See what fills each box on a form
Check which company detail goes into each box of a filing form, see what it prints for one company, and map your own PDF forms.
Screenshots are retaken from IQ Entities on every release. Updated 14 October 2026.
Before a filled form goes to a registry or a signatory, someone needs to know where each value came from. The Data mapping tab on a filing form answers that box by box: the box in the form's own words, the field in IQ Entities that fills it, and what it prints for the company you choose. For a PDF form your organisation uploads, the same tab is where you decide what fills each box.
Read a form's mapping
In Administration, open Filing forms, choose the jurisdiction, and open the form. Search by its code or title to find it in a long list.
Choose the Data mapping tab.
The tab says how many places on the form IQ Entities fills, and who mapped them: Mapped by IQ Entities, and checked against a filled copy. for a published form, Mapped by your organization. for your own. Each place lists what it is called On the form and the field it Fills with. Places nobody has mapped are collected under Left for you to fill, which opens to list them. The form is beside the list: green boxes are filled, grey ones are left for you, and clicking a row or a box finds the other.
Under Show what it prints for, choose a company. Each place now shows the value it would print for that company, or why it stays blank.
| A place is blank because | What to do |
|---|---|
| Not recorded in IQ Entities | Fill in the company's record, and the place fills next time |
| It is hidden, and you need permission to see personal data | Ask an administrator for a role that can see personal data |
| It is about a person or a charge rather than the company | Fill it in by hand on the form |
A form IQ Entities publishes is mapped by IQ Entities and cannot be remapped. To download it filled, choose a company on Use this form and choose Download the filled form.
Map a PDF form of your own
When you add your own PDF form (see Add your own filing form), Review the mapping opens as soon as you save it. IQ reads the form and proposes a field for each box, and boxes whose printed label names a field are matched directly.
Work down the list. Each box shows the field proposed for it and where the proposal came from: Exact match, Loose match, or AI for one proposed by IQ from the words around the box. Choose Accept, Change to pick another field, or Leave blank for a box a person fills in. Accept all matches accepts every proposal still open.
Where the form has only a printed line and no box, drag across the page to draw a box where the value goes, then choose what fills it. Choose Save the mapping.
The form's Data mapping tab now shows your mapping, and Use this form offers Download the filled form. To change one box later, click it in the list or on the page and choose another field, or drag across the page to add a box. Each change is saved as you make it. Review the mapping with IQ runs the full review again.
Tips from practice
- Check a mapping against one company you know well before relying on it for a batch. The Prints for column shows the exact text that will go on the form.
- IQ Entities fills the boxes of a PDF only. A Word document is better added as a document template, which fills from a company's data the same way: see Add your own document template.
- If your organisation's plan does not include AI features, the review still opens, with proposals taken from the labels printed on the form itself.
- A filing made on a website rather than on paper has no boxes to map. List what the website asks for instead: see Prepare the values for a website filing.