Getting Started with Field Prefill

At Formstack, we’re dedicated to simplifying data management. We’re excited to share our Field Prefill add-on which helps you to make better use of the data you already have while providing a better experience for your end users. 

Please note this feature is only available as an add-on at this time. If you'd like to discuss adding this feature to your account, you can reach out to your account manager or contact our sales team here. 

Our Field Prefill add-on combines the power of your SSO provider with Formstack’s Saved Fields feature to allow users to pre-populate forms with existing data. This help article will review how to get started with Field Prefill, from form authentication to granting user access. 

Table of Contents:

Step 1 - Setting up your SSO provider

Step 2  - Setting up your Prefill Mapping

Step 3 - Creating a Form with Field Prefill

(Optional) - Granting Prefill Mapping Access to Subaccounts

Field Prefill Mapping Overview

Step 1 - Setting up your SSO provider

With Formstack’s Field Prefill add-on, organizations leveraging Single Sign-On (SSO) can pre-populate an end user’s form using data stored in their SSO provider. This ensures data is consistent, systems are in sync, forms are easier to complete, and everyone is happy! 

In this article, we’re going to walk through how to map fields from your SSO provider to your Formstack form. 

Get started by logging in to your Formstack Forms account. Navigate to your Account Profile page and select Form Authentication.

• Google SSO
• SAML 2.0 
• CAS
• FSID

Learn more about setting up your Form Authentication by visiting this help article. 

Check out this article to learn more about how you can enable custom fields if you want to autofill your forms with additional information from your provider. 

Note: At present, Google SSO only pulls in name and email fields. Custom Fields are not currently available for these SSO providers. 

Step 2 - Setting up your Prefill Mapping 

Note - Part of this section will ask you to use saved fields for mapping information from your SSO provider. We'd recommend checking out this article first if you haven't already created the saved fields that you'd be using on your form.

Once you’ve set up your Form Authentication, navigate to the Prefill Mapping tab that can be found by selecting the profile tab on the top right.





From this page, select Prefill Mapping on the left and then Create Prefill Mapping over on the right. 

As a reminder, you can check out this help article to learn more about setting up Saved Fields  and then continue reading below. 

Note: For fields that may capture sensitive information or personal health data, make sure to use the dropdown to update your security settings and turn on data encryption. 

Note: Account admins have access to all Prefill Mappings. 

Note: As an account admin on a Parent account, you can grant access to the subaccounts on the Subaccount Access tab. Learn more about granting subaccount access in this help article.

Once you’ve mapped your fields and reviewed your user access settings, move your mapping from Inactive to Active. 

Step 3 - Creating a Form with Field Prefill

Navigate over to Form Extras on the top right and move the Form Prefill toggle to Enabled and choose the mapping you built earlier. 

Note: If at any point you decide you don’t want to use Field Prefill on your form, head over to the Form Extras tab on the right and move the Field Prefill toggle to the off position. 

Granting Prefill Mapping Access to Subaccounts

On agency parent accounts, account admins have the ability to provision subaccounts with access to Field Prefill mappings. This will allow subaccounts to view and use the prefilled fields on their forms without allowing them to make edits. 

Let’s look at how you can set it up.

Navigate to your Account Profile page and select Form Authentication.

On the Form Authentication page, select Edit Form Authentication. The subaccount access container should be visible at the bottom of the page. Account admins on a parent account have the option to either grant access to individual users one at a time or grant access to all subaccounts at once.


 

Once you've updated your Form Authentication, navigate to the Field Prefill page, and select Edit Prefill Mapping. Select the subaccount access tab. You can either grant access to subaccounts one at a time or all at once. 

 

Note: Subaccounts can only be given permission if they already have access to the data source that is being used.

Subaccounts with inherited access will now see a pill on the Saved Fields in their account that are mapped to Field Prefill Mappings in the parent account.