Checklist Run Link

A “Checklist Run Link” is a link which, when clicked, runs a new checklist from a certain template.

This allows you to quickly run a new checklist without having to open the template and then click “Run checklist” button.

  • Send to a member of your team in chat
  • Store in a document for quick checklist running
  • Send to a customer automatically to complete via email
  • Send as a survey to your email list
  • Use to link together multiple processes
  • Integrate with another apps such as your CRM or Support System

To generate a checklist run link, first navigate to the template you want the create the link for.

Click the cog next to the template’s name, and then on “More” in the right-hand template menu.

Next, click the “Run checklist link” option and set the appropriate permission for sharing.

Copy the run link and add to a document, your CRM, support center or into another template, which effectively links your processes together.

You can control who can use your run link and create a new checklist, by setting the permissions.

Only organization members can create a new checklist

Admins and Members of your organization can create checklists from a run link when you use this permission setting. Guests cannot, for guests you need to use the permission setting below.

Anyone can create a new checklist

If you choose this permission setting, all checklists created from this link will automatically be shared, and anyone with the link will be able to run a checklist and interact with it. They don’t even need a Process Street account. 

This is a great way to run surveys or collect information from customers, leads or even employees before they start their first day.

Note: Anyone using a run link with this permission set, will appear as an anonymous user in your template overview (including Guests).

As with many other aspects of Process Street, integrating your checklist run links with other apps makes them even more useful.

For example, you could integrate the link with your CRM in order to automatically populate the created checklist with data such as your client’s name, company, email address, etc. This saves valuable time, since when you run the checklist, some of the form fields will already be populated with data.

To set this up, you’re going to need add variables into your run link.

Step 1: Adding variables

First, you’ll need to open the run checklist link menu, and then click the “Link options” dropdown.

Next, select the data field variable/s you want to automatically populate when creating the checklist. Click on one to add it into your run link (you can add as many as you require).

This changes the checklist run link to include the fields you’ve selected. For example, if you add “checklist_name”, the following will be added to your run link: checklist_name=XXX

Step 2: Populating variables

To populate your variable/s with information automatically, change the “XXX” entries in your run link to match the item/s you want to import, such as the candidate’s name and email address, as shown in the example above.

Use the magic wand icon to search for the fields to populate the “XXX” entries with. Once all the XXX’s have been updated with variables, you can now hyperlink the run link into your text.

Pro tip: You can add two fields together, for example if you want to put both the candidate name and social security number into the new checklist name, this is possible. Add a + symbol between the two fields in your run link and this will add both fields to your new checklist name.

Note that you can only push data into the checklist name or the following form fields:

  • Single line (short text field)
  • Paragraph (long text field)
  • Email
  • Web address

Integrating checklists and their run links can be confusing at first, so let’s run through two examples of how this can be done.

Example 1: Pulling data from a CRM

See full help article on integrating and Process Street.

Let’s say that you have a sales qualification process, and have created a run link with variables for your customer’s email and their name.

After setting up the run link, you would need to go into your CRM (in this case we’re using and add a new integration link.

Paste your run link into the new integration link field, make sure that the “type” of link is correct (in our case, this could be a “Contact” link) and take note of where the variables (eg, “Customer_Email=XXX”) in that link are.

You now need to replace the “XXX” entries with the correct code for those variables, as shown by your CRM.

In our case, “Customer_Email=XXX” needs to be changed to “Customer_Email=[[contact.primary_email]]”, and “Customer_Name=XXX” becomes “Customer_Name=[[]].

This will give you a new run link which, when clicked while you’re viewing a customer in your CRM, will create a checklist and automatically shift over the variables you’ve set, saving you time and effort.

Example 2: Using an email marketing tool

You can include a run link in emails sent using tools such as Mailchimp to allow the recipient to run a checklist, but by including variables in you link, they can save time by not having to fill out details like their name and email address.

The run link can be pasted or anchored to text just like any other hyperlink, but to populate your variables (your “XXX”s) you’ll need to use your tool’s merge tags.

For example, Mailchimp’s merge tabs for the recipient’s first name and email address are |FNAME| and |EMAIL|, respectively.

Once you have these merge tags, replace the “XXX”s in your checklist run link with the correct ones and then your link is ready to go. Anyone clicking that link from your email will run a new checklist, with their information automatically added in for them.

To learn more, see our articles on variables, global variables and running checklists.


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