Pre-fill from SharePoint list records

Automatically import data from SharePoint lists to your airSlate documents.

Example: You need to send out a bunch of updated NDAs to your employees. Use the Pre-fill from SharePoint list records bot to retrieve the basic personal information from your SharePoint records and pre-fill agreements with it to save time on document completion.

When the bot works by default:

The Pre-fill from SharePoint list records bot activates when a recipient opens or creates a document.

To add the bot to a step, click the three dots in this step and select Add bot to step.

Search for the bot you need by category or using the search bar. Then, install the bot to your workflow by clicking the Install bot button.

To connect the bot to your SharePoint account, select Connect in the Connection settings section.

Then, select the SharePoint account you need to connect. You can also connect a new account by clicking Add connection. You’ll be redirected to the Microsoft login screen. Once you’ve logged in, you’ll be directed back to airSlate.

Once connected, proceed to the next section.

In the Select objects and map fields section, indicate the SharePoint list from which the data will be transferred.

First, select the SharePoint site.

Second, select the time zone you need to make sure that dates in your airSlate documents and SharePoint records match.

Finally, select the SharePoint list to pre-fill data from.

If you need to retrieve data from a related list, select it from the base list menu. Click on the plus icon and select the related list from the dropdown. Related lists may have different hierarchical levels. To add a new level, click the plus icon near the previous level list.

Select a data transfer method. Single line method means that you transfer one data instance from field to field, such as Name, Email, and Address, while the table method transfers data from table to table, such as lists of customers or products.

Next, indicate which data must be transferred to the document by mapping the needed list fields to the respective document fields. Select list fields and link them to the document fields that should contain the corresponding values from the list’s record. To map more fields, click the Map another field button and repeat the process.

Click Continue to proceed with the settings.

In the Select starting record section, set up a lookup for the bot to identify the record to update. There are three options for how you can do it.

1) Select Start from SharePoint, and the bot will use the SharePoint record ID sent by the airSlate integration app.

2) Go to the Find a record tab. Select the entity type from the dropdown and its field that matches the identifying field in the document.

Then, indicate the value for the identifying field. You can enter your custom value or click Data variable to select an identifier from the document fields. Use the document field containing unique information that is unlikely to change, such as account number, company name, SSN, or EIN. Alternatively, as an identifier, use information about the recipient, time, template, or document.

Add as many identifiers as you need by clicking Add search condition.

3) Use both options by selecting the Both tab.

If you have more than one search field, select ‘match conditions’ for the bot and define whether all search conditions must match or any of them.

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.

In this section, you can set additional bot configurations:

Learn more about adjusting Advanced settings in this article.