3.4 Set Up Workflows

Adding New Workflows

For a high-level overview and demonstration of Workflows, refer to our Workflows Video Overview

For additional information relevant to setting up Workflows, see our support article: How to Set Up Workflows for the First Time

IMPORTANT! Any Field that is used in a Workflow rule must be mapped within the “Mappings” section, even if it’s not mapped to any corresponding Field.

Testing Workflows

Before allowing your integration to begin syncing all Records, we strongly recommend performing small-scale testing for each use case you would like Sync to accommodate in order to confirm that the current configuration produces your expected results.

To perform these small-scale tests, you will create and enable testing workflows designed to allow only specific records to sync. For example, if you know you will be creating a test contact named “Jane Smith”, you might set up a workflow to only allow Contact records with the First Name = “Jane” and Last Name = “Smith” to sync.

For additional instructions on setting up these workflows, see our support article How to Test Your Integration Using Workflows.

To proceed with testing, refer to Step 4: Testing.

Steady-State Workflows

You may create your Steady-State workflows now, but we strongly recommend you set these to “disabled” until you complete small-scale testing with your Testing Workflows.

You will always have at least one Workflow rule per Object type you are mapping. For example, if you are syncing both Contacts and Companies, you will have at least two Workflows: one for Contacts, one for Companies. When a Record passes a Workflow, Sync will check the other End System(s) to determine whether a corresponding Record already exists. If yes, the existing Record is updated. If no, a new Record is created.

BEST PRACTICE! Keep your middleware (Sync) logic as simple as possible - whenever possible, try to boil down your Workflow conditions to one rule per Object type. 

For additional information on setting up Workflows, see our support article: Helpful Tips on Setting up Workflows. 

For additional information on logic that can be applied to your Workflows (specifically, if you are using more than one condition), see our support article Understanding and Implementing Workflow Logic

IMPORTANT! When creating Workflows to align with your use case, be sure to consider any End System requirements regarding parent Record requirements. Does one of your End Systems require a Company Record to exist before the Contact Record can be created? Does a Lead have to be converted to a Contact before the Opportunity can exist? Sync will attempt to create or update a Record any time it passes a Workflow, but the record will fail to sync if the Record does not meet all of the prerequisites of your End System.

BEST PRACTICE! The Steady-State Workflows discussed above will create and update Records whenever the Workflow condition is met. If you’d like to have a backstop to allow two corresponding Records that exist to continue syncing even if they don’t currently meet this condition, consider also adding a “Global Workflow” for each Object type where you would like to see this behavior. For instructions on adding Global Workflows, see our support article Setting Up Workflow Rules to Ensure Records Always Remain in Sync If They Already Exist in All Systems. 

Disable Steady-State Workflows

Your Steady-State Workflows should now be disabled for the purposes of proceeding with testing. Failure to disable these Workflows may result in unintended creation or overwriting of data within your live-systems, for which there is no reversing.

3.4 TL;DR Check List


To view the next article in the Sync Set Up Guide, click here: Step 4.1 Testing

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