How to Prefill forms? What is Prefilling? Full Guide


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We all know Time is a precious commodity. Every minute counts, especially when it comes to completing repetitive tasks like filling out forms. Manually inputting data can be a time-consuming and monotonous process that hampers productivity. Fortunately, there is a solution to expedite this process: prefilling forms.

Google Forms, a popular tool for creating online surveys and questionnaires, offers a valuable feature known as "prefilled link." With this feature, you can automatically populate form fields with preexisting data, eliminating the need to enter information repeatedly. It's a game-changer that saves time and effort, allowing you to focus on more important tasks.

However, manually prefilling forms in Google Forms can be a complex and tedious process. Each form requires individual attention, which can be overwhelming, especially when dealing with numerous forms. But fear not, as there are alternatives available to simplify and streamline the prefilling experience.

One such alternative is BoloForms, a versatile form-building platform designed to optimize data collection across industries. BoloForms offers advanced features and customization options that empower businesses to enhance their data entry processes significantly. It provides a seamless solution to the complexities of manual prefilling, making the entire process more efficient and user-friendly.

In the following guide, we will explore how to leverage Google Forms' prefill feature and dive deeper into the transformative capabilities of BoloForms. We'll walk you through the step-by-step process of prefilling forms in Google Forms, and later explore the remarkable features of BoloForms that take form prefilling to a whole new level. So, let's begin our journey into the world of prefilling forms using Google Forms.

Guide to Prefill a Google Form

  • Open the Google Form you want to prefill.
  • Click on the three-dot menu in the upper right-hand corner.
  • Select "Get pre-filled link" from the menu.
get prefilled form link in google forms
  • A new tab will open with the form.
  • Fill out the relevant fields with the known answers for the intended recipient.
  • Once you've completed filling out the form, click the "Get link" button at the bottom.
  • Click "Copy Link" at the bottom of the page.
  • Paste the copied link into a new tab to preview it or use it in an email, or web page.
prefilled form in google forms

If you find filling out Google Forms individually time-consuming, refer to the next section for an alternative solution.

Boloforms: Best Alternative to Prefilling Form data

BoloForms is a versatile platform that provides efficient and user-friendly solutions for managing workflows. With its advanced features and customization options, BoloForms empowers businesses across various industries to streamline their data workflow processes.

One notable feature of BoloForms is its prefill functionality, which allows users to automatically populate form fields based on existing data sources. This feature proves particularly beneficial for industries such as education, where prefilling values based on student IDs or institute numbers can significantly enhance efficiency and accuracy.

For instance, in educational institutions, administrators often need to collect information from students repeatedly. By utilizing the prefill feature in BoloForms, student data such as contact details, course preferences, or previous academic records can be automatically filled based on their unique IDs, saving time and minimizing errors in data entry.

In addition to the education sector, the prefill feature in BoloForms can be equally advantageous for industries like sales, customer service, and finance. Salespersons can have crucial customer information prefilled, ensuring accurate and up-to-date data during deal negotiations. Customer service representatives can access client history and preferences swiftly, enabling personalized and efficient interactions. Financial institutions can prefill client information to expedite loan or account application processes, enhancing customer satisfaction.

By leveraging the prefill feature in BoloForms, businesses can streamline data entry, reduce manual effort, and minimize errors, leading to improved productivity and enhanced user experience. Let's explore the step-by-step guide below to implement the prefill feature in BoloForms and unlock its potential for your specific industry needs.

How to Prefill Forms? Step-by-Step Guide

Let's get started:

Step 1: Create Your Form

Start by logging into BoloForms and creating a new form. For this guide, let's assume you are creating a deal form where salespersons can input details about their deals. Include all the necessary fields such as Deal ID, Contact, Deal Value, Expected Close Date, and Notes.

boloforms prefill form feature setup

Step 2: Set Prefill Source as Google Sheet

Access the form settings and navigate to the prefill functionality section. Here, you need to specify the prefill source as Google Sheet, which will allow you to fetch data from a Google Sheet and prefill the form fields based on that data.

boloforms prefill feature google sheet selection

Step 3: Attach or Create a Google Sheet:

If you already have a Google Sheet attached to the form, you can skip this step. However, if you don't have an existing Google Sheet, you need to create one and attach it to the form. The Google Sheet will serve as the data source for the prefill feature.

Step 4: Access the Google Sheet

To set up the prefill feature, click on the "Edit Sheet" option. This will take you to the Google Sheet associated with your form, where you can manage the data and columns.

Step 5: Set up Data Columns

In the Google Sheet, you need to create columns that correspond to the questions and answers in your form. Based on your deal form, create columns for Deal ID, Contact, Deal Value, and any other relevant fields you want to prefill.

google sheet with prefill data

Step 6: Sync Data

After setting up the columns in the Google Sheet, return to the form settings and click on the "Sync Data" option. This action will synchronize the data from the Google Sheet into the form's database, making it accessible for prefilling the form fields.

Step 7: Select Trigger Question

Identify the trigger question in your form, which is the question that the user will answer, and based on that answer, other form fields will be automatically prefilled. For instance, in your deal form, the Deal ID can serve as the trigger question.

Step 8: Specify Answer Column

Choose the column in the Google Sheet where the user's answer will be recorded. In this case, select the column that corresponds to the trigger question (e.g., Deal ID column).

trigger question for prefill form feature

Step 9: Map Questions with Answers

Now, it's time to map each question in your form with its respective answer column in the Google Sheet. This mapping ensures that the correct data is fetched and prefilled based on the user's input. For example, map the Deal ID question to the Deal ID answer column, Contact question to the Contact column, and so on.

Step 10: Save the Mapping

Once you have mapped all the questions to the appropriate answer columns, save the mapping settings. This will establish the connection between the form fields and the corresponding data in the Google Sheet.

answer mapping for prefill form feature in boloforms

Step 11: Test the Prefill Feature

To ensure the prefill feature is working correctly, test it by filling out the form as a user would. For example, enter "123" as the Deal ID. As you submit the form, you will notice that the corresponding details, such as "Company A" as the Contact and a value of "10000" for the Deal Value, are automatically prefilled based on the entered Deal ID.

Step 12: Utilize the Prefill Feature

The prefill feature in BoloForms can be leveraged in various scenarios. For instance, if you are an educational institution, you can prefill values based on student IDs or institute numbers. Explore different use cases and take advantage of the prefill feature to streamline data entry and enhance user experience.


Prefilling forms has revolutionized data entry, saving time and boosting productivity. Google Forms offers a prefill feature that automates form field population. However, it can be complex and time-consuming to manually prefill each form. BoloForms, a versatile platform, simplifies the process with advanced features and customization options. Its prefill functionality enhances efficiency and accuracy in industries like education, sales, customer service, and finance. By leveraging BoloForms, businesses streamline data entry, reduce errors, and improve user experience. Prefilling forms, whether with Google Forms or BoloForms, optimizes workflows and leads to increased productivity. Embrace this transformative capability for streamlined data collection.


Paresh Deshmukh

Co-Founder, BoloForms

29 Jul, 2023

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