This bot is available for free, and its usage does not consume credits. For more information about credit usage, refer to this article.
General
Use the Pre-fill fields from CSV bot to automatically populate fields in a document using data stored in a CSV file. This bot helps streamline document completion, reducing manual data entry and ensuring accuracy.
Use case: Imagine you work in the HR department and need to onboard new employees efficiently. Instead of manually entering employee details into onboarding documents, you can use the Pre-fill fields from CSV bot to automate the process. By uploading a CSV file containing employee information, the bot automatically fills in fields like names, job titles, and departments, reducing manual data entry and ensuring accuracy.
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 the Pre-fill fields from CSV bot in the Process bot category or use the search bar to locate the one.
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. |
Source
In the Source section, upload the CSV file containing the data that will be used for pre-filling the document fields.
Mapping
In Data mapping, connect the column from the CVS table to document fields by clicking Map fields. Drag and drop the record fields onto the document fields. Use the search bar to find the required record field.
Blue highlights show which fields you can map. The names of the mapped fields are displayed on the canvas so you can see where the data will go.
To cancel mapping, hover over the connected field name and click on the Unmap icon. Alternatively, hover over the needed field on the document page and click the Unmap icon.
Once you've finished mapping, click Done.
Find record
In the Find record section, select the column in your CSV file that should match either the signer's details or a specific document field value during the signing session.
Matching type:
This setting helps you determine how data should be retrieved for pre-filling.
Document field value: Matches a column from the CSV file to a field in the document. The document field value acts as a key to locate the relevant row in the CSV.
Signer data: Uses signer information (email, first name, or last name) to find the corresponding row in the CSV file. For example, if a signer with a specific email address opens a document, the row containing that email will be used to pre-fill fields.
Text Input: If the record search criteria require manual input, enter the expected value for matching.
Input Parameters: Define input parameters to further refine the record search. This is useful when integrating with external workflows that provide pre-determined values.
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.
If you have a Find record set, you’ll have to input data matching search criteria for pre-filling. In our example, it’s any value from the indicated column. Enter it in the field as shown below. A success message confirms proper configuration. Any errors will be displayed as an error message.
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.
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.