Look up the order.
Skip the paperwork.

Let a customer enter an order reference and email address, then fill their service request with the name and product from the matching order.

See the plugins See how it works

Request a repair Order matched

Use the order you already placed.

Order reference

WY7K9N3Q

Product

Willow desk lamp

Reference and email match the same order.

Order lookup Details filled

Illustrative experience

Match reference and email
Fill from the original order
Optional read-only details

The finished experience

A service request with its order attached.

Returning customers can supply their reference and email instead of retyping the product details you already have.

A good fit for
Warranty and service teams whose order records already live in Gravity Forms.

1

Keep a reference on each order.

Store the order reference, email, name and product in the order form. Use the reference you already have, or optionally generate a random one with Unique ID.

Gravity Forms
2

Match both details before populating.

On the service form, ask for the order reference and email. Configure Populate Anything filters so both must match the same source entry before its name and product populate.

GP Populate Anything
3

Keep the matched details in view.

Map the matching order’s fields into the request. Add Read Only to the populated details when customers should see them without changing them.

GP Read Only

Written up, step by step

How To Look Up Previous Entries with Gravity Forms How To · April 2020 In this tutorial we'll show you how to let customers look up their previous Gravity Forms entry using values they submitted in that entry. Read the tutorial

What you’ll need.

Start with Gravity Forms. Add the capabilities this solution needs, then make the experience your own.

GP Populate Anything

Looks up the order only when both the reference and email match, then fills the request’s details.

Explore GP Populate Anything

Taking it further

Add these optional plugins when your project calls for more.

Optional

GP Unique ID

Generates random order references when you do not already have suitable references to look up.

Explore GP Unique ID

Optional

GP Read Only

Optionally keeps populated fields visible without ordinary editing.

Explore GP Read Only

Optional

GP Advanced Conditional Logic

Optionally hides populated order controls when the lookup has no result, using the documented Populate Anything self-comparison pattern. This controls the interface, not access or submission validation.

Explore GP Advanced Conditional Logic

Before you start

Existing order entries containing a reference, email, and product details.
An order form and a service form, with both lookup filters applied to every populated field.
Existing order references are sufficient. Unique ID is optional when generating new references; Read Only is optional for ordinary editing controls on returned fields.

Get this built.

A plan covers how many of our plugins you run at once, and on how many sites. Here is what this one needs.

Required

GP Populate AnythingPerks

Optional

GP Unique IDPerks
GP Read OnlyPerks
GP Advanced Conditional LogicPerks

Gravity Perks Basic $59 /year

Covers this on one site. More sites need Advanced or Pro.

Gravity Perks Pro $299 /year Taking all 3 optional perks too makes it 4 in all, which needs Pro.

See plans for this solution

Every plan renews at the same price, and you can upgrade any time for the difference.

Make it fit
your project.

What happens when the details do not match?

Nothing populates. Optionally use Advanced Conditional Logic’s documented self-comparison pattern to hide empty populated controls. A fallback message needs its own tested empty-result condition. Blocking submission or authorizing access requires separate server-side validation.

Is this a signed-in customer portal?

No. This recipe looks up an entry using the two values the visitor supplies. A private account area is a separate portal setup.

Can the customer change the details after they populate?

By default, populated fields are editable. Read Only can prevent ordinary editing, but trusted order details should be derived or validated on the server before processing the request.