Revised 03/10/2026
- Overview of Prefill Data
- Read Only & Overwrite Existing
- Mapping to Field with Data - Simple Form Builder
- Mapping to Field with Data - Advanced Form Builder
Overview of Prefill Data
The prefill data feature is commonly used for two scenarios:
1. To display information from akoyaGO CRM to the user as read-only. This information is for the GOapply user's information only, and they cannot edit the existing data in akoyaGO CRM. An example of this would be displaying the Original Grant Amount in a Report phase. The GOapply user should see how much they were awarded, but should not be able to change this data in GOapply or akoyaGO CRM.
2. To allow the GOapply user to update data that was entered in earlier phases. This information is displayed to the GOapply user, but they can edit the existing data in GOapply (and in akoyaGO CRM if you would like). An example of this would be displaying a Purpose that was entered during an LOI Phase again in an Application Phase. The GOapply user can update this information if it has changed between their LOI and Application submission. For this example, I would not set the question to Read Only.
*Important notes:
If you update the data in akoyaGO CRM after the user begins this phase, the updated data will only display if the question in GOapply is marked Read Only. If the question is not marked Read Only and you update data in akoyaGO CRM after the user begins the phase, the user will not see the update in the GOapply UI.
Please note that if you use this function to display data from a field that triggers workflow processes in akoyaGO CRM, the workflow will be triggered again when the user submits this phase. This is particularly important to understand if you want to display the Grant Amount field as prefill/read-back data in a later reporting phase. We recommend that you do not display the Grant Amount field as a read-only mapped question in a later phase, as this triggers our out-of-the-box workflow that creates a payment upon approval. If you want to display the amount the grantee has received, we recommend either displaying the Original Grant Amount or creating a custom field in GOapply (using a Business rule to populate it).
Things to Consider - Read Only & Overwrite Existing
When mapping GOapply questions to a field (column) in akoyaGO that may already contain data, two settings are especially important to review: Read Only and Overwrite Existing. Both settings are available in the Simple Form Builder and Advanced Form Builder. Screenshots below show where to locate these options in each builder.
Read-Only
The Read-only setting makes a field visible to the applicant while preventing them from editing its value. This is useful when you want to display information for reference purposes only. For example, when showing the Original Grant Amount during a Grant Agreement phase, this field is often set to Read Only so the applicant can see the value, but cannot change it.
Overwrite Existing
The Overwrite Existing setting controls whether data entered by the GOapply user will replace existing data in akoyaGO.
For example, if multiple reporting phases map to the same Project Update field, you may want the most recent response to always replace the previous value - this would be an example of when Overwrite Existing would be selected.
The Overwrite Existing setting is especially important when mapping to related Constituent or Contact records using a panel. For instance, you might ask an applicant to provide a Contact’s address, but only want that information to update akoyaGO if the field is currently blank in akoyaGO. If you do not want existing data overwritten in akoyaGO and want the opportunity to review the GOapply user's response and make data updates manually, ensure that Overwrite Existing is not selected.
Mapping to Field with Data - Simple Form Builder
To map to a field containing data in Simple Form Builder, begin by launching the Form Editor from a phase and adding a Mapped Question for the field/column you want to display. For steps on accessing the Form Editor and adding a Mapped Question, please see GOapply Simple Form Builder.
After adding the question, consider the Overwrite Existing and Read Only settings covered above.
To make a question Read-only, click on the General section of the Question Properties and check Read-only:
To access the Overwrite existing setting, click on the Mapping section of the Question Properties:
Overwrite existing will be selected by default. If the data entered by the GOapply user should not update the existing data in akoyaGO, make sure to uncheck this!
Mapping to Field with Data - Advanced Form Builder
It is akoyaGO's best practice to build phases in Simple Form Builder, following the release of the feature in August 2025. However, if you built a phase before this date, or if you have converted to Advanced Form Builder, the steps below show how to map to a field with data in Advanced Form Builder. For steps on accessing the Form Editor and more information on Advanced Form Builder, please see GOapply (GOmanager) Advanced Form Builder.
From your toolbox, drag a single input or comment question into the form builder
Note: Use 'Single Input' if you are showing data that is no longer than 1 sentence. For example: Requested Amount, Begin Date, End Date, Title, etc. Use 'Comment' if you are showing data that is more than 1 sentence. For example: Purpose, Project Description, Collaboration, etc.
From within the Question Properties, set the name and title of your question
In the following example, we will map the "Request Number" field to display this number to the GOapply User in the GOapply UI when completing a Grant Agreement.
To make a question Read-only, click on the General section of the Question Properties and check Read-only:
Because we are working in Advanced Form Builder, you will now set the mapping to the field/column that contains the data you want displayed in the akoyaGO section.
To access the Overwrite existing setting (which is labeled Overwrite Field in Advanced Form Builder), click on the Mapping section of the Question Properties:
Overwrite existing will be selected by default. If the data updated in GOapply should not update the existing data in akoyaGO, make sure to uncheck this!