Widget de hoja de cálculo a formulario: ¿Cómo rellenar previamente un formulario con datos predeterminados?

Hola, buenas tardes. Nos contactamos porque nos interesa crear un formulario para que podamos asignar a nuestros agentes técnicos. Lo que nosotros estamos buscando, particularmente, es tener un modelo donde nosotros carguemos algunos datos previamente, por ejemplo el nombre y apellido, dirección y teléfono. Esos datos nosotros cargaríamos previamente y tiene que ser inmutable para el agente el cual asignemos, lo qué nuestro agente tendría que hacer es rellenar con los campos faltantes, los mismos serían la firma, la fotografía y la fecha.

Resumiendo, nombre completo, dirección y telefono tendríamos que poder completarlo nosotros y que no se pueda modficiar, el resto que sería la fecha, firma y foto tendría que ser completado por nuestro agente o persona a la cual pasemos el formulario. Me gustaría saber si es posible realizarlo.

https://form.jotform.com/243244427619055

Hi dariomartinezaa,

Thanks for reaching out to Jotform Support. Our Spanish Support agents are busy helping other Jotform users right now, so I'll try to help you in English using Google Translate, but you can reply in whichever language you feel comfortable using. Or, if you'd rather have support in Spanish, let us know and we can have them do that. But, it might take a while until they're available again.

Now, coming back to your question, if you have a database ready for the prefill (e.g., an Excel sheet file), then it can be easily achieved by using the Spreadsheet to Form widget. How it works is that, you will be connecting the spreadsheet file to your form with the predetermined data available to autopopulate some of your fields (e.g., name, address, phone number). The form users will just need to enter a Unique code associated with their data, to prefill the form. And then, they'll just need to fill out the rest like adding a photo, or signature, to complete and submit your form.

Before we proceed, note though that the Address element is not currently supported for the Spreadsheet to Form widget prefill. Here are the list of elements supported by the said widget:

• Full Name
• Email
• Time
• Short Text
• Long Text
• Dropdown
• Single Choice
• Multiple Choice
• Scale Rating
• Star Rating

What you can do is to modify the Address field into multiple Short Text elements, since they still need to be filled out separately, so the Spreadsheet to Form widget can connect properly and prefill the data in your form. Let's start:

First, create a spreadsheet with your data structured like you see below. Make sure that the column names in the spreadsheet match the field names on the form, and include a unique column, like an ID, so the data can be distinguished.

Once prepared, we can then modify the Address field to create separate fields for each of them. Here's how:

1. In Form Builder, go to the Address element and click on the Trash Can icon to delete it.
   
   
2. Once deleted, click on Add Element on the right.
3. Under the Basic tab, look for Short Text and add 4 of it into your form (i.e., Street Address, City, State/Province, and Postal/Zip Code).
   
   
4. Select one and click on the Gear icon.
5. Update its Field Label to 'Dirección de la calle'.
6. Go to the Advanced tab and toggle Shrink so it won't take too much space.
7. Do the same steps for the other elements.
   
8. To make sure no one can type onto the fields, you can set them as Read Only. You can also do that for the other fields that will be prefilled later.
   
   

Once done, we can now add the Spreadsheet to Form widget for the prefill. Let me show you how:

1. Click on Add Element again and go to the Widgets tab.
2. Search for Spreadsheet to Form and add it into your form. I suggest adding it on top of the page since that's the first field form users will be filling out for prefill.
   
3. Next, click on Upload File to connect your Excel spreadsheet file.
4. From the Access Code Column, select Unique ID.
5. Select Yes from the Autofill By Condition dropdown.
6. Once done, click on Update Widget.
   

Check out the preview below:

Note that if you need to make any changes to the Excel spreadsheet file, you need to re-upload it so the prefill can work, as it may break the connection if not done so. Also, the file, being static, can't be automatically updated based on the information entered into the form while filling it out.

Check out this cloned form so you can test it out. Feel free to clone it if needed. We also have a guide to help you learn How to Use the Spreadsheet to Form Widget.

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