The Pre-fill from parameters bot automates the process of filling document fields with data from predefined parameters, ensuring consistent and accurate data entry across documents. Before using this bot, make sure to set up parameterswithin your workflow. These parameters will serve as the source of information to be automatically populated in the document fields.
Creating workflow parameters
Defining variables that can be used during workflow execution creates flexible and dynamic workflows. You can specify the necessary parameters for each document separately without changing the workflow setup each time.
Note: Currently, you can add parameters for Signer steps with the Contact TBD assignment type. Future updates will allow using the Prefill from parameter bot for any document, step, or bot.
To set up workflow parameters, go to the Workflow start element. The Signers section of the sidebar shows all required recipients with the Contact TBD type. You can rename steps as needed without showing these names in the workflow.
You can add more parameters to provide custom values by selecting Add parameter.
Tip: For example, add custom values like Employee email, Manager email, and Manager name you want to use throughout the workflow and documents.
When you start the workflow, a modal window will appear for you to enter the workflow parameters.
After the current step is completed, the workflow will automatically proceed to the next step using the email addresses you provided in the parameters.
General
Note: This bot is available for free, and its usage does not consume credits. For more information about credit usage, refer to this article.
This bot automates filling document fields with repeated user-provided data across multiple documents simultaneously, reducing repetitive tasks and ensuring data consistency and accuracy.
Use case: A legal firm can use this bot to automatically fill out engagement letters, confidentiality agreements, and payment authorization forms with the repeated client information (such as name, address, and contact details) from the client intake form during onboarding, saving time and reducing errors.
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 from parameters 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. |
Tip: To pre-fill other workflow documents with data from a source document (like the Client Intake form), select the Document completed trigger. This ensures that once the client completes the source document, other documents are automatically filled with the parameter data.
In Fields, connect the parameter values to the document fields where they should be filled. You can connect the same parameter values to multiple fields where this parameter is needed.
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 signer interact with documents or complete them.
Best practice: Set conditions to ensure the parameter fields are not empty.
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.