How can I prepopulate previous submissions if respondents fill out the form again?

Scenario;

We are running a drop in men's group (ages 18 to 80) that meets up to 5 times /week. Part of our funding process requires us to keep track of the number of people attending each. Some people attend once / week and others attend multiple events. The info we ask for is at this time are their name and phone #. Some of the attendees do not have a smartphone and a tablet at this time is not an option.

Question; Once a person has entered their info is there a way the next time they fill out the form they could enter a few characters of their name, and then choose their name and the form would be populated?

Thank you

Roderick McDonald

Hello Roderick,

Thanks for reaching out to Jotform Support. I understand your request, but I’ll need a bit of time to look into this and check its possibility. I’ll get back to you as soon as I can.

Thanks for your patience and understanding, we appreciate it.

Hello Roderick,

Please note that your request is possible, but we have to use a third-party platform, particularly Salesforce. Let me show you how it's implemented:

1. First, we will be sending the existing submissions to Salesforce using the Send Data to Other Apps feature on your Jotform Tables.

a. On your My Forms page, choose your form and click on Submissions at the top of the page. This will take you to Jotform Tables, where you can see a list of all of your submissions.

b. Click on +Add at the last column of the Table, and go to the Buttons tab.

c. Enter your desired column name, and click on Next.

d. Select Salesforce from the Integrations options, and connect your Salesforce account. Once configured, click on Create Column.

e. Once the column is created, click on the Send Data button to manually send the existing submissions to Salesforce.

2. To populate the respondent's previous submissions when they fill out the form again, we will use the Salesforce Dynamic Prefill.

a. In the Form Builder, click on Publish located in the orange navigation bar at the top of the screen,

b. In the menu on the left side of the page, click on Prefill.

c. Click on the Salesforce Dynamic Prefill, then connect your Salesforce account again.

d. Select the Object in which you mapped your existing submissions. 

e. Then, set up the conditions for the look-up, map the fields that will be prefilled once conditions are met, then click on Save.

Please make sure that the prefill link is the one that you will share with your respondents, as the data will not be populated from Salesforce if you provide them with just the Form URL. Check out the screencast below to see my results:

We also have a blog about Salesforce Dynamic Prefill that you can check out.

Give it a try and reach out again if you have any other questions.