Jotform to prefill?

Hello, I'm dispatching my technicians on service calls for various companies, we have a jotform for each company. The technician is having to fill out all the fields of a work order on each dispatch. Can I create a simple jotform for my customer to fill out, which will then generate a partially filled jotform for my tech to finish?

For example, when dispatching a call for Securitas:

Securitas Fills out form: Customer site name, address, account number, trouble call number, service need.

This goes to my tech as a (prefill?) or some kind of step 2, where my employee can then complete the fields regarding travel, on site off site time, resolution, and parts used.

When finished, the final output would need to be placed on the customer's original pdf work order.

You can look at my Securitas Service Call form for the way we're doing it now, which is the tech filling in ALL the info for each call, slowing them down a lot, and resulting in mistakes.

Hi Andrew,

Thanks for reaching out to Jotform Support. I’ll need a bit of time to look into this. I’ll get back to you as soon as I can.

In the meantime, let us know if you have any other questions.

Hi Andrew,

To achieve your goal, you can use the Get Form Page URL widget and add an Edit Link to the Autoresponder Email to whom the form completion will be done by. I can see that you've already added the said widget in the form. From there, let me help you with the prefilling part. Let's start:

First, let's add the Edit Link to the Autoresponder Email so that once the form is submitted by your customer, the email that will be received by your Tech can edit the submission in it. Here's how:

1. In Smart PDF Forms, select Settings from the blue navigation bar.
2. Go to Emails.
3. Hover your mouse over the Autoresponder Email and click on the Pencil icon.
   
4. Click on any blank portion of the email to add the edit link.
5. Click on Form Fields and select Edit Link.
   
   

Once done, we'll hide all the fields that are intended to be filled out by your Tech. That way, it won't be filled in by customers by mistake. This is done best using a desktop/laptop computer. Here's how:

1. Tap and hold the Control key (CTRL) of your keyboard for Windows or Command key (Cmd) for Mac.
2. While doing so, in Smart PDF Form, click on the fields that need to be hidden.
3. On the top portion of the page, click on the Hide button.
   
4. You can do this to all the fields you need to hide from the customer's end and for your Tech to fill out.

Next, we'll now add the Conditional Logic so that once your Tech receives the submission that he/she needs to fill out, the hidden fields will be visible on their end. That way, they'll be able to complete the form. Let's begin:

1. Still in Smart PDF Forms, select Settings again.
2. Go to Conditions.
3. Choose Show/Hide Field from the list.
   
4. Start adding the conditions as shown below:
   Please note that the fields that need to be shown in the condition depends on the fields you've originally hidden. The screenshot above is only an example.
5. Once done, click on Save.

Lastly, you need to create a condition wherein if a particular field filled out by your Tech is filled, an email will be sent to the customer with the completed submission details. On this example, we'll use the Tech Signature field as an identifier.

First, we'll add an email field for the customer to be used as the 2nd Autoresponder Email. Let me show you how:

1. Click on Add Element on the left in Smart PDF Forms.
2. Select Email and add it into the form.
3. Name it Customer Email.
   
4. Next, go to the Email window in Settings.
5. Click on Add Email and select Autoresponder Email.
6. Go to the Recipient tab and add Customer Email in the Recipient Email field, if not added automatically.
   
   

Once done, we can now add the condition to send an autoresponder email to the customer once your Tech completed the form, using the Tech Signature field. Let's begin:

1. Go to the Conditions window in Settings and click on Add Condition.
2. Select Change Email Recipient from the list.
   
3. Start adding the condition as shown below:
4. Don't forget to click on Save once done.

Check out this cloned form and test it so you can try it out. Feel free to clone it or use it as basis for your form if needed.

Give it a try and let us know if you have any other questions.