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 tables from SharePoint list records bot to automatically transfer data from your CRM records to document tables.
Use case: You need to create a report with the vendors' information provided in a table. You can automatically pre-fill all vendor information in your form and save time on manual data entering.
Note: To use the bot, you must have at least one web form with a Table field type in your workflow.
How to set up
To add the bot:
1. In the step settings, select Add bot or click the plus icon after a specific action.
2. Choose Bot and search for the Pre-fill tables from SharePoint list records 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 from the dropdown. This option activates when you add more than one document in your workflow.
Once selected, click Continue to proceed.
Connection settings
In Source, connect the bot to your SharePoint account by clicking the Connectbutton. You’ll be redirected to the Microsoft login screen. Once you’ve logged in, you’ll be directed back to WorkFlow.
Disconnect the current account or connect to different accounts anytime you need using the three dots connection menu.
Next, indicate the SharePoint record to pre-fill data from by using the dropdowns:
Select the SharePoint site where the needed records are located.
Select the SharePoint list where the needed records are located.
Note: If you cannot find the site you need on the list, ensure you’ve connected the correct account and have all necessary access permissions.
Once finished, click Continue to proceed.
Lookup
In Find record, set the process of how the bot will find the record you need. Select Sent by the airSlate WorkFlow integration app If you have a custom button in SharePoint that will run the workflow. In this case, you won’t need to set a lookup.
Select By bot lookup if you have no custom button. In this case, the lookup setting section will open.
In this section, choose the rules to locate specific fields in your record. These fields contain the data that will be used to pre-fill your document. In essence, you have to tell the bot how to find the exact field that you need.
To do so, match the record field and the document field value. For example, set up matching criteria so that the value in the Time period field is equal to the value of the Date evaluation completed field in your document.
When selecting Signer data, indicate what kind of data has to be the identifier: email, first name, or last name.
When selecting Text input, indicate your custom data to match the lookup field.
If needed, set up more lookup fields by clicking Add match and repeat the process.
Note: When setting a lookup, pay attention to the Trigger you choose. For example, when your lookup requires specific data from a signer, the trigger must be Field value changes to make the bot work correctly.
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 quickly find the field you need.
The mapped record fields will be marked with an icon on the side panel.
To cancel mapping, hover over the connected field name and click on the Unmap icon.
Alternatively, hover over the needed field on the document page and click the Unmap icon.
Once you’ve finished mapping, click Done.
Testing
In the Test section, simulate the bot's performance by clicking Test.
For testing, you’ll have to input data matching search criteria for pre-filling. If you have set a lookup, enter any of the record field values indicated as a lookup. In our example, it’s a contract number.
If you have no lookup, the input data will be a SharePoint record ID. To get the record ID, go to your test record, click on the three dots menu and select Copy link from the menu. Paste the link in the new tab — when the new page is loaded, you’ll find the record ID in the address bar, for example, ID=1.
Paste the record ID as shown below. A green success message confirms proper configuration. Any errors will be displayed as an error message.
Note: The Test section allows you to test your bot and ensure that it’s set correctly. After you publish your workflow, the Test section will no longer be available. The bot will then work using a custom button or the conditions set in the Find record section.
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:
1. Indicate the time zone you need to ensure that dates in your WorkFlow documents and SharePoint records match.
2. Choose how the process proceeds in case the bot fails:
Select Proceed to allow the workflow to move to the next signers 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 your chosen CRM.
