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 information from one document to another one within one workflow, save time and reduce the risk of errors when transferring data manually using Pre-fill from doc to doc bot.
Use case: Human Resources: when onboarding new employees, there are several documents that need to be filled out, such as offer letters, employment agreements, and tax forms. You can pre-fill the employee's name, job title, salary, and other pertinent information across all these documents in one go, streamlining the onboarding process 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 from doc to doc 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. |
Action settings:
In Data mapping, connect your fields from one document to another one by clicking Add fields. This allows the system to know where each field should be pre-filled. Use the Add fields option to match fields from the source document to those in the destination document that should be pre-filled.
Use the Add documents option to add more documents and perform matching so the bot could pre-fill several documents in a row.
Testing
In the Test section, simulate the bot's performance by selecting Test. Input the value from the column you indicated as a match for pre-filling. A green 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.
Without defined conditions, the bot will default to activating whenever signers interact with documents or complete them.
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.