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It’s easy enough to throw in some underlining and blue font color to give the appearance of a clickable email link in a document, but what about turning the text into a functional email link? One of our awesome Business Analysts, Ryan Marks, explains the process of creating clickable email links in today’s post. Ryan joined Conga just about a year ago and when he’s not assisting customers, he spends his time in the mountains, on the golf course or traveling the world.
If you’ve ever tried getting an email link into your merged document, you may have noticed this isn’t always straight forward.
To start, let’s take a look at how to create an email link. To create an email link, we can use HTML code. This “mailto” hyperlink is not as scary as it sounds. As an example, for my name and email the HTML would be:
<a href=”mailto:email@example.com”>Ryan Marks</a>
This string indicates the email address for the mailto and also sets the display name of the link:
<a href=”mailto:firstname.lastname@example.org”>Display Name</a>
With this text inside a field on the record and a little formatting in the template (discussed later in the post), you are able to populate a clickable email link in your output.
Now that we have the foundation in place, let’s take a look at getting this to populate without any user input.
Constructing a formula to create the mailto string:
Since the idea is to make life easier, we can use a formula field to create the HTML string automatically. Once you know which object you will build the field on, it is a matter of determining the fields you want to use to populate the output.
As previously noted, we will need an email address as well as a display name. For this example, I am going to use the contact record’s email, first name and last name.
I’ve created a new formula field on the Contact object. I started by taking the sample HTML string and pasting the string into the formula window:
To start, the email and display name will need to be replaced with the field references. To do this, highlight the text and click insert field:
Once the fields are inserted, there are some edits we need to make to ensure it follows the formula field rules. Let’s break down the parts:
The final step of the formula is to connect all of the parts. To do this, we will need to insert plus signs between each of the parts listed above. The formula for my example is now:
To verify that the HTML string is correct, you can add the field to the page layout. For my test record, this appears as:
Inserting the field into the template:
Now that the field is returning the string required, all that is left is to put the field into the template.
You will start by locating the field in the template builder. Once this is located, click the copy button and paste into your template.
After the field is pasted into the template, the HTML prefix will need to be added:
If you merge at this point, the link will be clickable. However, the link will not be underlined and blue as expected from a typical hyperlink:
The field will need to be formatted as a hyperlink in the template to return the desired output. To do this, highlight your merge field, right click and select hyperlink:
On the left hand side of the hyperlink prompt, select Email Address. Once the email options open, click in the text area under “E-mail address.” If you press the space bar in this area, it will insert mailto text:
There isn’t anything else that will need to be put in this section. We are using the “mailto” text as a placeholder in this case. Once you click ”OK”, your field will have the hyperlink formatting:
Now that everything is in place, all we need to do is merge. The output after all of these steps – a clickable mailto link in your output document:
Email links in a table:
These email links will also populate in a table. As an example, here is a table that will return a list of contacts:
The output table will create an email link for each of the contacts: