permalink column rather than a direct URL. The QR code then stays valid when the value changes.

1
Create the prefilled URL column
This is the CONCAT_URL Formula column from chapter 4.
2
Add a Permalink column
Point it to the prefilled URL column. TO CONFIRM: the validated answer of 25-08 names an Extern form column as the Permalink target. Is the CONCAT_URL Formula column a valid target?
3
Add a QR code column
Point it to the Permalink column. Then print the QR codes.

7. Frequently asked questions

How do I prefill several fields?

Add one parameter per field in the same CONCAT_URL formula. A parameter always follows the same pattern: the & sign, the column code, the = sign, then the value. Each parameter fills one field of the creation form when it opens.

Can the person change a prefilled field?

Yes, unless you prevent it. In the form view, set the column to read-only. The field then shows filled in but locked. This is the recommended setting for the Link to another table column. The new row then stays linked to the right record.

What is the difference with the Extern form column?

The creation form adds a new row to the table. The Extern form column opens an existing row to edit it. Prefilling through the URL therefore creates rows already linked to the right record. To have an existing row edited, send the Extern form column link instead.

Go further

Form view: create records with a form

Create new rows with a shareable form.

Read more →

Go further

CONCAT_URL()

Build a clickable URL from columns.

Read more →

Go further

QR code

Create a QR code column and choose the data it represents.

Read more →
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