URL Parameter Pre-filling: Pre-fill Forms with User Data

Smart Forms for Jira can automatically fill in form fields with information you already know about your users. Instead of making people type their name, department, or other details they've already provided, you can send them a special modified link that shows a form with their information already knowm.

Think of it like this: When you email someone a meeting invite, it already has their name and email filled in. This feature does the same thing for your Smart Forms.

Two ways to use this:

Simple way: Manually edit form links to include specific information (no technical skills needed)
Advanced way: Have your website automatically personalize links based on who's logged in (requires coding)

How URL Parameter Pre-filling Works

Core Mechanism

The feature uses a manual variable substitution system where:

Form Configuration: In text form fields, you manually write special variables in the Default Response field using the format {variableName}
URL Parameters: When sharing the external form, you add matching parameters to the URL
Automatic Substitution: Smart Forms detects URL parameters and replaces the {variableName} placeholders with actual values

Step-by-Step Process

Step 1: Configure Form Field

CODE

Field: "Username" 
Default Response: {username}

Step 2: Create URL with Parameters

CODE

Original form URL: https://smart-forms.saasjet.com/external?token=abc
Modified URL: https://smart-forms.saasjet.com/external?token=abc&username=Alex

Step 3: Automatic Population When user opens the URL, Smart Forms:

Detects username=Alex in URL parameters
Finds the field with {username} in Default Response
Replaces {username} with Alex
User sees field pre-filled with "Alex"

Key Points from Developer:

✅ Manual Configuration Required:

Write {variableName} in Default Response fields
Add matching parameters to your form URLs

✅ Text Fields Only: Works only with form elements that have a Default Response field (text-based fields)

✅ Exact Matching: Parameter name in URL must exactly match variable name in {brackets}

Real-World Implementation Example

Use Case: Company portal integration

Form Setup:

CODE

Field 1: "Employee Name"
Default Response: {empName}

Field 2: "Department" 
Default Response: {empDept}

Field 3: "Employee ID"
Default Response: {empID}

Portal Integration: When user "john.doe" from "Engineering" department clicks IT request form, portal generates:

https://smart-forms.saasjet.com/external?token=abc123&empName=john.doe&empDept=Engineering&empID=EMP-789

CODE

https://smart-forms.saasjet.com/external?token=abc123&empName=john.doe&empDept=Engineering&empID=EMP-789

Result: User sees form with:

CODE

Employee Name: [john.doe] ← automatically filled
Department: [Engineering] ← automatically filled  
Employee ID: [EMP-789] ← automatically filled

Use Cases: Technical Integration vs Manual Editing

For Technical Teams: Automated Integration

Advanced Scenario: Portal integration for seamless user experience

User logs into company portal with username "john.doe"
User clicks "Submit IT Request" from their portal
With automated integration: Portal code automatically generates personalized form URL
Form opens pre-filled with user information from login session

Technical Implementation:

CODE

// Your website's code automatically updates form links
const currentUser = getCurrentUser();
const formURL = baseURL + '&userName=' + currentUser.name + 
                '&department=' + currentUser.dept;

For Non-Technical Users: Manual URL Editing

Simple Scenario: Support team or administrators manually personalizing form links

Example Use Cases:

Support agent helping a customer: manually adds &customerName=John Smith to form URL before sending
HR coordinator sending onboarding forms: edits URL to include &newHire=Sarah Jones&startDate=Jan15
Team lead distributing request forms: customizes URLs with &requestor=TeamAlpha&priority=High

Manual Process:

Take the base form URL: https://smart-forms.saasjet.com/external?token=abc123
Add parameters manually: https://smart-forms.saasjet.com/external?token=abc123 &userName=John&dept=Sales
Send the customized URL to the user
User opens form with pre-filled information

Supported Field Types

✅ Supported (with Default Response field):

Single-line text input
Multi-line text input
URL fields
Numeric elements

❌ Not Supported:

Dropdowns
Radio buttons
Checkboxes
Date pickers
File attachments

Practical Examples

Manual URL Customization Examples

Customer Support Scenario:

CODE

Base URL: /support-form?token=abc123
Manual edit: /support-form?token=abc123&customer=ACME-Corp&priority=High&agent=Sarah
Result: Form opens with customer and priority pre-filled

Event Registration:

CODE

Base URL: /event-signup?token=abc123  
Manual edit: /event-signup?token=abc123&event=TechConf2024&session=Morning&booth=Demo-Station
Result: Form shows event context automatically

Project Requests:

CODE

Base URL: /project-request?token=abc123
Manual edit: /project-request?token=abc123&manager=Mike Chen&budget=Standard&timeline=Q2
Result: Form includes project context