How to Use Entity Properties & Pre-fill Form Fields

Entity Properties allow you to define specific attributes (such as address, status, or ID) for your Entity Types. Once defined, these properties can automatically pre-fill fields in your forms, saving time and allowing for dynamic logic based on the entity selected.

1. Defining Entity Properties

Before you can use properties in a form, you must define them at the Entity Type level.

1. Navigate to the Management menu and select Entity Types.

2. Create a new Type (e.g., "Prospect") or select an existing one.

   • Note: Clicking on an existing Type now opens the list of entities associated with that type. To edit the Type definition, click the Edit (Pencil) icon.

3. In the Type settings, add your Properties.

   • Text Property: Useful for static information like an Address.

   • Dropdown Property: Useful for status (e.g., "Active" vs. "Inactive"). You can define the specific options users can select.

4. Click Save.

2. Adding and Managing Entities

Once the Type has properties, you need to fill in the data for each specific Entity.

Manual Creation

1. Click on the Entity Type to view the list of entities.

2. Click Add Entity.

3. Enter the entity name (e.g., "Client A") and fill in the values for the properties you defined (e.g., Address: "Main St", Status: "Active").

4. Save the entity.

Bulk Management

For large databases, you do not need to enter data manually.

1. In the Entity Type view, use the Bulk Manage feature.

2. This allows you to download a spreadsheet template, fill in rows for thousands of entities (including their property values), and upload them back into the system.

3. Pre-filling Forms with Entity Data

Now that your entities have data attached to them, you can configure your Forms (Templates) to pull this data automatically.

1. Open the Form Builder (create a new template or edit an existing one).

2. Add a Text Field element to the form.

3. In the field settings, look for the Default Value or Pre-fill option.

4. Select Entity Property.

5. Choose the specific property you want to display (e.g., "Status").

6. Configuration Options:

   • Read-only: Check this if you want the user to see the data but not change it.

   • Hide from user: Check this if the data is for backend logic only.

4. Using Entity Properties in Logic

You can use pre-filled entity properties to make your forms dynamic.

1. In the Form Builder, go to the Logic tab.

2. Create a new rule based on the Text Field you just created.

3. Example: IF "Entity Status" IS "Active" THEN Show "Inspection Group A".

   • This ensures that your users only see questions relevant to the specific entity they are inspecting.

5. The User Experience

When a user starts an inspection or fills out a form:

1. They select the Entity (e.g., "Client A") at the start of the inspection.

2. The system automatically looks up the properties for "Client A".

3. The Text Fields mapped to those properties are automatically filled (e.g., "Active").

4. Any Logic tied to those fields triggers immediately.