When a client submits any type of form, you'll be able to open it up and review their responses. This is great when you want to read over the entire form, but what about when you need to autofill a contract or an email with information the client submitted?
Mapping a field on a form tells Dubsado where to store the information entered in that field and gives you the ability to autofill that information elsewhere. Information can be mapped to fields within client profiles (client mapped fields) or within projects (project mapped fields).
But First, a Quick Guide to Fields in Dubsado
The term field is used in a variety of ways throughout Dubsado. Here's a quick breakdown:
Form Field - an element on a Dubsado form where clients can type in or select a response. Short answer and date select fields can be mapped to a mapped field!
Mapped Field - the location within a client profile or project where specific information gets stored, for example, the Client First Name field stores the client's first name.
Smart Field - a text placeholder you can use in your email and form templates that will autofill with the information stored in its corresponding mapped field.
Whatever the client enters in the form field that's been mapped to a mapped field can then be autofilled as text using a smart field. Got it? Let's map a field on a form!
How to Map Fields on Your Forms
You can map any short answer or date select form field. No other type of form field (free response, dropdown, checkboxes, etc.) is able to be mapped at this time.
Open up a form to edit or create a new one, and let's get started!
Add a short answer or date select field to your form.
Click on the form field element to edit it.
Under "Maps to" in the form field settings, use the dropdown to select the field to which you'd like to map this question.
Now whatever the client enters in that form field will be stored in the mapped field you selected once the form has been submitted. In the example above, we mapped a short answer form field to the Client First Name, so whatever the client enters for that question will be saved as their first name!
Using the Information You Collect
Where to View Your Mapped Fields
After a client has submitted a form where they filled in mapped fields, the easiest place to view the information at a glance is in the project sidebar. The diagram below shows all the places in the sidebar where you will find mapped fields:
Autofilling Information From Mapped Fields
Now that you have information saved to your mapped fields, a form or email can be autofilled with that same information using a smart field. A smart field is a placeholder that can be used in your form and email templates. To learn more about smart fields, check out these articles.
Allowing Clients to Update Their Own Information
Let's say a client fills out your lead capture form and provides an email address. Then you send them a questionnaire that also asks for their email address. Both forms have a form field mapped to the Client Email Address.
The Client Email Address mapped field will already contain the email address the client submitted on the lead capture form when the client receives the questionnaire. Therefore, the short answer field mapped to the Client Email Address on the questionnaire will autofill with the email address already on file.
The client can leave it as is, or type in a new email address if they would like a different one on file. Any time in your process where your client might need to update their information, you can provide mapped form fields.
TIP: Filling out a new lead capture form will never update the mapped fields in a client's profile. This is for security purposes since lead captures are meant to be publicly posted where anyone can fill them out. Existing information in mapped fields can only be updated via a contract, sub agreement, questionnaire, or proposal sent directly to the client from a project in Dubsado.
What Information Can I Map?
Below is the list of default fields you can map to. All fields should be mapped to a short answer question, except for project date:
Information mapped to client fields will be stored within the client's profile in Dubsado. If the client has more than one project, this information will remain the same across all projects. If you change this information within one project, it will change across all projects attached to that same client profile.
Primary Client Contact - this is the primary client you will be communicating with
Client First Name
Client Last Name
Client Email Address
Client Phone Number
Alternate Contact - perfect for the other half of a couple getting married!
Alt Contact First Name
Alt Contact Last Name
Alt Contact Email Address
Alt Contact Phone Number
Client Company Contact - the client's company info, if they have one
Primary Client Address - the main address for the client you'd like to have on file
Address line 1
Address line 2
State / Province
Zip / Postal
Shipping Address - if only collecting one address, use the primary address fields listed above
Shipping Address Line 1
Shipping Address Line 2
Shipping Address City
Shipping Address State / Province
Shipping Address Zip / Postal
Shipping Address Country
Social Media - collect links to your client's social profiles
Project (Job) Fields
Information mapped to project (aka job) fields will be tied to a specific project. If you start another project with the same client in the future, this information will not carry over to the new project.
Project (Job) Date - these fields will set the project date
Job Start date (adds a time select field to the date select question where the client can specify a start time)
Job End date (adds a time select field to the date select question where the client can specify an end time)
Project (Job) Location - great for when the location of an event, photoshoot, etc. is different from the client's primary address
Job Contact Name (name of coordinator you're working with on location)
Job Location Name
Job Address line 1
Job Address line 2
Job State / Province
Job Zip / Postal
Custom Mapped Fields
Don't see a field you need in the list above? We've got you covered! Check out our article on how to create custom mapped fields so you can collect all of the information relevant to your business.