Prefill information on a form

This article refers to our legacy product, Forms Manager. For the best Finalsite experience, we recommend using our newest product, Forms, which is already available to you in your modules list. To learn more, please review our New Forms FAQ or Compare Forms and Forms Manager.

As an admin, you can set up many form fields to automatically pull in information from a user's constituent profile, provided they are logged in when they fill out the form.

To configure a field for prefilling Constituent Manager data, you will need to:

  1. Open the settings for an element by clicking the pencil icon.

  2. Scroll down to the “Prefill Options” section of the Element Properties window.

  3. Use the "Prefill From" dropdown list to select what data from the profile you want to use in the form.

    Prefill options dropdown menu

The field in the Build & Edit window will now show a default value (i.e. "first" or "PREFILL") to indicate that it is being prefilled.

Note: Selecting some fields, such as "Phone Number," may provide additional options. For instance, with phone numbers, you can choose to prefill either a phone number or an extension. If you want to prefill both, you can create a second "phone number" text field element, then set one element to prefill the number, and the other to prefill the extension.

You can also prefill Grouped Elements, such as the "Address Block" collection of fields. If multiple addresses have been entered into Constituent Manager, the Prefill Options dropdown menu will ask you to choose which address should be prefilled.

If a user fills out the form without being logged into the portal, the fields will not be prefilled with any information, but will be blank instead.

Any prefilled information can be edited by the user, if they would like to override the information that was brought in from Constituent Manager.

What fields can be prefilled?

The following fields can be prefilled with data:

  • Text Field: Name, Address, Email, Phone, Other (including administrative fields, custom fields, personal fields, demographic information, and other data that Constituent Manager can be configured to store)

  • Email Field: Home, Personal, School, or Work Email

  • Address Block: Home, Personal, School, Summer, Winter, or Work Address

  • Phone Block: Home, Home Fax, Mobile, School, School Fax, Work, Work Fax

  • Name Block: Prefix, First, Middle, and Last names, Suffix

Prefill options

Full prefill options for Text Fields and Hidden Fields are:

  • Address: Home Address, Personal Address, School Address, Winter Address, Work Address, Mailing Address,* Primary Address*

    Each address field contains these fields available to prefill with: Address 1, Address 2, Address 3, City, State Abbreviation, State Full Name, Region, ZIP code, Country

  • Email: Email, Home Email, Personal Email, School Email, Work Email, Primary Email*

  • Name: First Name, Initials, Last Name, Maiden Name, Middle Name, Prefix, Suffix, Nickname

  • Phone: Home Phone, Home Fax Phone, Mobile Phone, School Phone, School Fax, Phone, Work Phone, Work Fax Phone

    Each phone choice has the option of selecting the Phone Number or the Extension.

  • Administrative: Business Name, Business Website, Bus Route, Carpool, Class Of, Current Grade, Date Enrolled, Degree 1, Degree 2, Degree 3, Degree 4, Degree 5, Degree School 1, Degree School 2, Degree School 3, Degree School 4, Degree School 5, Degree Year 1, Degree Year 2, Degree Year 3, Degree Year 4, Degree Year 5, Employed Since, Grad Name, Homeroom, License Plate, Locker Number, Organization, Personal Website, Place of Worship, Retire Date, Room, Current Status

  • Custom Fields: Custom 1 - Custom 10

  • Demographic: Gender, Marital Status

  • Personal: Date of Birth, Height, Industry, Job Title, Marriage Date, Occupation, Weight

  • System: Import IDs, Username

* Not an independent field, but a designation for another field. For example, your "Primary Email" field could be your School Email, whereas another user's primary could be their Personal Email.

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