This bot is available for free, and its usage does not consume credits. For more information about credit usage, refer to this article.
General
The Pre-fill with custom values bot streamlines document processing by automatically populating fields with customized data, reducing manual effort and ensuring consistency.
Use case: Imagine you're an Operations Manager overseeing the work trip compensation process for your company. With the Pre-fill with custom values bot, you can automate the task of determining whether employees' expenses are eligible or not for compensation. Instead of manually reviewing each expense report, you can set up the bot to populate the report with either 'eligible' or 'not eligible' based on predefined criteria. For example, expenses incurred within the company's travel policy guidelines might be marked as 'eligible', while those falling outside the policy may be marked as 'not eligible'. This automation saves time and ensures consistency in the compensation process.
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 with custom data 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:
Choose the document and field that should be pre-filled.
Set a value that will be pre-filled to the document fields by selecting one of the item types:
Fixed: Assign a static, unchanging name of your choice. For instance, you could set a name like "Project Report"
Signer details: pre-fill the field with details from the signer, such as their name or email address.
Document field: automatically fill the field with data that the signer has already provided in another part of the document.
Date and time: insert the date, time, year etc. when the document is being filled out or signed.
Compound: Combine static text with dynamic data variables. For example, you can create a name using the "@" symbol followed by selecting from available data variables , example- Invoice_@{Document Number}.
Note: Special symbols like: @#$ cannot be used for the pre-filling.
Select Add field to add more fields that should be pre-filled.
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 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 recipients complete the documents.
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.