We have a special category of Smart Fields called Smart Field Links which can automatically generate a link to a form, contract, invoice, portal, or scheduler inside your canned emails. This is what generates those big, colorful buttons in your emails that the client can't miss!
You can find the Smart Field Links in the formatting bar when editing an email by going to Smart Field >> Link:
Once you have a Smart Field Link in your canned email template, you will be able to use that email template to send that type of content. Read on to learn about the different types of Smart Field Links and what they do!
Types of Smart Field Links
The Invoice Link smart field will automatically generate a link to the invoice you are sending when you click Send > Via Email. The link will be to whichever invoice you currently have open if you have multiple invoices on the project. If you are sending the email with the Invoice Link through a workflow, the link will always be to the primary invoice on the project.
The Contract Link smart field will automatically generate a link to the main contract on the project. To learn how to send a contract, click here!
Portal Link and Portal Password
The Portal Link smart field will generate a link to that client's portal and the Portal Password will display the password. You can use these two in tandem to provide login instructions to your clients:
Remember that you'll still need to activate the portal before sending a canned email with the Portal Link. If you have not yet set a password for the client, the Portal Password smart field will display the client's email address.
The Form Link smart field will generate a link to whichever form you've chosen to send. It works a little like an email attachment in reverse! You are choosing the form you want to send first and then the email to go with it. The smart field for the Form Link will know which form to link to because you brought up the email by clicking on the "Send" link for that specific form. If you're sending the form through the workflow, you are specifying which form template you want to send while creating the action.
The Form Link will only work for forms that have been added to the project's FORMS tab - Sub Agreements, Questionnaires, Proposals, and One-Time Links. Please note that you can only send one form at a time. If you need to send more than one form, apply them all to the portal and then send an email with a Portal Link!
To learn how to send a form, click here!
The Scheduler Link will generate a link to the scheduler template you have chosen to send. You'll want to include this smart field in the canned email you use for the email body when creating your scheduler template.
This smart field is NOT for your public sharing scheduler link. It only works when the scheduler is being sent through a project or through a workflow.
Add to Calendar Link
This smart field can ONLY be used when creating a canned email for a Scheduler Confirmation. This will generate a text link (not a button) that allows your client to easily click and add their appointment with you to their calendar.
Can I use more than one Smart Field Link at a time?
Yes, you can! However, you can only use one of each type of link at a time.
For example, you can create a canned email that contains BOTH the Contract Link and the Invoice Link to send a contract and invoice together in a single email. But you cannot add more than one Form Link to an email since you can only send one form at a time.