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Prefill means placing approved existing information
into a form before the respondent starts.

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A volunteer renewal, for example, could begin with a name and email already entered.

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The respondent can review that information instead of typing every answer again.

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First confirm that your connector and form workflow support the intended kind of prefill.

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A working CRM connection or a record lookup does
not, by itself, provide a secure respondent-facing form.

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This lesson explains the decisions needed before that workflow is used.

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Decide how the workflow will identify the record and
confirm that the respondent is allowed to view it.

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Do not rely on a person's name alone.

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Define what happens when no record is found or several records could match.

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Create a small allowance of fields for the form.

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Names and approved contact details may be appropriate for a renewal.

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Private notes, internal ratings, and unrelated CRM information do not belong there.

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Check that each visible value has a clear purpose.

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Use the approved access mechanism for your implementation.

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CRM credentials must remain on the server.

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Avoid putting sensitive information directly into a link.

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Where a secure link is supported, confirm its expiry and access
rules, and understand what happens if someone forwards it.

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Decide which values the respondent may edit and which should remain fixed.

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Explain what will be saved when the form is submitted.

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Consider stale information and empty fields.

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Prefilled values still need appropriate review and validation.

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Loading information into a form does not automatically update the CRM.

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Write-back needs its own approved mapping and record action.

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In a test environment, review the displayed values, submit a deliberate change,
and verify the correct destination record when write-back is supported.

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Your next step is to list who may open the form, which fields
may appear, and what should happen after submission.

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Confirm those requirements against the capabilities available in your account.

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Use the written guide as your prefill planning checklist.