How to Pre-fill Fields in Airtable Forms

Introduction

In this tutorial, you'll learn how to pre-fill fields in Airtable forms by modifying the form URL. This technique is useful for streamlining data collection and enhancing user experience by providing default values in the form fields. By the end of this guide, you'll be able to customize your Airtable forms effectively.

Step 1: Copy Your Form URL

• Open your Airtable base and navigate to the form you want to pre-fill.
• Click on the "Share form" button to access the form URL.
• Copy the URL provided for your form.

Step 2: Understand Pre-fill Basics

• To pre-fill a field, add a specific attribute to the end of the form URL.
• The basic format for pre-filling a field is:

  ?prefill_FIELD_NAME=VALUE
  

• Replace FIELD_NAME with the name of the field you want to pre-fill and VALUE with the desired value.

Step 3: Use Field ID Instead of Field Name

• Sometimes, using the field name might not work due to spaces or special characters.
• You can use the field ID, which is a unique identifier for each field:

  ?prefill_FIELD_ID=VALUE
  

• To find the field ID, you can inspect the form in your browser or refer to Airtable documentation.

Step 4: Pre-fill Select Fields

• For fields that allow selection (like dropdowns), use the same pre-fill format:

  ?prefill_SELECT_FIELD=OPTION
  

• Ensure that the OPTION matches one of the choices available in the dropdown.

Step 5: Pre-fill Linked Records

• To link records automatically, use the following format:

  ?prefill_LINKED_FIELD=RECORD_ID
  

• Replace RECORD_ID with the ID of the record you want to link. Make sure the record exists in the linked table.

Step 6: Pre-fill Date and Time

• For date fields, format the pre-fill value as follows:

  ?prefill_DATE_FIELD=YYYY-MM-DD
  

• For time, you can use:

  ?prefill_TIME_FIELD=HH:MM
  

• Ensure the formats are correct to avoid errors.

Step 7: Hide Pre-filled Fields

• If you want to hide fields that are pre-filled, you can do so in the form settings.
• Go to the form configuration and set the visibility of the fields to "hidden."
• This way, users won’t see the pre-filled values but they will still be submitted with the form.

Conclusion

You've now learned how to pre-fill fields in Airtable forms using URL parameters. This method can greatly enhance the efficiency of data entry and improve user experience. Consider experimenting with different field types and values to see what works best for your specific needs. For further automation and workflow enhancements, explore additional resources or reach out for expert guidance.