You can insert a Document field as a keyword in Sales workflow emails and Send Email. When the email is sent, the keyword becomes a secure, clickable download link for the recipient. This guide covers how to use it in the Sales module.
| Note: Only fields configured with the Document field type in the Sales Form Generator can be used as document keywords. Fields from Tabular Sections are not supported as document keywords. |
Topics Covered
Enable a Document Field as a Keyword
Activate a Document field in the Form Generator so it can be used as a keyword in emails. This is a one-time setup done by a Corporate Administrator.
Result: The field becomes available as a keyword for both Workflow and Send Emails.
Steps:
1. Go to Admin > Sales > Manage Form Generator, then click Continue.
2. Open the tab and section containing your Document-type field (a field whose Validation is Document).
3. In that field’s row, click ✗ in the Keyword column. It changes to a green ✔ when active.
Add a Document Keyword to a Workflow Email
Insert the keyword into a workflow’s Send Email action so every email that the workflow sends automatically includes the secure document link.
Steps:
1. Go to Sales > Workflows and open or create a workflow with a Send Email action.
2. In the email editor, open the Keyword Fields panel.
3. Under the relevant tab, select the document keyword, shown as [Tab] Field Name → Document Name, to insert it into the Subject and/or Body.
4. Click Save and activate the workflow.
Add a Document Keyword to a Send Email
Send a document link to a lead directly from a manual email.
Result: The email is sent with a secure download link and logged in the lead’s Activity History.
Steps:
1. Open a lead and select Send Email. The Send Email pop-up opens.
2. Open the Keyword Fields panel and select the document keyword ([Tab] Field Name → Document Name).
3. Insert it into the Subject and/or Body, then click Send.
What the Recipient Sees
How the secure link appears and behaves for the recipient of the email.
The email shows a clickable document label. Clicking it downloads the document. The link is valid for at least 90 days (configurable) and can be used multiple times.