This is a paid bot, and its usage will be counted toward your plan's credit limit. For more information about credit usage, refer to this article.
General
Populate dropdowns in PDF documents and web forms with data from Google Sheets in seconds. The process is the same regardless of the document type.
Use case: to make a doctor appointment, a patient needs to complete a form with their personal information, specify the doctor's specialization, and choose the doctor's name from the list.
How to set up
To add the bot:
1. In the step settings, select Add bot or click the plus icon after a specific action.
2. Choose Bot and search for the Pre-fill dropdowns from Google Sheets bot.
3. Click on the bot to install it.
Trigger
A trigger is an event that causes the bot to start working. The moment of the bot's activation depends on its placement in the flow:
If the bot is added after a step or any other element, it will run once that element finishes its job.
If within the step, the bot will run based on the trigger you specify. Choose the trigger type most relevant to your case:
According to this, select the bot's trigger type that will be most relevant to your case:
Trigger type | Description |
Step started | The bot activates when you start the workflow |
Document opened | The bot activates when signers start filling out the documents or switch between them. |
Field changed | Use for cases where a response or action is needed immediately after a user enters or updates information in the specific field. Select the document and the field that the bot should pay attention to complete the setup. |
Document completed | The bot activates once the signer completes a document you specify in the trigger settings. |
Once selected, click Continue to proceed.
Connection settings
In Source, connect the bot to your Google account by selecting the corresponding button.
Then, select and connect a Google account. You can also create a new account to connect by clicking Add new connection.
Define the spreadsheet location:
By drive and sheet (choose Google Drive and navigate through folders, or use the search bar)
Shared link (paste spreadsheet link).
Ensure selecting the correct sheet. Once done, click Continue.
Mapping
In Data mapping, connect your spreadsheet columns to document dropdown fields by clicking Map fields.
The Drag data to document fields modal window will open. Drag and drop the sheet column onto the document dropdown field. Use a search bar to locate the needed spreadsheet columns easily.
Blue highlights indicate available dropdown fields for mapping, while other fields are disabled. Names of the mapped fields are written on the canvas so the users can understand where the data will go.
Note: If there are any default values in the document dropdowns, they will be overlayed with the values you need to pre-fill them with once the bot activates.
To add new fields, select Edit document.
To cancel mapping, hover over the connected field name and select Unmap, or click the corresponding icon next to the mapped field in the document.
Click Continue to proceed.
Lookup
In Search, choose the rules to locate the specific rows in your sheet. These rows contain the data that will be used to pre-fill your drop-down fields. In essence, here you tell the bot how to find the exact rows that you need.
To do so, match the sheet column and the document field value.
Tip: For example, set up matching criteria where the value in column Specialty will be equal to the value of the Specialty field in your document. If recipients enter GP for the doctor's specialty, the dropdown will be pre-filled with the names of all GPs in a clinic.
Testing
In the Test section, check how the bot works by selecting Test. You will see a success message if everything is set up correctly. If there are issues, review the connection, mapping, or trigger configuration.
If you skip testing by selecting Skip testing, you may miss issues with the bot setup. Testing is recommended to ensure everything works as expected.
Conditions
Set conditions to control when the bot activates, tailoring it to your specific needs for more efficient automation. For detailed guidance, refer to this article.
Without defined conditions, the bot will default to activating whenever recipients complete the documents or the previous element (for example, another bot) finishes its job.
Advanced settings
This section allows you to choose how the process proceeds in case the bot fails:
Select Proceed to allow the workflow to move to the next signer and automation if the bot isn't crucial.
Select Stop if the bot is critical; this prevents the next signer from receiving documents if data wasn't pre-filled from the source of your choice.