Trigger Sync Field (On-Demand Syncing)

Why On-Demand Syncing Is Needed

Many times, it is necessary to update records on a mapped field to trigger a sync in Formstack Sync. Formstack Sync, by nature, is a go-forward system and does not retroactively sync data, unless you run a "full sync". Here are some of the reasons On-Demand Syncing can be useful:

  • Syncing over a new field you add to a mapping.

  • Troubleshooting purposes or bringing over records that previously hit an error.

  • Testing a new configuration or mapping in Formstack Sync.

How to Set Up On-Demand Sync Fields

Formstack Sync is a trigger based system. As new records are entered or mapped fields are modified,Formstack Sync gets triggered and syncs records across systems. The best method to doing this "at will" is to create a custom field in your external system and to map it in Formstack Sync. Here are the steps to setup this type of field:

  1. Create a custom field in your system(s) for the record(s) you are syncing with Formstack Sync. For example, if you are just syncing Contact records with Formstack Sync, you only need to create this field on your Contacts in each system.

  1. If you do not know how to create a field/property within the given system, refer to the help documentation provided by the solution provider and they should be able to guide you through this process.

  1. We recommend setting up this field to be a text field (i.e. single-line text field) so that you can put in any value you'd like to force a record to sync. We usually recommend putting in the says date as a value to make it easy to remember on what to enter for a value.

  2. Once you have this field setup in your system, head back to Formstack Sync and go to the Mapping screen and click on Refresh Field Info.

  3. Now open up the mapping for the object you created the field for (i.e. if you created the field on a contact in HubSpot then go to your Contact Mapping).

  4. Click on Add Field in this mapping and put in this field on its own with no other field in the mapping at all.

Here we create a field called "Trigger Sync" in HubSpot and created a one-line mapping to allow Formstack Sync to recognize changes to this field.

Now that the field is set up, you can change the value of the field on a single record, or on many records using a workflows or trigger, to force the record(s) to sync. This allows you to force a sync at any time!  

Mass Update Trigger Sync Field

While this type of field is handy for trigging individual records to re-sync, it can also be used to trigger a large number of records to sync by using Mass Update features within the respective systems.

Important Sugar CRM Note: To use this field in a Mass Update, it must be a specific Field Type. Review this help article from Sugar to learn more about the field types that you can use for this process.



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