Note: Access to this feature is currently limited. However, you can always request access by contacting our Support team.
The Link to step feature is designed to make managing workflows smoother. For workspace owners, this means setting up the process so that employees without access can easily share workflow links.
During workflow setup, an Owner can activate the Link to step feature, allowing them to send links for specific steps directly to CRM records, Google Sheets, or Airtable. The introduction of the Link to step system placeholder enables dynamic link generation, enhancing collaboration and accessibility.
A new link is generated every time the workflow is run, ensuring that the link created by the bot for a specific step is unique and changes with each instance of the workflow being initiated or sent.
Example: As a CRM-based agent focused on customer interactions, the objective is to streamline and expedite the process of executing an agreement within a CRM workflow. By leveraging the Link to step feature, an agent can swiftly generate dynamic links for specific workflow steps, allowing for instant sharing during virtual meetings or messenger conversations. Through the integration of this functionality, communication efficiency is enhanced, and reliance on traditional emails is reduced. This approach ensures that customers, whether registered or not, can promptly access and sign documents. The emphasis is on a preference for efficient and streamlined processes to optimize customer engagement and agreement completion.
To obtain a link for a separate step, you’ll need to set up one of the following bots:
Pre-fill with custom values
Email on documents opening
Export custom values to Google Sheets
Export custom values to Airtable
Invoke a Salesforce process after documents completion
Invoke Salesforce process on documents completion
Notify Salesforce contacts on documents opening
Notify Salesforce contacts on documents completion
Find detailed instructions on the bot setup in this article.
During the bot setup process, use the +Data variable and select the Link to step placeholder.
The option is also available during the step setup. In the Recipient tab, select Integration contact and choose Salesforce.
Once the intended fields have been pre-filled with the desired links, you may set up additional bots to export the link to the corresponding CRM systems.
Security measures
The Link to step feature places a strong emphasis on authentication to ensure the security and integrity of document signing processes. Several measures have been implemented to ensure a secure and controlled environment:
If a step is assigned, recipients will receive an email containing a PIN code (the email address used for authentication corresponds to the one assigned to the specific workflow step). This code is required to proceed once the link is opened.
In instances where the workflow hasn't reached the assigned step, recipients receive a message notifying them of the current status. This proactive communication keeps users informed about the progression of a document workflow.
Access to documents is strictly restricted for non-assigned recipients. This not only ensures the security of a document but also protects the information it contains.
The audit trail captures crucial events linked to a specific workflow, from opening a link to verifying an identity. All actions are meticulously recorded and listed in the comprehensive trail of document activities.