What is a Salesforce smart link in altaFlow?
A smart link is a unique URL tied to a specific Salesforce record. When a recipient opens an altaFlow workflow through a smart link, the Pre-fill from Salesforce record bot automatically populates documents with data from that exact record — no manual lookup configuration needed. The same link can also push completed data back to Salesforce using the Update Salesforce record bot.
When to use smart links:
Sending personalized contracts from Salesforce — embed a smart link in an opportunity record so reps can send pre-filled contracts in one click.
Customer self-service portals — generate smart links from Cases or Accounts so customers complete forms with their own data already filled in.
Automated email campaigns — include smart links in Salesforce email templates to send pre-populated quotes, NDAs, or onboarding forms.
Note: When setting up the Pre-fill bot to populate documents via a smart link, be sure to leave the default Start from Salesforce option selected in the Select starting record section.
Step 1: Copy the smart link from altaFlow
To copy the link, navigate to the altaFlow Admin Tools and skip to the Workflows tab. Next, select Edit links next to the workflow you need to use a smart link for.
In the Workflow links settings modal window, enable the workflow links as they are disabled by default. Then, copy the smart link by clicking it.
The smart link's URL will then be stored in the Salesforce object's formula field.
Step 2: Create a formula field in Salesforce
To create a formula field, navigate to the Salesforce Object Manager. Then, select the object you need (Opportunity, Account, Contact, or any custom object).
Once selected, in the Fields & Relationship section, select New.
For the data type, select Formula. Then, click Next.
Enter the label for your formula field. The field name will be entered automatically when you click on it. For the formula return type, select Text.
Step 3: Paste the smart link into the formula editor
Switch to the Advanced Formula tab. Then, paste the smart link URL.
Finish setting up the field and save your settings.
That's it! You can now copy a smart link from the specified Salesforce object's record (where you've added it) and share it with your customers.
Smart link troubleshooting
The smart link returns "Workflow not found" when opened
Workflow links are disabled by default. Go back to altaFlow Admin Tools → Workflows → Edit links and confirm the link is enabled (toggle switched on) before sharing it externally.
The document opens but isn't pre-filled with Salesforce data
Check the Pre-fill from Salesforce record bot configuration — the Select starting record section must be set to Start from Salesforce. If it's set to "Start from a workflow", the smart link context is ignored.
The formula field shows the smart link as plain text in Salesforce
Make sure the formula return type is set to Text and that the URL is wrapped correctly in the formula editor. To make it clickable in record views, format the formula as a hyperlink using HYPERLINK().
Salesforce smart link FAQ
Do I need a separate smart link for every workflow?
Yes. Each workflow has its own unique smart link URL. If you want to send different document types from the same Salesforce object, create one formula field per workflow.
Which Salesforce objects support altaFlow smart links?
Any standard or custom object that allows formula fields — Account, Contact, Opportunity, Case, Lead, and custom objects all work the same way.
Can I send a smart link via Salesforce email templates?
Yes. Reference the formula field merge tag in your email template. The link will resolve to the record-specific URL when the email is sent.
What happens if I regenerate the smart link in altaFlow?
The old URL stops working. Update the formula field in Salesforce with the new URL — any cached emails or shared links using the old version will fail.
Does using a smart link cost credits?
No. The smart link itself doesn't consume credits. Credits are consumed when bots in the workflow run — like Pre-fill from Salesforce record or Update Salesforce record.