What’s New: Automatically Fill Your Forms with “Set Field Value”

I’m excited to tell you about a cool new feature in Nintex Forms and the new responsive forms designer that lets you automate how fields are filled in.

In case you’re not familiar, our “Responsive Forms” technology lets you build one form that adapts dynamically to any device form factor, whether desktop, tablet, or smartphone. You don’t have to create a separate form for each device type. Responsive Forms are available now in your Office 365 tenant and will be coming very soon to your SharePoint farm.

A new feature called “Set Field Value” lets you create a rule to automatically fill a form field with whatever text you want. Previously you could create rules to format or validate form controls; now you can use rules to automate (and accelerate) the process of entering text in a form field.

I’ll use a simple example to show you how it works: a “New Account Form.” When new people join the company, we want to define their mail address and login name based on their first and last names. You may need to make small changes, for example, if a name has an accent mark, or if the login name already exists, but usually, this won’t be necessary.

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Starting from my accounts list, I create a form with fields for first name, last name, department, login name, and email address. I can create the email address and logon name by applying automatic logic — in this case, concatenating the first and last name. This is what I’ve set up my example workflow to do by default: for the “Email address” text field, I’ve created a rule saying: “If the user chooses to manually set the email address, then pre-populate the field applying our corporate guidelines.”

 

Here is the configuration:

  1. Select the field where you want to add the rule.
  2. Click “Rules.”
  3. Click “Add Rule.”
  4. Configure the rule.

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To configure the rule, you:

  1. Name it: give it an explicit name.
  2. Set the condition: this one is based on my named control “MailFormat” defining whether I enter the address manually or not.
  3. Select “Set Value”: to define a value in specific field.
  4. Define the value: in this case, I reused my named control to concatenate the values entered in the “FirstName” and the “LastName” controls.

Note that you can use any item properties, named control values, or runtime functions to define either the condition or the value.

And that’s it — the form will automatically create the new employee’s email address and login based on their first and last name! You can use the same process to do a wide variety of things — anything that could be accelerated by automatically populating text fields based on business logic.

 

Visit the Nintex Community today to learn more and engage in conversations with fellow Nintex users! 

Jaimé Seita

Jaimé Seita is a Nintex Technical Evangelist based in our London office.