Helpful Tips on Setting up Workflows

If you've finished mapping your fields, you may be ready to start thinking about the types of records you want to sync from one system to the other. This is where you'll start to setup  Workflows. Below is a list of some helpful tips on how to setup Workflows along with links to related help articles.  

Please Note:

  • All fields used in Workflows need to be mapped.
  • Workflows now work with all field types!


  • You must have at least one Workflow setup if you want any records to sync so when in doubt, leave the Default Workflow in place. This Workflow is in place by default for all customers and the rule simply states that any and all records are eligible to sync from one system to another.
  • When adding custom Workflows, give them specific names that refer to what system the rules apply to and perhaps what record types (i.e. System A to System B rules). The rules in this workflow are related to records in System A that determine when they should be allowed to sync over to System B. This will help keep your Workflows well organized.
  • Currently, you can not separate values with commas in a single rule so if you have a field where there are multiple possibilities for values, you'll need to create a separate line for each rule.
  • Most field types for workflows are now supported.
  • Only use object types that relate to your current mappings. For example, if you have a Contact Mapping setup, you can base rules off of your contact-type objects (contacts, leads, etc.). But if you don't have a particular type of mappings, then you don't want to use rules based on these objects in your workflows. Doing so won't have any impact on whether these object types sync or not as they are not mapped.
  • Make sure to use a field's Value when setting a rule.
  • Workflows can be enabled or disabled.  Only enabled workflows will be evaluated by Formstack Sync.
    You can toggle the status of a workflow by clicking the Settings drop-down for the workflow on the Workflows screen and selecting Enable or Disable from the menu.
  • Lastly, if you have a need to test your sync, Workflows is a great tool to use for such testing. Learn more about how to set this up here.

Once you have your Workflows figured out and your mappings are looking good, you are ready to turn on your sync!


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