You can design Form Templates to automatically pull data from a user's profile, directly in to a Form using the User Data field. The data will be populated in to the form at the time it is launched.
When designing your Form Template you can choose the type of profile data to pull in to the form from any of the fields in the Additional Information tab of a User's profile.
Super Administrators can create Custom Profile Fields which show in the Additional Information tab. The Create Person Custom Fields guide can walk you through how to do this.
Add a profile data field to a Form Template
Within the Form Template, click on the Layout tab.
Click on the User Data icon on the Tools Palette on the right of the page.
A list of fields available within the Additional Information tab will be displayed.
Drag the field type you want to be included in the Form Template on to the page. Grey dashed lines will show where you can drag the field to. When you drag the field to one of those positions, the dashes will turn blue. This will be where the field is placed when you let go of the mouse button.
Once the field is in place, you can edit the Label and Description by clicking on the field.
Click in to the label field to edit. To add a description, click on the small downward arrow to the right under the label field editor.
Once you have completed editing the label and description, click on the green tick to save changes.
What happens in the Form Activity?
An Administrator, Content Creator or Manager creates a Form from a Form Template and assigns it to a User. The User's profile data will be automatically pulled in to the relevant field when a person within the workflow launches the Form Activity.
It will not be possible to edit the profile data within the Form itself. However, while the Form is still live and transitioning through the workflow, the Manager or Administrator can update the data held in the Additional Information tab in the User's profile and it will automatically be updated within the Form the next time it is launched. The field will update in real time until the final sign-off of the Form. Once signed-off, a snapshot of the data will be saved and the data value will be fixed.