On average, the sync will run every 5 minutes (you can increase this timing if you happen to have a system with API limits). However, there can be times when the sync will run longer.
Why does this happen?
The simple answer, there's a lot of changes and updates coming in from one or more of the systems you have tied to your Formstack Sync account. Whenever there's a lot of changes coming in at the same time, it's just more data that needs processing and therefore, the sync runs longer.
What can cause these mass changes to occur?
There are a few types of scenarios and below is an overview of the most common.
Scenario #1 - Big Imports
When you import a lot of records into a given system from a CSV file this can lead to a rush of data getting pushed into the sync. Perhaps you went to a tradeshow and you have a lot of new leads you want to import into your CRM. We'd recommend scheduling these imports at the very end of a working day/week to avoid sync disruptions.
Scenario #2 - Mass email blasts from marketing system
Often marketing systems will track things like emails opened, sent or if someone has opened or clicked on an email you've sent out of this system. These properties have a tendency to change regularly and when changed it will push the contact down into the sync. Let's say you send out an email where there are 10,000 contacts on the list. That's 10,000 records that will simultaneously get pushed down into the sync as their email properties will all update at the same time. That's a lot of data and will most certainly slow down your sync.
Scenario #3 - New fields added with default values
If in one of the systems you add a new custom field and this field has a default value immediately added to all records in your system, this can lead to every record getting modified and therefore being pushed into the sync. This type of scenario does not usually cause syncs to run as long as the above two since these new fields are not typically mapped in Formstack Sync. Therefore these changes only get cached by Formstack Sync and don't take the records through the full sync process.
Note that there can be other scenarios that lead to long running syncs but the above are some of the most common.
What can I do to prevent this slowness?
With the first two scenarios, you can help in preventing slowness as you can do things such as break up big imports so that you aren't introducing large sums of new data into your systems all at once.
You can also break up large email blasts so that instead of sending all of the contacts on the list the email at the same time, spread it out over a period of time throughout the day.
You can also re-evaluate the fields you have mapped in Formstack Sync. Some fields can be "noisier" than others. For example, a field such as "Number of Emails Delivered" is a rather active field since marketers have a tendency to send a lot of email to their contacts. But is this field really all that valuable to your sales? If not, remove it and it may help in reducing the number of updates being made across your systems.
Still have questions about your sync? Start a conversation with one of our Customer Success Reps today.