Understanding and Implementing Workflow Logic

This article covers Workflow Logic and how it can be used. Workflows are a vital part of Formstack Sync and can be used to ensure only the data you want is syncing. Workflows are what allow Records to pass through your integration. Whenever a Record passes at least one Workflow, it will sync and update or create Records in your Systems based on your established Field Mappings.

Understanding "Any" and "All"

The first piece of the workflow Logic is the "any" and "all" notations.

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All 

  • This requires that all rules in the Workflow must be met before a Record can sync.
  • The "all" notation only works for a single Object. You can't use "all" if your rules reference multiple Object types.  
  • When using the "all" notation with multiple Connectors, a Workflow will only be able to Sync Records that has been indexed together across your Systems.

Any 

  • This allows all rules to be evaluated independently, so if a Record meets any one of the defined rules it will be passed through your integration and Records will be created or updated in your Systems.
  • You can include any number of different Connectors and Objects on a single Workflow when using "any", however, it is recommended that you separate your Workflows by Record type and System for ease of management.

Understanding Logic Conditions

Based on the Field Type you're including in your Workflows there are a variety of Logic Conditions that can be used when defining your rules.

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The example above includes a reference to a Select Field. As a result, the available logical evaluations for this Field type are available to select, including:

  • Contains / Does Not Contain - This logic rule allows you to only sync Records that have or don't have data in the specified Field matching with a label matching the value defined by this rule.
  • Internal Value Contains / Internal Value Does Not Contain - Similar to the previous rule, this logic rule allows Records to Sync when the internal value for the selected Field Option does or does not match the value defined by this rule.
  • Is Empty / Is Not Empty - One of the broadest selections, this logic rule allows you to sync all records that do or do not have any value contained in the defined field.

Other conditions can be included when other Field Types are selected for a particular rule, including:

  • Comparison Operators (Less Than (<), Greater Than (>), Equal To (==), etc.) - The value listed on a Record for the Field referenced by this rule must satisfy the selected operator when compared to the numerical value defined by this rule.
  • (After / Before) and On - Defines a specific Date for which the Field referenced by this Rule must contain a value corresponding to a date that falls before, after, or on the date defined by this rule.

These rules are important for understanding Workflows because it is possible to make a rule that contradicts its self and will not allow any records to sync. Always think through the logic conditions you have set and complete some testing to make sure that only the intended records pass the workflows you have configured.

Understanding Objects and Fields

Workflows only work with fields that are mapped. The only field types that Workflows support are Text and Single-Select. Make sure any field you are using in your workflow is mapped and that it is an appropriate field type.

You must set up a Workflow for any Object you want to sync. Objects are Contacts, Leads, Companies, Opportunities, Activities, and Tickets. If there is not a Workflow for the Object Type you have mapped it will not sync. As noted above, only the "Any" notation allows more than one Object type on a single Workflow.

Applying Actions

The last step is to select an Action you want to occur for records that meet this rule. At the very least you need to check the "Sync" box. Depending on the Connectors you have installed, there may be other Actions such as adding records to Lists and/or Campaigns.

 

 

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