Info Manager lets you insert a Document field as a keyword in Workflow emails and Send emails. When the email goes out, the keyword renders as a secure, clickable link that the recipient can use to download the exact document stored in that field, removing manual follow-ups and external sharing.
Note: Tabular Section fields, add document field(form generator) are not part of this capability.
Topics Covered
- Enable a Document Field as a Keyword in Form Generator
- Keyword Availability and Field Accessibility
- Add a Document Keyword to a Workflow Email
- Add a Document Keyword to a Send Email
- What the Recipient sees
Enable a Document Field as a Keyword in Form Generator
Before a document field can be used in emails, an administrator must activate it as a keyword in Form Generator.
Steps:
1. Go to Admin > Info Manager > Manage Form Generator.
2. Open the tab that contains the document field (for example, Agreement).
3. In the Keyword column for that field, click the cross to activate it as a keyword.
Once activated, the icon changes to a check, confirming the keyword is active and ready to use in emails.
Note: To create a document field, use Add New Field and set Field Type to Document. from ADD Document functionality
Keyword Availability and Field Accessibility
A field can be used as a keyword only if it is accessible to all users and not restricted by any Lifecycle stage. This prevents restricted fields, and the data they hold, from being shared through emails with users who should not see them. It also ensures that keyword availability aligns with field access permissions and improves data security and consistency.
- If a field is accessible to all users and independent of any lifecycle restriction, it appears in the keyword list and can be added to Workflow and Send emails.
- If a field has restricted access or is restricted by any lifecycle stage, it does not appear in the keyword list
Note: If a field is missing from the keyword list, make it accessible to all users. Go to Admin > Info Manager > Manage Form Generator, open the tab that contains the field, modify via action button.
You will see a toggle button:
- For field-level accessibility, click Yes to make this field accessible to all users
- For Restrict Field by Lifecycle Stage, click No so the field is no longer restricted by lifecycle stage
After these steps, the user can go ahead and send the document link in a Workflow email or Send Emai
Add a Document Keyword to a Workflow Email
Applies to all workflow types. Corporate, Divisional, and Regional users can add a document keyword to any workflow email.
Steps:
1. Go to Info Manager > Workflows.
2. Open an existing workflow, or click Create Workflow and set the Trigger and Condition.
3. Under action, add Send Email action.
4. Open the Keywords panel, click the document keyword to insert it then save.
Note: You can also apply a document keyword to existing workflow emails
Add a Document Keyword to a Send Email
Users can add a document keyword when sending an email directly from a location record in Info Manager.
Steps:
1. Open a location from Info Manager > Store Summary > Store Details > Send Email,
2. Select Send Email. The Send Email pop-up opens.
3.Open the Keywords panel, select field from keyword panel
4. Click the document keyword to insert it into the Subject and/or Body. and 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.