Overview of Conditional Mappings

What is it?

Conditional Mapping is a powerful feature that allows you to control how your data flows across all of your integrated systems.  It allows you to set up multiple mappings for a single object (for example, multiple contact mappings), each of which follow different rules ("conditions") as to when they are activated.  This allows you to set up complex configurations such as:

  • Connecting multiple Marketo or Hubspot instances into your sales CRM.

  • Transferring contacts with status "Prospect" into a lead nurturing system, and transferring contacts with status "Customer" into a support or fulfillment system.

  • Only moving contacts created since January 1, 2016 into your marketing system.

  • Transferring contacts with region "EU" to one Hubspot instance, and contacts with region "North America" to a different Hubspot instance.

  • Only move companies of status "Customer" or "Evangelist" to your sales database.

  • And much more...

How does it work?

Formstack Sync allows you to define multiple mappings, each of which has a condition applied to it.  This mapping only "fires" when a record that meets that condition is created or updated.  The record is then handled according to the mapping defined.  You set the order of mapping, allowing you to determine which condition is checked first.  You can have as many mappings as you need to support your workflow.

What do I need to watch out for?

  • Your mappings will be checked in order, so be cautious and consider carefully how you want data to flow across your linked systems.  Our support team can work with you to get you set up.

  • The default condition is "Any connector" has "a record" where "any field""is not empty."  This allows all records of this object type to sync according to that mapping.

  • You must have at least one mapping set up for each object you want to transfer (contacts, companies, opportunities, activity, etc.), but you do not need to apply special conditions to each object.  For example, you could have a single company mapping using the default condition, but have three contact mappings that handle three different contact statuses in different ways.

  • A record will only pass through one mapping in a single sync run.  However, if a sync run changes a record so that it now meets criteria for a lower-ranked mapping, it will trigger the lower-ranked mapping on the second sync run and obey those rules.

  • Any field that is used in your conditions must be mapped in order to trigger when that field is updated.  It can be a single-line mapping that does not connect to any other field.

  • Be cautious in use of "any" versus "all" in setting up your mappings with multiple conditions.  These can cause radically different outcomes in which records are synced by that mapping.

  • You can only use objects of the current mapping type to set a condition.  For example, if you are setting up a contact mapping, you cannot use a company field to create a condition.

  • However, it is possible to set up multi-step mappings that transfer a company field to the contact record, where it can then be used to trigger a mapping.

  • If you set up multiple conditional mappings, it is possible to create a "hole" in your conditions such that certain records will never sync since they don't meet any of the listed criteria.  Proceed with caution.

Have questions on how to best use Conditional Mappings?

Contact our support team (support@bedrockdata.com) to discuss your use case and we can help provide recommendations on how to leverage this powerful feature.


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