A smart link is a public link to a workflow tied to a specific Creatio record. Clicking this link in a Creatio record launches the tied workflow. If you have any Creatio bot installed in the workflow, they’ll also work. When configuring bots for this case, you don’t have to set up a lookup because the bots will already know which record to use.
Note: If you want the smart link to work with the Pre-fill from Creatio records bot and have custom fields in your Creatio forms, you must recompile such forms to make the bot work correctly. Go to the Troubleshooting section to learn how to do this.
1. Activate a public link
Before creating a smart link, activate a public link for the workflow you’ll use. Go to your workflow and click Distribute> Via public link.
Move the toggle to enable the link, click Copy link, and then click Apply.
Proceed to the smart link creation.
2. Create a new process
In your Creatio organization, click on the Settings (gear icon) located in the upper right corner of the screen.
In Settings, select Process library.
In the Process library, click New process.
3. Set up a trigger for the smart link generation
In the process window, click on the circle at the beginning of the schema (1). This opens the panel, where you must click on the gear icon (2) and select Signal (3) from the dropdown menu.
On the side panel, choose the Creatio object where you want to create links (1), for example, Contact. Then, select the action to trigger the link generation (2). In our example, the link is generated every time a Contact record is modified.
Next, specify what changes are expected by choosing one of the dropdown options (1):
In any field - generates a link when any record field is modified
In any of the selected fields - generates a link when one of the fields you indicate is modified.
When choosing the second option, select the fields to trigger the smart link creation. To do this, click Add column (2).
In the pop-up, search for the desired field: type your request in the search bar (1) and click Search (2) to display the search results. Tick the desired fields (3) to select them and click Save (4).
Changes in the indicated fields will trigger the smart link generation.
4. Add the action generating a smart link
Click on the System actions icon (1) and select Modify data (2)from the dropdown menu.
Drag and drop the selected action on the schema and double-click on it.
On the side panel, indicate what object to modify.
Click Add condition (1) and select which record will be modified from the dropdown (2). It must be the same records that you’ve indicated as the trigger, so select Id. Click Select to confirm the choice.
It will appear on the side panel. Click Compare with Parameters in the dropdown.
In the Select parameter pop-up, click Unique identifier of record and then click Select.
Click Add field (1) to select the field where you want to place the smart link. In the pop-up, search for the desired field: type your request in the search bar (2) and click Search (3) to display the search results. Tick the desired field (4) to select it, then click Save (5).
In this example, we use the Middle name field, but you can choose any standard or custom field created specifically for the smart link.
5. Specify the smart link formula
Hover over the added field, click the lightning icon (1), and select Formula (2) from the dropdown menu.
In the pop-up, type the formula:
Open the quotation mark
Paste the workflow public link you’ve copied
Add ? recordId=
Close the quotation mark and add ‘+’
Next, double-click the Unique identifier record (1), which will appear in the formula field (3). The end formula must look like this: “[public_link]?recordId=” + [Unique identifier of record].
After entering the formula, click Save (3).
The formula will appear under the selected field.
To finish the process, click Save.
6. Test the process
Now, let’s check how the process works. Go to any record of the selected object. Modify the trigger field (1) and click Save (2).
The smart link will be generated in the indicated field (Middle name in our case). Copy this link and paste it into the browser to launch the workflow, or click on it if there’s a separate link field.
7. Troubleshooting
Recompile forms with custom fields in Creatio to ensure the correct document pre-filling.
In your Creatio organization, click on the gear icon to open the Settings (1). After that, select Application Hub (2) in the Application management section.
Select your application.
Select the form to which you need to add custom fields. The form will open in the new tab.
Select fields from the side panel (1) and drag them to the form page (2). Once ready click Save to save the changes (3).
Go back to the application page. In Advanced settings (1) select the folder related to your application (2).
In the folder, select the Creatio object to which custom fields belong (1). Then, click Multi actions (2) and select Generate source code from the dropdown (3). In the pop-up that appears next, click Yes to confirm the action.
Go back to the Settings page and select Advanced settings in Admin area.
Type your application name in the search bar to find it quickly (1). Hover over your application and click on the tree dot (2) to open the menu and select Compile (3).
