CDFIs and other community development organizations are increasingly using online forms to collect applicant and constituent data. Automatically passing this information into Salesforce removes the need for manual entry and enhances user experience. Tools such as FormAssembly’s Salesforce Prefill Connector can serve as an integral part in maintaining data quality throughout complex multi-step business processes. In this post, we will explore how community development organizations are leveraging prefill functionality to better meet the needs of their staff and applicants. And, we will provide an example on how one of our CDFI partners is using the prefill connector to enhance their loan application process.
Streamlining Multi-step Applications
The application process for many CDFIs and community development organizations vary in their level of detail or complexity. Capturing basic personal information and eligibility qualifications, however, are key components to any application. Often, the process begins with a pre-application screening to filter out applicants that do not meet specific criteria. Candidates that meet pre-qualification requirements will be notified and given access to the full application. Rather than having applicants manually re-enter information onto a new application so Salesforce can connect to the existing record, organizations can simplify the process by leveraging the prefill functionality.
Note that access to the Salesforce Prefill Connector requires a Premier or Enterprise plan with FormAssembly.
Data Validation via Prefill
When streamlining an application process via FormAssembly, prefilling can play an important role in data validation. Prefilling allows a form to pull specific data points directly from Salesforce and populate them into fields when the form is opened by an applicant. The prefill connector links to existing records and ensures the submitted information maps back to Salesforce correctly. This can mean updating existing records or creating new records with the correct associations and relationships. Implementing prefill in an application process helps to ensure the data being mapped back to Salesforce is accurately documented and cuts down on duplication.
Configuring the prefill connector mapping is accomplished the same way as mapping upon form submission. With the prefill connector there is the added advantage of an existing link to the correct record. With an established connection between FormAssembly and Salesforce, an applicant’s personal data can also be mapped to pre-populate the form. Ultimately, the connection makes the process more efficient for both applicants and Salesforce users.
Creating + Using Unique Links
It is common for a pre-eligibility form to send applicant data into Salesforce as a Lead in the system. Additional information that qualifies someone as a candidate to apply is also fed into Salesforce. These leads can be qualified manually, or further automation can be leveraged to auto-convert based on criteria in Salesforce. The pre-eligibility data collected can populate fields in the application that is sent to a qualified lead. FormAssembly will use a reference point passed from Salesforce via the URL link to connect information back to the appropriate record within the system. This can be accomplished by including Salesforce record IDs in the form link.
By utilizing a formula field in Salesforce, unique links can be created automatically for qualified applicants upon conversion. In this example, Salesforce record IDs are passed onto the form and used to validate against, ensure the correct record is updated, and populate the applicable fields.
CDFI Use Case
Craftsman’s Managed Services team worked with San Francisco Bay Area-based CDFI, Working Solutions, to implement prefilling throughout their application process. Working Solutions was originally using a unique URL, which was populated through a formula field that fed data points and record IDs from Salesforce onto the application. The resulting URL link was too lengthy and complex, which led to incomplete auto-fill data and a need for manual data entry. By leveraging prefill, Working Solutions was able to push the same data points onto the application form using a simplified unique link. The new link is generated by a formula field and validates all record IDs that pass from Salesforce to FormAssembly. No data submission errors have been reported since implementing the Salesforce Prefill Connector. And, as a result Working Solutions has improved its data quality, enhanced the applicant experience, and minimized manual entry for staff.
Read the Working Solutions case study.
Summary + Conclusion
FormAssembly’s Salesforce Prefill Connector has become a useful tool in streamlining application processes for CDFIs and community development organizations. Leveraging prefill functionality can enhance data quality, improve the applicant experience and save users’ time.
Contact us for more information on how our Managed Services team can help your organization.