Question

Populating a Laserfiche Form field with data that is already in LF User Data

Forms Connector Version 10 Business Processes

Updated March 21, 2016

asked on March 21, 2016

If LF users already have data in their user records (such as Name, Business Unit, and Manager) and this same data are needed in a LF form, can this same data be automatically populated by selecting the employee name on the form? It seems like this could save steps and provide consistency. What method would be the best practice? LF Connector? If so, which action, "launch a website" or "write data to an application"?

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replied on March 21, 2016

By "data in their user records" do you mean that information is in a SQL database somewhere? I guess this really depends on where you are coming from. You said that they could select the employee name on the form. Yes, you can create a simple lookup rule where by selecting the name, it fills in other information via a lookup to SQL. No need for the Connector.

If you want to launch a form that selects a name for them, then yes you would use the connector. This also depends on some clarification, but are you in another application, want the users to hit a button, and be brought to the Form? If the data is in another database I would scrape just the unique ID of the person off the application and pass that to the connector to launch a URL.

Otherwise you can grab as many pieces of info as you want. The URL syntax is just going to be

http://servername/Forms/ProcessName?FieldVariableName=

You can pass as many variables to the Form as you want and they should fill out.

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replied on March 21, 2016

The fields are in MS CRM Dynamics 2013 and contain the User Name, Business Unit, and Manager. If the LF Form user could simply select (or lookup) his name, instead of typing his name and the the Business Unit and Manager fields populate from the information on the same CRM record, it would save several steps and eliminate possible input errors. I'm looking for the best practice to achieve this type of task. I appreciate very much your feedback, since I'm just beginning my journey with forms and want to learn the most efficient methods.

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replied on March 21, 2016

Since MS Dynamics is SQL backend (I believe) then you would probably use the connector. Scrape the name off the Dynamics front end and pass that variable to the Form (using the sample syntax). Then have Forms do a lookup on that name and fill in the others. Just make sure that the name is unique.

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Populating a Laserfiche Form field with data that is already in LF User Data

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