Contacts and leads are often part of multiple sales and marketing campaigns, which means it may be difficult to easily see the last email sent to a specific contact or lead. If your sales team needs to quickly see that information while on a contact or lead record, they may not want to navigate to the related sent emails view to pull up that information. Thankfully, there’s a solution for this and it’s relatively easy. Adding a field to the contact or lead form and creating a simple CRM workflow allows you to keep this information stored on the contact or lead record.
Follow the three steps below to set this up in your CRM.
Step 1: Create a Custom Field
There needs to be a field somewhere to store the information so first you will need to add a field to the contact or lead record. For this scenario, I’m going to add a custom field on the contact record, but you could certainly add this to the lead record as well.
When adding the field, you have two options: text or lookup field. A text field will show the plain text value for whatever data you pull into it. For example, you can pull in the name of the sent email record. The lookup field, however, will actually link back to the related record if you need that level of visibility. So you could pull in the sent email and if you clicked on it, the sent email record associated with that contact would open.
Create the field by going to a contact or lead record, clicking on the Ellipses menu, and then Form.
The Contact/Lead Form Editor will open. You can create your field by clicking New Field at the bottom of the editor window.
A new window will open, allowing you to select a name and which type of field you are creating. Please skip below to either the text field or lookup field section for how to set up that particular field type.
Add the display name for your field and the Name field will automatically populate. Under the Type section, you will need to set Data Type to Single Line of Text and then Field Type to Simple. The format should be Text, and you can leave the Maximum Length field at its default of 100 or increase it in case you anticipate having a value longer than 100 characters.
Add the display name for your field—the Name field will automatically populate. Under the Type section, select Lookup for the Data Type field. Then for Target Record Type, select Sent Email. The workflow is going to run on sent email records so this lookup field needs to map to Sent Emails.
Step 2: Adding the Field to the Contact/Lead Form
Once you have created and saved your new field, you will need to add it to the contact/lead form. You can find your field in the field explorer pane by either leaving the filter at All Fields or switching it to Custom Fields.
Locate your field and then drag it over to the section of the form where you want it to appear. In this case, I put both my text and lookup fields on the right of the form since I didn’t consider that information as being as important as the name and address info on the left.
Save and then publish the form. You will also want to publish metadata in ClickDimensions to ensure access to your field from ClickDimensions entities.
Step 3: Setting up the Workflow
Setting up the workflow is the easy part. Go to Settings > Processes and create a new workflow with an entity type of Sent Emails. Every time a sent email record is created, we want the workflow to run. Use the following settings in your workflow:
- Available to Run = Run this workflow in the background
- Scope = Organization
- Start When = Record is created
Then add a step of Update Record to your workflow. Select Contact > Set Properties and then go to your field. You will want to use the Dynamic Values tool on the right to dynamically pull in the data for either your text or lookup field.
For my text field, I chose to pull in the name of the email send associated with the sent email.
For my lookup field, I chose the sent email value from the sent email record.
Once you add those dynamic values in, you can save and then activate your workflow. Your workflow is now running, and as soon as your next email goes out, you will see your custom field updated.