What's New
Deeplink to access DataGuide Forms and Document Templates from the web
Feature Overview
DataGuide now supports direct links that open either a Form or a Document Template associated with a specific record in a web browser. A shared link can launch the required DataGuide experience immediately after authentication.
For Forms, the system opens the appropriate Form instance associated with the record. Existing Form progress remains supported. A new instance opens for Forms that do not have an active submission. An in-progress instance appears for Forms already started by the same End Users. Previously submitted Forms open using the version that was used at submission.
For Document Templates, the system opens the generated Document Template preview associated with the record. End Users can review the generated Document Template and continue with the standard document completion process.
Business Value
Operational workflows often rely on sending contextual links through notifications, collaboration tools, and community portals. Locating the correct Form or Document Template through several navigation steps interrupts the workflow and slows response time.
Direct link access removes this friction. End Users move from a shared link directly to the required Form or Document Template preview. The workflow becomes faster and more focused because the correct item opens in the context of the associated record.
This capability supports several operational scenarios:
• Email or portal notifications that require immediate Form completion
• Record-based Document Template generation from service activities
• Portal experiences that provide direct operational access
• Workflow notifications that guide end users to the required action
For Administrator
Administrators add the links that can open Forms and Document Templates.
Administrators ensure that the required Forms and Document Templates are available and accessible to the intended audience.
For End User
End Users open a Form or Document Template preview directly from a shared link. The browser redirects to the login page if the session is not active. After authentication, the platform loads the requested DataGuide item associated with the referenced record.
Forms open in the same manner as forms accessed from within the application. End Users can enter information, save progress, and submit the Form.
Document Templates open as a generated preview associated with the record. End Users can review the document and finalize it using the standard document workflow.
Conditional visibility for document template elements
Feature Overview
Administrators can now define visibility rules for Document Template elements based on source object field values. When end users generate PDFs, only elements matching the configured conditions appear and all others hide automatically. This capability applies to layout tables, data tables, signatures, and repeated sections.
Business Value
Document Templates often contain additional information to specific source object types or situations. Conditional visibility eliminates clutter and reduces load for end users generating PDFs. For example, Signatures display only when conditions are met or parts data shows conditionally based on work order type.
For Administrator
Administrators can select any supported element and then configures visibility criteria Multiple criteria can be combined using AND logic (all must be true) or OR logic (any one must be true). By default, all elements remain visible unless an explicit visibility rule is configured.
For more information, see Conditional Visibility for Elements.
For End User
End Users notice documents are streamlined for their current source object. They see only the sections and fields applicable to their source object context.