Advanced settings: how to automatically populate a contract with data submitted via a form in a Prospect workflow

It often so happens that some client data required for a contract (for example address, date of birth etc) may not be available when sending the workflow to the client.

One option is to simply add required data fields onto the contract and ask the client to fill them out. If however, you also ask the client to fill out a questionnaire, it may be easier to collect the data there and automatically import it into the contract.

The way to do this is simple:

Go to your Form Template (Portals/Portal Group/Form Templates),

locate you form and click on the 'edit' button

In your form add a variable name to the data widget inside the form (ex. "DateOfBirth"). If the widget is embedded inside a Section widget, add a varialbe name to the Section as well.

Save your changes

Then assign the form variable name via the gearbox settings.

Finally, add your 'request a signature' step to the workflow (it mush be a step AFTER the form step although it does not have to be immediately after). Add your document template. When defining the signature fields, add the variable path to the default value of the Text box, surrounted by curly braces (ex. {{Form1.DateOfBirth}} ). If you don't want the client to be able to edit that field, enable the 'read only' flag.

Save everything

You are now ready to send the workflow. Go to the appropriate Portal, go to Workflows and either send the workflow to the user (if it is visible) or clone it from the template via the + button.

When you send the workflow to the client/employee this is what will happen:

In the first step the client will fill out the form and submit it.

Then when the user arrives at the 'signing' step, the field will already be pre-filled:

Note that this feature works in Prospect workflows and Portal Workflows.