Prefill form fields with client and case details

Prefill fills in a form's text boxes for the person filling it in, with details your hub already has, such as their name, your firm's address or the case's Tag IDTag ID A permanent label you give a case, such as rear-end-2026, also shown as Reference ID and used in imports.. They can still change what's filled in.

1. 1

   Open the form's builder

   In Library › Form Templates, choose Edit Form on a template that isn't published yet. A published template opens read-only, so duplicate it first with Duplicate Form.

2. 2

   Choose a text box

   Click the text box to fill in, and choose Field Logic. Prefill works on text boxes only.

3. 3

   Pick the detail

   In Properties, open Prefill data and pick the detail's code, then choose Save. Type part of a code to search for it.

   Code	What it fills in
   ${user.full_name}	The name of the person filling in the form. given_name or family_name gives their first or last name, and email or phone their contact details.
   ${clients.primary.full_name}	The case's primary client. Use guardian for the client's guardian, and given_name, family_name, email or phone for other details.
   ${staff.lead_attorney.full_name}	The case's lead attorney. Staff designations are primary, attorney, paralegal, case_manager, lead_attorney and lead_paralegal. Your own roles use their names in place of staff.
   ${company.name}	Your firm's name. address gives your main office's address, and phone or email your firm's. See Add your office locations.
   ${case_ref_id}	The case's Tag ID. ${case_id} gives its case ID, as in the Admin Panel's case list.
   ${date}	Today's date, such as October 1, 2026. ${datetime} adds the time.

4. 4

   Check it saved

   "All changes saved!" shows once your choice is saved. If a save fails, the builder says "Your latest changes couldn't be saved." Choose Retry; it also tries again when your connection comes back. The text box stays empty in the builder and in Preview: to see which detail it holds, choose Field Logic again. To remove a prefill, clear Prefill data with × and choose Save.

What happens next

When someone opens the form on a case to fill it in, each prefilled text box shows its detail as the case has it then, with dates in their time zone. They can change it before they submit.

A detail the case doesn't have leaves its box empty, such as a lead attorney when nobody on the case is one. Your team's details are left empty, too, for someone whose role doesn't have Get all teams, and for everyone when Team is switched off for your hub or hidden on the case; their own details and your firm's still fill in. Your team's email addresses and phone numbers fill in only for Admins and Managers; for anyone else, such as a client, those boxes stay empty, so use your firm's instead. If two people share a role and designation, such as two primary clients, one of them is used.

E-sign templates prefill the same way. A prefilled field there keeps its value only when it's assigned to the person who signs it, so give it a participant. Intake forms offer only the date, the person's own details and your firm's.

If something goes wrong

• A prefilled box is empty. Nobody on the case has that role and designation, their profile doesn't have the detail, your firm hasn't marked a main office, or the box holds a team member's detail and the person can't see the team: their role lacks Get all teams, or Team is off. Your team's email addresses and phone numbers are always empty for clients and anyone else who isn't an Admin or Manager.
• Your own name shows instead of the client's. ${user...} codes fill in whoever is filling in the form. To show the client's details whoever opens it, use ${clients.primary...}.