Prefill-Zoho Sheet
Table of contents
Overview
The Prefill-Zoho Sheet field enables forms to autofill data directly from a Zoho Sheet. When a respondent enters a value and clicks the search icon, the form searches the specified column in the sheet. If a match is found, the corresponding row is used to fill the mapped form fields automatically. This helps reduce manual effort, ensures data accuracy, and enhances the user experience. The form fetches data from the sheet based on the entered value and populates the relevant fields, which the respondent can review or adjust before submitting.
Configuring Prefill-Zoho Sheet
To configure the Prefill-Zoho Sheet field, create your form and follow these steps:
- Navigate to the Builder tab.
- In the fields panel, go to Prefill.
- Drag and drop the Prefill-Zoho Sheet field onto your form to add it.
- A configuration popup will appear now with four steps to complete the setup:
- Field Configuration
- Sheet Settings
- Test & Verify
- Prefill Mapping
Let's check each step in detail below.
1. Field Configuration
In this section, you will configure the basic field settings:
- Enter the Field Label for your Prefill-Zoho Sheet field.
- Choose the Field Type.
- The supported field types are Single Line, Number, Email, Phone, Dropdown and Radio.
- Click Next.
2. Sheet Settings
In this section, you will configure the Zoho Sheet details based on which how the form will fetch data:
Zoho Sheet Details
Spreadsheet Name
Select the Zoho Sheet spreadsheet from which data will be fetched. Click Choose spreadsheet to browse and select the spreadsheet from your Zoho Sheet account.
Worksheet Name
Once a spreadsheet is selected, choose the specific worksheet within it that contains the data you want to use for prefilling.
Search Column
Select the column in the chosen worksheet that will be used as the lookup key. When a respondent enters a value in the Prefill-Zoho Sheet field and clicks the search icon, the form searches this column to find a matching row.
Example: If your Prefill-Zoho Sheet field is "Enter Employee ID" and the Search Column is set to emp_id, when a user enters 1001 in the field and searches, the form will look up the value 1001 in the emp_id column of the configured worksheet and return the matching row data to prefill the form.
Note:
- The first row in the sheet will be used as column headers. These headers are used for the search and prefill configurations.
- During a search, the configured worksheet's Search Column will be queried with the value entered in the Prefill-Zoho Sheet Field to fetch the matching record.
- After prefill setup, keep the configured column headers unchanged in the sheet. If modified, prefill may not work as expected.
- Special characters (except spaces and _) are not allowed in the Search Column name.
3. Test & Verify
In this step, you can test and verify that the correct data is retrieved from the configured worksheet based on the value entered in the Prefill-Zoho Sheet field.
- Enter the test values in the Fields section.
- Click Run Test to fetch the sample data from the configured worksheet.
- Review the received response to verify the data is correct.
Click Next.
Note:- Ensure the entered value exists in the configured worksheet's Search Column to retrieve matching data.
- Ensure the configured worksheet is not renamed or deleted for the prefill to work as expected.
4. Prefill Mapping
The next step is to determine which form fields should be pre-populated with the information from the fetched data.
To map the form fields that you wish to prefill with data from the configured worksheet,
- Click Choose Field to add a form field.
- Click the input text box on the right corresponding to the added form field.
- A popup with the JSON response will open. Identify the keys in the JSON response that contain the data you need and select it for the mapping.
- Repeat this for all form fields you wish to prefill.
For Date and Date-Time fields: You have the option to choose the Expected Format. The date value received from the webhook in the chosen format will be converted to the Date Format configured in the form's settings (Settings > General > Date & Time > Date Format) and prefilled in the live form.
Click Save to complete the Prefill-Zoho Sheet field configuration.
Note:
- You can have a maximum of 50 field mappings in the Prefill Mapping section, including fields mapped within the Subform.
- When a form loads with a pre-filled value (via Field Alias) in the Prefill-Zoho Sheet field, it triggers the search automatically. Here, the mapped fields will get prefilled via the configured sheet automatically without the respondent manually clicking the search icon.
- Subforms are not supported in Prefill-Zoho Sheet field.
Field Properties
After you configure the Prefill-Zoho Sheet field, the standard field properties will be the same as those of the selected field type (Single Line, Number, Email, Phone, Dropdown, or Radio).
After configuring the field, Prefill Configuration and Search Icon Style can be edited from the properties panel itself later.
Prefill Configuration
Prefill Configuration displays your prefill data source (in this case, Zoho Sheet) within the properties panel itself. For a quick view of your configured prefill, click the Summary button; for editing it, click on Edit button.
Prefill Configuration Summary
Click on the Summary button to view Prefill Configuration Summary. It displays a summary of your configured prefill, including the prefill data source (Zoho Sheet), Worksheet Name, Search Column and Prefill Mapping details. You can quickly view the configuration without reopening the full setup.
Edit Prefill Configuration
Click the Edit button to reopen the configuration screens and modify the Sheet Settings, Test & Verify section, and Prefill Mapping details if required.
Search Icon Style
You can choose how the search action is presented to respondents in the live form using the Search Icon Style property. The search icon can be customized in the following display styles:
Inline Icon
The search icon appears directly within the Prefill-Zoho Sheet field, on the right side.
Standalone Icon
The search icon appears as a separate clickable icon right next to the prefill field.
Button
The search action appears as a dedicated button. On selecting this icon style, the Button Label property will appear. This lets you customize the text displayed on the button (for example, “Search”, “Lookup”, “Fetch Data”).
Note:
- When the search icon is clicked, the form looks up the value entered in the Prefill-Zoho Sheet field within the configured worksheet’s Search Column and fills the mapped fields accordingly.
- The button label cannot be left empty and the maximum length supported is 10 characters.
For Response Formats and Pricing details that apply to all Prefill fields, refer to the Prefill Overview article .
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