How to Prepopulate Fields on a Public Link Form in Assurance – Support Hub

When creating a public link form, you have the option to prepopulate certain fields, so that when a user opens the form these fields are already completed, but can still be edited. To do so you will need to set up pre-population in Assurance and then use an external software to populate theses fields.

This guide provides step-by step instructions on how to prepopulate fields within a public link form.

Please Note:

The following fields cannot be prepopulated:

URL
Address
Dependent Fields
Fields which are in a table
Formula enabled numeric fields
Attachments

To Prepopulate fields within a Public Link Form

1. Click the Gear in the top menu

2. Click Registers And Forms Templates

3. Click the name of your Registers and Forms Template

4. Select the Public Link tab

5. Click the Public Link Pre-Population Setup button

6. Click the Plusbutton

7. Click the textbox beneath Template Field

8. Select the template field that you want to prepopulate from the dropdown menu

9. Optional: You can edit the URL parameter name in text box beneath URL Parameter Name. This is just the name that will appear in the URL.

10. Click the tick button

11. Repeat steps 4-7 if you want to prepopulate more fields in the public form

Note: When you generate a URL using Assurance, the data in all fields will be empty. This URL is intended to be filled out using an external software used by your organisation.

Further information about completing the fields using an external software:

After adding fields, the public link URL will contain those fields as parameters. The fields will be shown in the URL starting with a question mark (?), which indicates the beginning of the URL extension that needs to be populated. From the question mark (?), the URL will follow this pattern:

<parameter name>=<data>&

This pattern will only change for the last field in the URL, which will not finish with a & as the & is used to separate fields e.g.

=&Commencement+Date=&End+Date=&Entity+Name

The data that is to be prepopulated into a certain field will appear after the =

Please see the below table of rules for completing different types of fields:

Date fields	URL Parameter=DD/MM/YYYY Eg. → Start Date=22/02/2018 This format will by default use the date format setup under Organisation on the Administrator screen. Other formats are also accepted
Time fields	URL Parameter=HH:MM (or HH:MM AM or HH:MM PM) Eg. → Start Time=11:20 (or 11:20 AM, 23:20 11:20 PM)
Short & Long text fields	URL Parameter=text Eg. → Entity Name=Hunter Primary Care
Numeric & Scale fields	URL Parameter=number (we advise that you do not include the dollar sign for numeric with currency) E.g. → Price=9.5
Single Select fields	URL Parameter= Selection1 Eg. → Payment Type=Credit Card For expanded answers (i.e. Other Please Specify), the freeform text follows with ' - ' (space dash space) Eg. → Payment Type=Others Please Specify - Paypal
Multi Select fields	URL Parameter[]= Selection1 & URL Parameter[]= Selection2 & URL Parameter[]= Selection3 and so on Eg. → Payment Type[]= Credit Card & Payment Type[]= Cheque & Payment Type[]= Cash For expanded answers, please refer to rules in Single Select fields

Note: If the information entered for a certain field parameter is incorrect, then this field will be blank when the public link is opened.