How do I add information from a directory to a comment?
Planfix supports two methods of adding information from a directory to a comment or custom Text field:
- Adding links to a directory entry
- Adding the contents of a directory entry
The specifics of each process are discussed below, as are the reasons for using each one.
Adding links to a directory entry
Links to directory entries are usually added to share reference information with colleagues. You can insert a link to a directory entry in the text of an action using the special icon in the text editor panel:
Clicking this icon brings up an interface where you can choose the directory and entry. To insert a link to an entry, click the icon on the left of it:
A link to this entry is inserted into the text. The text of the link will be the value of the main field in the directory:
After adding this comment or saving the text field, click on the link will open a window with fields for this directory entry.
- If a link to a directory is inserted in the text of an action (a comment) then all employees notified about this action will automatically be granted reading access to the directory entry. This saves you from having to explicitly grant access to directory entries, and it opens up the possibility of using Planfix in other ways, including as a password manager.
- Inserting a link to a directory element in a custom Text field doesn't automatically grant access to any users.
Adding the contents of a directory entry
This method of adding information from a directory to the body of a comment is used to quickly share reference information, and to let users with access to the account (as well as external contacts without access) familiarize themselves with certain information.
To insert the contents of a directory entry into text, click the icon in the editor panel, like in the previous example. Then, select the directory and the desired entry within it. Then click the entry's name to go to it:
Click the insert icon next to the desired field in the directory entry:
The contents of this field will be inserted into the text:
This method is often used when a user needs to communicate a concrete value stored in a directory and providing a link wouldn't be optimal. Planfix directories can also be used as knowledge bases.