Approve the fields used in client messages

Private conversation composers can insert current inquiry, business and sender fields into an email, SMS or MMS text. Choose Choose a message field, select the source, then Insert selected field. Review the exact message before approving it. Inserting a field does not change the recipient, grant messaging consent or send anything.

Approve what custom fields may disclose

An owner or administrator opens Outbound message fields from Email templates. Each project type lists its current custom fields, their types and any display condition. Enable a field, choose Email, SMS / MMS text, or both, and save the policy. Full-access staff may use these approved fields in private conversations; staff cannot approve their own disclosure policies. Limited participants and members of another workspace cannot read these private sources.

Fields start unavailable for outbound use. They become eligible only for inquiries using that exact active project type. Approving an inquiry field does not expose it in shared wedding conversations, guest pages, websites or another business’s messages.

Changing a project type’s field definitions, archiving the type or restoring it invalidates its earlier grants. Review the current definition and save the policy again. Disabling and re-enabling a grant also invalidates messages reviewed under the earlier grant. Retained sent messages and original receipts stay unchanged.

Use complete field tokens

Built-in fields are {{couple.name}}, {{client.email}}, {{client.phone}}, {{event.date}}, {{business.name}} and {{sender.name}}. Approved custom fields use {{client.custom.fieldId}}. Copy the key from the policy or use the picker. Keep the entire token in one styled text segment in the email editor; styling half a token makes it incomplete.

For example, a photography project type can define Portrait session with choices Sunset and Morning, shown only when Outdoor photographs is true. After an administrator permits that field for email, write:

Your {{client.custom.session}} portraits are included in the coverage review for {{couple.name}}.

The exact preview might read “Your Sunset portraits are included in the coverage review for Cleo & Ellis.” Expand Reviewed source fields to see the specific values used. The unrelated private notes on the inquiry do not enter the snapshot.

Missing, invalid or currently hidden answers prevent review. A retained answer to a hidden conditional question is not eligible. Numbers preserve zero; checkboxes preserve true and false; dates use an unambiguous calendar date; phone numbers are normalized. Unknown fields and incomplete braces require correction. A field value containing literal braces remains ordinary text and never expands another field.

Review again when a source changes

The approved review freezes the rendered message and only the source fields it used. A new review checks the active inquiry, current project type, allowed channel, field definitions and the named operator’s access. Queueing and the final provider attempt recheck those sources.

Edits to an inquiry conservatively invalidate its used inquiry fields, even when an unrelated CRM field changed or an earlier value is restored. A changed disclosure policy, changed conditional answer, revoked operator or unavailable sender can also hold delivery. Open the current conversation, correct the source if necessary and prepare a fresh exact review. The system never substitutes new values into an already approved body.

An interrupted approval can reuse the same receipt. If a provider attempt already began and its outcome is uncertain, inspect that original delivery before preparing a replacement. A stale review that never reached the provider is cancelled; a failed final check after a claim remains visible for follow-up. These statuses do not prove carrier delivery.

Current boundaries

These fields apply to private email and the text portion of private SMS/MMS. Shared conversations retain their separate permitted sources. Existing frozen email and SMS records preserve their historical format and hashes.

Automatic workflow email/SMS send steps currently support their existing {{name}}, {{email}}, {{date}} and {{business}} fields. New publications reject modern private or custom fields in send steps. Use a private composer and exact review for approved custom fields. The policy does not enable arbitrary expressions, URL substitution, spreadsheet formulas or nested templates.

Real email, registered SMS senders and MMS transport remain part of the coordinated activation phase. Local rehearsals use synthetic identities and deterministic providers.