SharpSpring enables you to create Custom Fields to be used in various locations in the application. This article covers the “Attachment URL” Custom Field, and is divided into the following sections:
- Overview of the Attachment URL
- Creating the Attachment URL
- Mapping the field on import
- Using the field in Workflow emails
The following User Roles have access to create custom fields:
The Attachment URL is Custom Lead Field that can contain a URL for an attachment that exists in an external system. The Attachment URL can be any URL link that directs to an external source. PDFs, image files, gifs, etc., are all examples for URLs that can be used within this field.
For example, let’s say we have a list of customers from our database that all have an associated bank record within that database as well. We can use the Attachment URL during an import to map the URL where the bank records live to the appropriate customer. From here, we can simply reference the field in the Contact Manager, or schedule a Workflow that, when triggered, will send an email to the specific customer that includes the URL to the bank record.
Below is a step-by-step guide on how to setup the Attachment URL Custom Field, and how to insert the field into an email.
Step 1: Head into your Settings section by clicking on the grey silhouette in the upper right hand corner and click on “Settings”.
Step 2: Under "Features" click on "Custom Fields".
Step 3: Click on the "Add Field" button in the upper right hand corner and select "Lead Field".
Step 4: Fill out the details for your Custom Field. Give the field a name, select whether you would like it to be available in the Contact Manager, during Form Creation, or whether it should be an Email Merge variable (we’ll need this last one selected to send Attachment URLs in Workflow emails). Finally, select the Field Type of Attachment URL and then click Create Field in the lower right hand corner.
If you have an Attachment URL column included in your CSV import, we can map the contents of that column to the leads during the import process.
Step 1: Head into the Import Tool. Follow the instructions on the screen to begin the import process.
Step 2: Once you have selected your file and uploaded it to the system, you’ll need to fill out the standard import information (Add to New List or Existing, Lead Status upon Import, How to handle duplicate leads, etc.), and then at the bottom of the screen you will map your fields.
Step 3: Match the appropriate column header that contains the Attachment URL to the Attachment URL Custom Field that you have built, and then hit the green Import button to begin the process.
Step 4: Once you’ve completed the import, you will be able to see the Attachment URL as a Custom Field in the Contact Manager.
Now that our Attachment URL field has been created and populated with data, let’s build out a Workflow that will send an email that contains the Attachment URL as a merge variable when a user does something. Please note, Attachment URLs as merge variables can only be used when sending emails that are a part of a Workflow. If you attempt to send an email that contains an Attachment URL merge variable directly to a list, or from the email itself, the Attachment URL merge variable will not populate as intended.
Step 1: We’ll need to include the Attachment URL field as a merge variable in an email. Head into your email designer, open the Content Editor by clicking on the icon.
Step 2: Select your Custom Field from the Merge Variables drop down, and place this in your email wherever you like. Save your changes, and now let’s build a Workflow that includes our email as an event.
Step 3: Head into your Workflow section and create a new Workflow. Include the email containing the Attachment URL merge variable, add any additional actions that you like, and then save your changes.
Step 4: Create the Task that will trigger your Workflow, and that’s it! Once a contact triggers the Workflow, they will receive the email containing their specific Attachment URL as a merge variable.