This bot is available for free, and its usage does not consume credits. For more information about credit usage, refer to this article.
General
Pre-fill documents with data taken from another workflow in your workspace. Using this bot, you can pre-fill relevant information from a source document in one workflwo to a destination document in another workflow, saving time and reducing the risk of manual error. This bot streamlines your document workflows by seamlessly transferring data, ensuring consistency and accuracy throughout the process.
Use case example: Client Onboarding: when a new client is registered in the "Client Registration" workflow, their details such as name, contact information, and requested services can be pre-filled in the "Service Agreement" document in the "Service Agreement Generation" workflow, saving time and ensuring accuracy.
How to setup
How the Bot works by default:
The Pre-fill from another workflow bot activates when a recipient opens a document.
Add the bot depending on your needs as described in this article. You may install this bot anywhere in the diagram.
Find the Pre-fill from another workflow bot in the list of bots and click Install Bot.
Action settings:
Select the workflow that you intend to take data from and its version.
Select which document and revision should be used when pre-filling data.
You can choose the document that contains your desired data and select the specific revision of that document to ensure consistency when retrieving data.
Each time a document is completed or updated, a new revision is created. By selecting a specific revision, you can ensure that the pre-filled data remains consistent with the intended version of the source document.
Select the type of data that you want to pre-fill:
- selecting Single line allows for pre-filling single line fields
- selecting Table allows for populating table rows or arrays of data.
Learn more about data transfer methods in this article.
Select the source document the data should be taken from.
Navigate to the Select fields tab and choose the fields that you require. Once you have selected all the necessary fields, click on the Select button.
Select the location of the data that intend to use:
Document field: extract data from specific fields within the source document. For example, if the source document contains information like a customer's name, address, or account number, you can use this setting to automatically transfer that data to corresponding fields in the destination document.
Recipient: documents may be associated with specific recipients. This setting enables the system to use recipient-related information from the source workflow and apply it to the relevant fields in the destination document. For instance, if a recipient's contact details are available in the source document, they can be used to pre-fill the corresponding fields in the destination document.
Revision creator: refers to the person who initiated or created the specific revision of the document. The system will compare the revision creator in the source workflow with the revision creator in the destination one. The pre-fill process will only execute if they match. The purpose of this setting is to ensure data accuracy and security. By pre-filling documents based on matching revision creators, you can avoid potential data mismatches or discrepancies that might occur when handling data from different sources.
Conditions:
Configure the bot execution conditions based on simple “if-this-then-that” rules. For example, you can set conditions based on document field information, recipient data, date of document signing, document data, and decline reason. Learn more about bot conditions usage in the dedicated article.
If the bot condition is not set up, the bot will execute its pre-fill action whenever a document is opened for filling out by the recipient. It will not perform any additional checks or validations before performing the pre-fill action.
Advanced settings:
In this section, you can set additional bot configurations:
Determine how often the bot will run
Decide what to do with a revision if the bot fails
Add tags to your document to easily locate it
Learn more about adjusting Advanced settings in this article.