Mapping Data Fields in Form Templates

Note: This article covers data mappings — the feature that links form fields to customer, policy, and other record data so forms fill in automatically. It applies to both PDF Form Templates and Web Form Templates.

What Are Data Mappings?

Data mappings are the connections you set between a form field and a piece of information already stored in your system — such as a customer's name, a policy's effective date, or your agency's phone number. Once a field is mapped, the system automatically fills it in when the form is generated, so you don't have to type that information manually every time.

Whether you're designing a PDF Form Template (like a certificate or insurance document) or a Web Form Template (like an intake or update form), the mapping process works through the same interface: the Field Mappings Selection panel.

Understanding the "Areas" — What Can Be Mapped?

When setting up a data mapping, you choose which part of the system your field should pull data from. These sections are called Areas. The 7 available areas are: Customer, Policy, Carrier, Office, Agent, Agency, and Date & Time. For the full list of fields available in each area, see the Quick Reference section below.

Each area contains a list of standard fields available for all users. Additionally, Customer and Policy areas also show your agency's Custom Fields — any extra fields you've defined for your customers or policies — labeled with a Custom badge so they're easy to identify.

Pro Tip: Custom Fields are the fields your agency created beyond the standard system fields — for example, "Vehicle VIN," "Preferred Language," or "Referral Source." They appear at the bottom of the Customer and Policy field lists, separated by a divider line.

How to Map a Field in a PDF Form Template

Data mappings for PDF forms are set directly inside the PDF Designer, available when editing a PDF Form Template under Administration → Customizations → Forms Templates → PDF Forms.

Step 1: Enable the Mapping Selector Switch

Before you can map fields by clicking on them, you need to turn on the Field Mappings toggle. Look for the switch in the top-right area above the PDF editor — it's labeled Field mappings. When the switch is turned on (shown in orange/yellow), clicking any field in the PDF will automatically open the mapping selector. When it's off, clicking a field selects it for design purposes only (positioning, resizing), without opening the mapping panel.

Also visible in this same area is the red Clear All Mappings button. This button removes every data mapping configured on the template in one action — use it when you want to start your mappings fresh. See the Clearing Mappings section below for details.

Field Mappings toggle switch and Clear All Mappings button in the PDF Designer

Step 2: Click a Field to Open the Mapping Panel

With the switch turned on, click any text field, checkbox, or other field on the PDF canvas. The Field Mappings Selection panel will open. At the top of the panel you'll see an information banner that confirms what mappings do: every time the form is generated, the mapped values will be filled in automatically. Below that, the panel is split into two columns — Areas on the left and Fields on the right.

Field Mappings Selection modal showing Customer area selected and fields listed on the right

Step 3: Choose an Area and Select a Field

On the left side of the panel, you'll see the list of Areas (Customer, Policy, Carrier, Office, Agent, Agency, Date & Time). Click the area that contains the data you want to pull into this field. On the right side, the available fields for that area will appear. Standard fields are listed first; any Custom Fields your agency has created appear below the divider line, each marked with a Custom badge.

Click the field you want to map. The panel closes automatically and a placeholder label — such as [CustomerFirstName] or [PolicyNumber] — appears inside the PDF field, confirming that the mapping is set.

Field Mappings Selection modal scrolled down showing custom fields with Custom badge below the standard fields divider

Step 4: Verify Your Mappings Across the Form

Once you start mapping fields, it helps to see the whole picture. With the Field mappings switch ON, every mapped field displays its placeholder token directly inside the PDF field. For example, a form section might show:

[PolicyNumber] — the policy number for the insurance record
[CustomerFullName] — the insured's full name
[CustomerDateOfBirth] — the insured's date of birth
[CustomerFullAddress] — the insured's full correspondence address
[CustomerMobilePhone] — the insured's mobile phone number

Fields without a mapping remain blank. Scroll through the form to check every section — any field showing its original label or left empty still needs a mapping assigned (or is intentionally left for manual entry).

PDF Form editor with Field mappings ON, showing placeholder tokens such as [PolicyNumber], [CustomerFullName], [CustomerDateOfBirth] and [CustomerFullAddress] inside the mapped fields

Clearing Mappings

There are two ways to remove mappings, depending on what you need:

Remove a single field's mapping: Make sure the Field mappings switch is on, then click the specific field whose mapping you want to remove. The mapping panel will open. At the bottom of the panel, click the red Clear Mapping button. The placeholder label will be removed from that field and the connection to system data will be cleared — without affecting any other mapped fields.
Remove all mappings at once: Click the red Clear All Mappings button in the top-right corner of the PDF card (visible above the editor, next to the Field mappings switch). This removes every data mapping from the entire template in one action. Use this when you want to remap the whole form from scratch.

Heads Up: Clearing mappings only removes the connections between fields and system data — it does not delete the fields themselves from the PDF. Your form layout stays intact; only the auto-fill behavior is removed.

How to Map a Field in a Web Form Template

Web form data mappings work through the field card on the Web Form Designer canvas. Navigate to Administration → Customizations → Forms Templates → Web Forms, open or create a template, and add your fields using the drag-and-drop designer. Here's what each state looks like:

1. Field as dropped onto the canvas

When a field is first added to the canvas, the card shows the field label, its description, and the input area. No mapping is set yet — the field is ready to be configured.

Web Form field card just dropped onto the canvas, showing the First Name field with no mapping set

2. Hover to reveal the mapping button

Hover over the field card and two action buttons appear on the right: a purple mapping icon (the data mapping button) and a red delete button. Click the purple button to open the Field Mappings Selection panel — the same panel used in PDF forms. Select the area and field as described above.

Web Form field card on hover showing the purple mapping button and red delete button

3. Field with mapping set

Once a mapping is configured, the field card displays a purple "Mapped to:" label showing the exact placeholder token — for example, Mapped to: [CustomerFirstName]. This makes it easy to verify at a glance which data each field is connected to.

Web Form field card showing 'Mapped to: [CustomerFirstName]' purple label after mapping is set

4. Hover over a mapped field to remove the mapping

If you hover over a field that already has a mapping, the purple button changes to an UnMap action. Clicking it removes the data mapping from that field without deleting the field itself.

Web Form field card on hover showing the UnMap button on an already-mapped field

Web Form Mapping Note: In web forms, mappings serve two purposes: they pre-fill fields when the form is generated for an existing customer or policy, and they allow submitted data to update records or create new ones automatically. This makes web form mappings even more powerful than PDF mappings.

What Happens When a Form Is Generated?

Once a form is generated for a specific customer or policy, the system looks at each mapped field and replaces the placeholder with the actual data from that record. For example:

A field mapped to Customer → First Name will show the customer's actual first name
A field mapped to Policy → Effective Date will show that policy's start date
A field mapped to Date & Time → Creation Date will show today's date at the moment the form is generated
A field mapped to a Custom Field (e.g., "Vehicle VIN") will show that customer's or policy's value for that custom field

Fields that have no mapping will remain blank and can be filled in manually at generation time.

Quick Reference: Available Fields by Area

Customer

Field Name	Placeholder Token
Customer Number	`[CustomerNumber]`
Full Name	`[CustomerFullName]`
First Name	`[CustomerFirstName]`
Last Name	`[CustomerLastName]`
Company Name	`[CustomerCompanyName]`
Company DBA	`[CustomerDBA]`
FEIN	`[CustomerFEIN]`
Gender	`[CustomerGender]`
Marital Status	`[CustomerMaritalStatus]`
Date of Birth	`[CustomerDateOfBirth]`
Office Name	`[CustomerOfficeName]`
E-Mail	`[CustomerEmail]`
Mobile Phone	`[CustomerMobilePhone]`
SMS Consent	`[CustomerMobilePhoneSmsConsent]`
Work Phone	`[CustomerWorkPhone]`
Fax	`[CustomerFax]`
Website	`[CustomerWebsite]`
SSN	`[CustomerSSN]`
Driver License	`[CustomerDriverLicense]`
Driver License State	`[CustomerDriverLicenseState]`
Personal Full Address	`[CustomerFullAddress]`
Personal Address Street 1	`[CustomerAddressStreet1]`
Personal Address Street 2	`[CustomerAddressStreet2]`
Personal Address City	`[CustomerAddressCity]`
Personal Address State	`[CustomerAddressState]`
Personal Address Zip Code	`[CustomerAddressZipCode]`
Personal Address Country	`[CustomerAddressCountry]`
Business Full Address	`[CustomerFullBusinessAddress]`
Business Address Street	`[CustomerBusinessAddressStreet1]`
Business Address Street 2	`[CustomerBusinessAddressStreet2]`
Business Address City	`[CustomerBusinessAddressCity]`
Business Address State	`[CustomerBusinessAddressState]`
Business Address Zip Code	`[CustomerBusinessAddressZipCode]`
Business Address Country	`[CustomerBusinessAddressCountry]`
+ any Custom Fields defined for Customers

Policy

Field Name	Placeholder Token
Policy Number	`[PolicyNumber]`
Effective Date	`[PolicyEffectiveDate]`
Expiration Date	`[PolicyExpirationDate]`
Cancelled Date	`[PolicyCancellationDate]`
Payments Due Day	`[PolicyPaymentDueDay]`
Carrier	`[PolicyCarrierName]`
Business Type	`[PolicyBusinessType]`
Office	`[PolicyOfficeName]`
Description	`[PolicyDescription]`
Product Name	`[PolicyProductName]`
Term	`[PolicyTerm]`
Line of Business	`[PolicyLineOfBusinesses]`
Base Premium	`[PolicyPremiumAmount]`
Total Premium (Final Amount Due)	`[PolicyPremiumAmountTotal]`
+ any Custom Fields defined for Policies

Carrier

Field Name	Placeholder Token
Name	`[PolicyCarrierName]`
Street	`[PolicyCarrierAddressStreet1]`
Street 2	`[PolicyCarrierAddressStreet2]`
City	`[PolicyCarrierAddressCity]`
State	`[PolicyCarrierAddressState]`
Zip Code	`[PolicyCarrierAddressZipCode]`
Country	`[PolicyCarrierAddressCountry]`
E-Mail	`[PolicyCarrierEmail]`
NAIC Code	`[PolicyCarrierNAIC]`

Office

Office Name, DBA, TIN, Time Zone, Phone, Fax
Office Address (Full, Street, City, State, Zip, Country)

Agent

First Name, Last Name, Full Name, Email, Work Phone, Mobile Phone

Agency

Agency Name, Website URL
Agency Address (Full, Street, City, State, Zip, Country)

Date & Time

Creation Date (Full), Creation Date Year, Month Number, Month Name
Day Number, Day of Week Name, Creation Time

Frequently Asked Questions

Yes. You can map multiple PDF fields to the same data source. For example, you can map both a header field and a signature area to Customer → Full Name — both will fill in with the same customer name when the form is generated.

If the mapped field has no value in the customer or policy record, it will simply appear blank on the generated form. It won't show an error — the field will just be empty, and you can fill it in manually if needed.

Custom fields only appear in the Customer and Policy areas. If you're looking in a different area (like Agent or Office), custom fields aren't available there. Also make sure your custom fields have been created first under Administration → Customizations → Custom Fields. Once created, they'll appear at the bottom of the Customer or Policy field lists with a "Custom" badge.

TainoSign templates use a different type of field — signature and initials placeholders for signers — rather than data mappings for auto-filling customer information. For e-signature templates, refer to the Designing E-Signature Templates with TainoSign article.

The mapping is stored by the custom field's internal ID, not by its display name. So if you rename a custom field (for example, from "Vehicle VIN" to "VIN Number"), the mapping will continue to work and pull the correct data. The placeholder label shown in the designer may still display the old name until you re-open and re-save the template.