Default values or automations don´t seem to work with what I’m proposing.
We often share forms with external partners/clients. We might only use one board for several clients, but we would like to share with them a prepopulated form with their data, so that neither them or us have to fill those.
I have seen a topic suggesting to be able to modify URL with query parameters, which would avoid having several forms per board, but just prefilled data would be awesome and more friendly user.
I would like to know if there is a way to use a form to fill in columns with a selected item, instead of creating a new item. Currently, the form generates a new item, but I would like to update only specific columns of an existing item.
Additionally, I’m interested in knowing if there is a possibility for a form to fill in sub-elements.
This is actually one of the core features of FormFlow. With Update Forms, each client gets a unique link that dynamically pre-fills with their specific item data from your board. So you dont need to create separate forms for each client at all.
Supports all monday.com board column types and keeps everything synced. Theres also a Forms Routing feature where you can show different forms from a single link based on conditions (AND/OR rules) from your item fields, which is useful when you have different client types.
Depending on what you are pre-filling, that exists now with monday’s Workforms. You can set specific columns as pre-fill for the URL. You can even change the name of the column for the URL so that it makes more sense.
However, you still need to create those pre-filled URLs.
If you have Pro or Enterprise, you can use Workflows to do just this. Copy the pre-fill URL into the Workflow, and then place the column data needed into it. Then have the populated URL enter either a Text column, Link column, Updates, or in an automated email. You can trigger this to happen however you like, such as with a status column change.
However, note that you will have issues when the pre-fill column has spaces, such as a name column for someone like “John Smith.” Here, what you will do is add a Workflow block prior to URL creation with the free app Workflow Blocks: Formula by SpicyTab. You’ll use the Substitution formula, substituting the space with +. When you are placing the space, just hit the space bar with no quotation marks. It’s all you need to do.