Important: note that this functionality only works if you are sending out a form to someone whose Full Name and Email you already have at your disposal in Gecko.

The form pre-filling functionality, which can be found in the Share page on any form can be used to pre-fill fields not only with static information but also with dynamic information, similar to the mail-merge tags available for email templates. The following article outlines how to do this, as well as provide a few potential use-cases for this functionality. 

The following setup can be used when you are looking to include a follow-up form, feedback form or simply any other form that you would like to attach as part of your communication following an enquiry capture or an event. This means that you need to have the below setup prior to launching your event/form.

Setup

  1. Creating the follow-up form with the required information.
  • This form can contain any fields of information you would like to collect (e.g. file upload, feedback fields, further information, etc).
  • The only requirement is to include a Full Name and Email Address fields that are set to Hidden (this setting is available once you add the field and click on it to bring up the settings page).

    2. Pre-filling the form fields

  • Navigate to the Share tab of your form.
  • Find the pre-populate section of the page and select the Full Name field to pre-populate.
  • Fill in the following information in each box:

{{contact.full_name.first_name}} - in the first box corresponding to the first name
{{contact.full_name.last_name}} - in the second box corresponding to the last name

  • Add another field to pre-populate and select Email Address from the drop down.
  • Fill in the following information in the email box:

{{contact.email}}

  • Select Update link and copy the newly updated sharing link for your form.

   3. Creating the email template to share this form through

Once you have the above form created, you would need to add the link to your newly created form to your email. You are able to include it either as a URL or hyperlink a word in your email.

   4. Send the email 

The final step is to simply send the email through any of the following options:

  • Event workflow.
  • Contact mass action.
  • Send it directly from a contact's screen.
  • Email Broadcast.
  • Campaign workflow.

   5. Done!

Examples of use:

You are able to use the above method to achieve a multitude of tasks and follow-ups.

   1. Feedback forms

  • Using the above method you are able to create a workflow that will send a follow-up feedback form using your new email template that will already contain the contact's name and email, simply requiring them to fill out any feedback fields that you add to your form.

   2. Short form follow up

  • Many event forms can be too long to fill out when there is a long line of students waiting at an event. An easy solution to this is to create a short event form that requires only the student's name, email and potentially course/area of interest. Using the above setup, you can hide the name and email fields in your long event form and send it as a follow up to anyone filling out the short form. This way you will be able to quickly capture responses on the day while automating follow up to gain more information from your prospective students!

   3. Pre-filling course page forms

  • Instead of pre-filling the name and email address, you could pre-fill other fields in your form. For example, if you have the same application/interest/enquiry form across different course or faculty pages, you are able to pre-fill the form with each course, level of study and area of study for each page. This will mean that you are using the same form, across multiple web-pages and the course of interest (as well as level of study) can be automatically recorded against each contact, based on the page they are filling out the form from, without them having to fill it out.

Any questions? Feel free to start a live chat with a member of our support team or explore the rest of our academy at your leisure.

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