Sending prefilled forms directly to a customer’s inbox can save hours of manual data entry and significantly improve response accuracy. With the no-code form builder, Forms Made Easy, you can generate a form that automatically pulls data from an existing Salesforce record, prefill it, and email it instantly to the right contact without any workflow setup.
The prefill form functionality is useful when we need to update an existing record’s details or collect additional information. In such cases, we create a form with the required fields and publish it. Once the form is published, an additional Publish tab becomes available. Under this tab, there is a sub-option called Email, where we can search for and select a record. After selecting the record, the form is then sent to the record’s email address.
In this guide, we’ll walk through the exact steps to create a prefilled form, send it to a specific record, and allow users to update their own Salesforce data in just one click.
Let’s dive into the step-by-step guide:
Steps to Create Prefilled Emails
Step 1: Go to the My Forms tab and click on the “Create New Form” button.
Step 2: Enter the Form Name and select the Form Type “Salesforce Objects”.
Step 3: Select “Contact” as the Primary Object and click the “Create Form” button.
Step 4: Go to the Object Fields section and click on “Contact.”
Step 5: Drag and drop the First Name and Email fields from Contact. The Email field from Contact is mandatory to send emails.
(Note: The Email field from General Fields is not valid for sending emails.)
Step 6: Click the “Publish” button.
Step 7: Click the “Publish Form” button.
Step 8: Click on “Done” to close the modal.
Step 9: Once the form is published, an additional Publish Options tab becomes available. Under this tab, there is a sub-option called Email. Click on “Email”.
Note: If the form is already created, click “Edit”, go to Publish Options, and click “Email”.
Step 10: Select an individual record option.
Step 11: Search the record using the Name or Email, or ID. And then select a record.
Step 12: Enter the Subject of the email. Enter the Subject of the email.
Step 13: Now, from the Add Merge Field option, select the “Prefill Form URL” and click the + icon to add that merge field into the email body.
Note: You can add the other merge field too. But only those fields will be shown which you have dragged & dropped into the form builder.
Step 14: After that, to send the email, click on “Send”.
Step 15: Click “Close”.
Step 16: Check your email and click on the Prefilled Form URL.
Step 17: When you open the prefill form, the selected user details will be shown in the field.
Step 18: Now the user can update or fill in the details and then submit the form.
(For example, here, we have updated the first and last names. Then click the “Submit” button.)
Step 19: You will see that the Contact Record is updated in Salesforce.
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Conclusion
Prefilled email forms in Forms Made Easy make data updates faster, cleaner, and fully automated inside Salesforce. Instead of chasing customers or internal teams for corrections, you simply send them a pre-populated form they can submit in seconds, and the record updates instantly.
Whether you’re collecting missing data, confirming details, or driving user-verified updates, this feature removes manual effort and ensures error-free records.
Want to see it in action? Install the Salesforce Form Builder App and start sending prefilled forms today.
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