This is a paid bot, and its usage will be counted toward your plan's credit limit. For more information about credit usage, refer to this article.
General
Use the Pre-fill fields from Creatio bot to automatically transfer data from Creatio records to your documents.
Use case: You need to submit Vendor evaluation reports and have vendors’ data stored in Creatio. To complete the reports faster, use the Pre-fill fields from Creatio bot that will export needed information from records to WorkFlow documents.
How to set up
To add the bot:
1. In the step settings, select Add bot.
2. Choose Bot and search for the Pre-fill fields from Creatio bot.
3. Click on the bot to install it.
Trigger
A trigger is an event that causes the bot to start working. The moment of the bot's activation depends on its placement in the flow:
If the bot is added after a step or any other element, it will run once that element finishes its job.
If within the step, the bot will run based on the trigger you specify. Choose the trigger type most relevant to your case:
According to this, select the bot's trigger type that will be most relevant to your case:
Trigger type | Description |
Step started | The bot activates when you start the workflow |
Document opened | The bot activates when signers start filling out the documents or switch between them. |
Field changed | Use for cases where a response or action is needed immediately after a user enters or updates information in the specific field. Select the document and the field that the bot should pay attention to complete the setup. |
Document completed | The bot activates once the signer completes a document you specify in the trigger settings. |
Next, select the trigger document (1) and click Continue (2) to proceed to the next section.
Connection settings
In Source, connect the bot to your Creatio account by clicking the Connect button.
In the pop-up, enter your Creatio organization’s URL and username and password for your Creatio account.
Disconnect the current account or connect to different accounts anytime you need using the three dots connection menu.
Next, select your Creatio record type to pre-fill from. Click Continue (2) to proceed to the next section.
Lookup
In Find record, set rules for how the bot will find the Creatio record you need. Start by selecting an object field that must work as an identifier.
Then, select the value type that your object field must match.
Value based on | Explanation |
Document field value | This option allows the bot to find records by matching the value in the specified object field with a corresponding value in a document field.
For example, if your document has a field that captures a record ID or name, the bot will search for records where the object field contains this value.
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Signer details | This matching type uses the details the signer provides, such as their email, first name, or last name, to find a corresponding record in the object.
It’s useful for workflows where the signer’s identity must be cross-referenced with your system's records. |
Text input | This option allows you to manually enter a custom text value, which the bot will use to find a matching record in the object.
This is particularly useful when the value to be matched isn't defined by the document or the signer but is a specific input the workflow creator provides.
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After that, provide the value that must match the object field, according to your choice.
Note: If you choose a document field as a lookup, remember to put your Trigger to Field changed.
You can add as many lookups as you need by clicking Add match.
Mapping
In Data mapping, connect your record fields to document fields by clicking Map fields.
The Drag data to document fields modal window will open. Drag and drop the record field onto the document field.
Names of the mapped fields are written on the canvas so the users can understand where the data will go. Use the search bar to find the field you need quickly.
Note: If you put the bot after a step in the diagram, you’ll be able to map signers likewise. Click Map recipient and select a Creatio record from which the bot will extract the contact data. For example, a name or email of the recipient.
Click Continue to proceed to testing.
Testing (optional)
In the Test section, you can simulate the bot's performance by clicking Test.
For testing, you’ll have to input data matching search criteria for pre-filling. Enter it in the field as shown below. A success message confirms proper configuration. Any errors will be displayed as an error message.
Conditions
Set conditions to control when the bot activates, tailoring it to your specific needs for more efficient automation. For detailed guidance, refer to this article.
Advanced settings
This section allows you to choose how the process proceeds in case the bot fails:
Select Proceed to allow the workflow to move to the next signer and automation if the bot isn't crucial.
Select Stop if the bot is critical; this prevents the next signer from receiving documents if data wasn't pre-filled from the source of your choice.