Define form properties
The Properties tab allows you to create properties such as Boolean check boxes, option lists, and number selectors that can then be added to forms and messages, including the Subject line of email notifications. Properties can be used only within the workflow for which they were created.
When you insert a property into a message, its configured value will replace the property name when a form is initiated. For example, if you add a text property to your messages named tollFreeNumber and its default value is 1-800-555-5555, this value will replace the property name wherever it appears when the form is sent.
If the phone number later changes to 1-800-555-1212, you can simply change the default value of the text property, rather than changing every instance of the property name in your workflow. The message sender can also change this value if required when initiating the message, and this modified value will then be inserted when the message is sent.
The workflow builder also includes special predefined properties that allow you to personalize your notifications.
Once a property is added to a form, it can also be used by steps in a flow built off that form. For example, you could use a Boolean "customer impacting" property to automatically decide which step to take next or use an "Issue details" property to populate a step that creates a ticket in your service desk application.
Only properties that have been added to the form in the Layout tool are available when sending a message in the Messaging tab. You also need to add properties to the Layout for them to be available to flows based on the form.
The following screenshot shows the key elements of the Properties tab:
- On the Properties tab for the workflow, click Create Property.
- Click the property type that you want to add and then click Next.
- Specify the settings for the property.
- For configuration details about each property type, see its related section below.
- Click Create Property.
You can rename or change the default values of existing properties, as long as the property is not used in a flow.
To modify or rename a property:
- On the Properties tab for the workflow, click the Edit Property button next to property name.
- Modify the property and then click Save Changes.
- You cannot rename a property used in a flow because this would break the flow. To rename the property, check the Usage tab and remove the property from wherever it's used.
Renaming or deleting a property may cause it to be removed from messages that have been scheduled to be sent in the future.
You can delete a property to remove it from your workflow.
You must manually remove the property from any messages where it is being used before you can delete it. This prevents anyone from unintentionally affecting the content of email, fax, text, or voice messages.
To delete a property from a message:
- Click the Messages tab of the form editor to access the message editors.
- Click Edit to view the content for each message type and delete the property from any of the messages where it is being used.
- Remember to click Save Changes after editing each type of message.
To delete a property from a workflow:
On the Properties tab for the workflow, click the x next to the property name.
If the property is used in a flow, you can't delete it since this would break the flow. If you try to delete it, and message appears, telling you where it is used. Remove it from those flows then return here to delete it.
Renaming or deleting a property may cause it to be removed from messages that are scheduled to be sent in the future.
Once you have created a property, it will appear in the Properties area on the form designer and the message editors. Note that properties can be used only once on forms (but multiple times on messages).
Add a property to a form by dragging it to an existing custom section (you can also reorder it by dragging-and-dropping it).
Remove the property from the form by clicking its red X icon.
You need to manually delete the property from any messages where it is being used before you can delete it from the form layout. For more information about deleting properties from a message, see Delete a property.
If the property is used in a flow, you can't delete it since this would break the flow. A message tells you where it is used. Remove it from those flows then return here to delete it.
Once you've added a property to a form, you can click the Settings icon (the gear icon) to adjust property-specific settings:
- Toggle whether the property is mandatory by selecting or clearing the Required check box.
- Toggle whether to include the property value in webhooks by selecting or clearing the Include in Outbound Integrations check box. For more information about working with webhooks, see Outbound integration triggers.
- Modify property details by selecting Edit Property.
- For text properties, control whether multi-line formatting is used by selecting or clearing the Multi-Line check box.
Drag it to the desired location on the message (you can also move it again by drag-and-drop).