Prefill known details and set field permissions

Prefill supplies known details so a recipient can complete the remaining questions. Permissions decide which details that recipient can see or change. Configure both when a request contains reference information that should stay consistent, such as a patient visit reference or an approved request number.

Choose what to supply

Start with the form's actual questions. Identify values you already know, values the respondent should check or correct, and values that belong to staff only. Avoid treating all prefilled data as locked: a supplied answer can still be editable unless its field settings restrict that action.

For a fictional intake example, the practice could supply a visit reference and ask the patient to confirm contact details. A request identifier may need to remain fixed while a telephone number may need correction. Use that distinction when setting each field's permissions.

Configure and inspect the request

1. Open the intended form and its prefill or personalized-link controls.
2. Map the known values to the correct questions. Check similarly named fields carefully.
3. Set supported field permissions for values that should be read-only, hidden or staff-only.
4. Generate or open a request using fictional values.
5. Review the actual recipient view and attempt the actions you intend to allow or block.

The available controls depend on the form and setup surface. Do not use an owner preview as the only test of recipient permissions: an editor can see more than the signer.

Keep invitation and access separate

A personalized request link can carry access to a particular response. Send it only to the intended person and avoid republishing it as the general form URL. Use the normal share guide for a public collection link and the workflow signer guide for role-based invitations.

For health information, review PHI controls before placing known data in a message or destination. A friendly email subject does not need to reproduce the patient details supplied to the form.

Verify the saved response

After the test recipient submits, inspect the response. Confirm that fixed reference details stayed correct, editable fields saved corrections, and staff-only fields were not presented as patient questions. If a later approver needs internal information, configure that step's access rather than making the whole response publicly editable.

Recheck the personalized flow after renaming questions, copying forms or changing mapped fields. A link tied to one form is not automatically a reusable mapping for another copy. For unexpected output, use privacy and email troubleshooting.