How to Extract Data from Another Form with Prefill

Hello,

I am looking for assistance based on the following scenario

A trainer needs to complete a form template based on 3 different people's performance.

The first section of the template will have the same data responses for all 3 people.

e.g. Date of training, training location, vehicle type etc. All this data stays the same.

So currently the person completing the form has to fill in the same responses 3 times.

We want to be able to have a section that collects the same data and then a section where the instructor can answer the same questions but with an opportunity to provide 3 different responses for their three participants.

We are wanting to avoid having to do the same template 3 times but need to be able to extract the data and export it for 3 different people.

Happy to clarify this further

Thank you

Hi Courtney,

Thanks for reaching out to Jotform Support. Just to confirm, you would like to extract data from a form and have it automatically fill the corresponding fields in the next form. It's easy to do this with the Form Prefill option. Let me show you how:

1. In Form Builder, in the orange navigation bar at the top of the screen, click on Publish.
2. Now, click on Prefill in the menu on the left side of the screen, and then select Form Prefill.
3. Select the form that you want to prefill from, then choose the fields you want to take data from.
4. Click on Save Settings and click on Add a New Prefill.

Now, you need to select from which submission you want to retrieve the data. Let's do it:

1. Hover over the row or rows you want to create prefill and select them.
2. Then, click on the Create button at the right corner of the page.

That's it. You can use the Prefill link and if the trainer wants to change some fields they can do it as well. Check out the screencast below to see my results:

You can also check out How to Prefill a Form With Data from Another Form guide to have a better idea.

Give it a try and let us know if you need any other help.

Hi

No I think we are slightly on different pages

I want the person completing the form to only have to do 1 form

We then want that one form to be able to be automatically dispersed into 3 individual responses

We dont want our administrator having to manually prefill everytime

Hi Courtney,

Unfortunately, it is not possible to do so. One form submission can only contain one piece of data. As a workaround, create a landing page URL to prefill the first section of the form and save it to the thank-you page in case you need to submit the form again for another trainee. This workaround still requires the trainer to submit the form three times, but the first section is prefilled with the landing page URL, so you do not need to fill it out yourself.

Check out this guide on How to Automatically Pass Form Data to Another Form

Let us know if there's anything else we can help you with.