Automating pre-population of Sign Document template via Jotform Workflow from Airtable Automation

Hello Jotform Support Team,

I hope you're doing well.

We're working on setting up a fully automated contract signing process and need help with one specific part:

• We have an Airtable automation that pre-populates a Jotform form and submmit it (that's working perfectly).
• That form submission then triggers a Jotform Workflow containing our Sign Document template, which includes several fields.
• What we haven’t been able to do is ensure that the data collected in the pre-filled form actually populates the fields in our Sign Document template when the Workflow runs.

To sum up our use case:

We want to automatically generate a contract for each client with all relevant data (name, contract details, amounts, etc.) already filled in, based on Airtable data → submit form → trigger Workflow → deliver ready-to-sign contract to all parties.

We believe this scenario is likely a very common demand, given the need for automated contract generation at scale. Could you please guide us with:

1. Best practices or recommended configuration to map form data into Sign Document template fields within the Workflow?
2. Whether this can be done natively, or if any API/Webhook steps are required?
3. Any step-by-step documentation or examples we could follow?

Any help or direction would be immensely appreciated. This unlocks exactly the automated contract flow we're aiming for.

Thanks in advance!

Best regards,

Will

Hi William,

Thanks for reaching out to Jotform Support. I'm an AI assistant. I'll do my best to help you until someone from the support team is available.

To automate the population of your Sign Document template fields from your pre-filled form submission in Jotform Workflow, here’s what you need to know:

• Jotform Workflow can map form submission data to your Sign Document template fields natively if the field names match exactly.
• Ensure your form fields and Sign Document template fields use consistent names for automatic data mapping.
• If more advanced automation is needed, API or webhook integration can be used to push data from Airtable through the form and into the document template.

For detailed steps and examples, Jotform provides documentation on using Workflows with Sign Document templates and API integrations.

Give it a try and let us know how it goes.

Hello Jotform Support Team,

Thank you for your previous guidance.

We have set up the following:

• An Airtable automation successfully pre-populates and submits a Jotform form.
• That submission correctly triggers a Jotform Workflow with a Sign Document element.
• We have confirmed that the variable names in the Sign Document template exactly match the form field names.

However, despite this, the fields in the Sign Document are not being populated with the form data.

Could you please assist with:

1. Troubleshooting mapping issues — is there a specific naming format or prefix/suffix requirement?
2. A step-by-step guide or checklist for setting this mapping correctly in the Workflow.

We believe this is a common use case—automating contract generation from dynamic data—and would greatly appreciate any detailed instructions or documentation. Thank you!

Best regards,

Will

Hi William,

Thanks for the update. Here’s how to troubleshoot and correctly map your form data to the Sign Document template in Jotform Workflow:

1. Ensure exact field name matching: The variable names in your Sign Document template must exactly match your form field names, including case sensitivity and spacing.
2. No special prefixes or suffixes: Avoid adding extra characters or spaces to field names; keep them clean and consistent.
3. Set up Sign Document element properly: In Workflow Builder, add the Sign Document element, select your document, and assign signer roles with names and emails. This setup enables data mapping.
4. Check for errors or warnings: Look for red error indicators on the Sign Document element in Workflow Builder, which signal missing or misconfigured settings.
5. Test with a simple form: Try mapping a few basic fields first to verify the process before scaling up.

Following these steps should resolve mapping issues. For detailed setup, refer to Jotform’s guides on Workflows and Sign Document elements.

Hello Jotform Support Team,

Thanks for your help so far.

I want to clarify that we have already ensured exact matching between form field names and Sign Document variable names (same casing, no spaces or special characters). We even used the Unique Name from the Sign Builder (Advanced → Field Details), yet the fields are still not populated in the Sign Document when the Workflow runs or when trying via URL.

As a reminder:

• The Sign Builder displays a Unique Name for each field, stating it “can be used to pre‑populate fields from a URL”.
• However, Jotform Support has confirmed: Sign Documents cannot be pre-populated via URL, and their fields don’t accept URL parameters in practice, even if names match exactly

We need to:

1. Automate pre-populating contract data (name, amount, dates) into a Sign Document template via Airtable → Jotform form → Workflow.
2. Map those fields directly into the Sign Document element for an end-to-end, hands-off flow.

Since URL prefill and direct mapping in Sign Builder don’t work, could you please:

• Confirm that no workaround exists using matching Unique Names in the Workflow’s Sign Document element?
• Provide any official guidance or documented process that does support this case (e.g. Smart PDF + Sign Workflow, or API solutions)?
• Advise whether this feature is on your roadmap, or if there is an alternative reliable solution?

An automated Sign Document flow based on client-specific pre-filled data feels like a fundamental requirement—your guidance here would be invaluable.

Thank you!

Best regards,

Will

Hi William,

Thanks for the detailed information. Currently, Jotform Workflows with the Sign Document element do not support pre-populating fields in Sign Documents directly via matching Unique Names or URL parameters. This limitation means that automatic field population in Sign Documents from form data is not natively available.

For automated contract generation, the recommended approach is to use Smart PDF combined with Jotform Workflows or leverage API integrations to fill PDF fields before triggering the signing process. These methods allow more control over data mapping and automation.

At this time, there is no official workaround or native feature to prefill Sign Document fields directly in the Workflow using Unique Names. This feature is recognized as a common need, but it is not yet available. You may consider using Smart PDF or API-based solutions as alternatives.

We appreciate your understanding and encourage you to explore these options for your automated contract flow.