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Using Salesforce Workflow Rules to update fields based on ScheduleOnce data

Last Modified on Jun 5, 2020

The ScheduleOnce connector for Salesforce allows y'all to map whatever ScheduleOnce System field or Custom field to Salesforce fields. If you want to add together an additional layer of Salesforce fields update logic, you lot can create Salesforce Workflow Rules.

In this article, you'll learn how to create Workflow Rules based on ScheduleOnce data. We'll use a sample scenario in which yous update the Lead: Event Booked checkboxand the Lead: Lead Status picklist when a Customer makes a booking or reschedules a booking.

Requirements

To update Salesforce fields when the Client schedules or reschedules an event, you volition demand:

• A OnceHub Administrator.
• A Salesforce Administrator for your organization.
• An active connection to your Salesforce API User.

Let's assume that the Lead Status field includes the Working – Contacted and the Open – Not contacted options. To create the Salesforce Workflow Rules, you'll need to follow these steps:

• Create an Event Status text Custom field for the Pb object and add it to the Lead Page Layout.
• Create an Consequence Booked checkbox Custom field (unchecked as default) for the Lead object and add it to the Lead Page Layout.
• Map the ScheduleOnce Statusfield to the Pb: Event Status field.
• Create the Workflow Rules.

Creating an Event Status text Custom field

1. Sign in to Salesforce as your API user.
2. Get to the Setuppage.
3. In the Platform Tools section, go to Objects and Fields -> Object Manager(Effigy 1).
   Figure 1: Object Managing director in the Objects and Fields bill of fare
4. In the Object Managerlist, select Lead(Figure ii).
   Figure 2: Lead in the Object Manager list
5. Select Field & Relationships -> New(Effigy iii).
   Figure 3: Fields & Relationships
6. In the New Custom Fieldpane,select Textand click Next(Figure 4).
   Figure iv: Text field
7. In Stride ii: Enter the details, enter the following information (Effigy 5). Add a description if required, then click Side by side.
   • Field label: Event Status
   • Length:40
   • Field Name:Event_Status
     Figure five: Step 2 Enter the details
8. In Step 3, click Next.
9. In Footstep four, click Save.

Your Event Statustext Custom field is now created and is added to the Lead Page Layout.

Creating an Event Booked checkbox Custom field

1. Follow steps 1–v from Creating an Upshot Status text Custom field above.
2. In the New Custom field pane, select Checkboxand click Side by side(Figure 6).
   Figure six: Checkbox
3. In Step 2: Enter the details, enter the following information (Effigy 5). Add a description if required, then click Next.
   • Field characterization: Event Booked
   • Default value:Unchecked
   • Field Name:Event_Booked
     Effigy 7: Footstep ii Enter the details
4. In Step three, click Next.
5. In Step 4, click Save.

Your Event Bookedcheckbox Custom field is at present created and is added to the Pb Folio Layout.

Mapping the ScheduleOnce Condition field to the Atomic number 82 Event Condition field

1. In OnceHub, get to Setup -> ScheduleOnce setup.
2. In the left hand sidebar, select Integrations.
3. On the Integrations page, select CRM.
4. In the Salesforce box, click Setup.
5. In the Salesforce connector setup, become to the Field mapping tab.
6. At the bottom left of the table, click Add together ScheduleOnce fields (Effigy 8). The ScheduleOnce field list includes System fields and Custom fields organized by categories.
   Effigy 8: Add ScheduleOnce fields
7. The Add ScheduleOnce fields popular-upwards will open up
8. Employ the Filter bydrib-down card to filter by Booking data.
9. Check the Status checkbox.
10. Click Add fields.

    NoteIf you want to brand the Workflow Rule specific to a Booking page or Outcome type, you tin can also map the ScheduleOnce Booking folio label or Effect blazon proper noun to specific Lead Custom fields. The Booking page label or Event type proper name tin can be used to refine the Salesforce Workflow dominion that is triggered when a booking is made.

11. For the newly added Status field, select Leadfrom the first drop-down carte and select Event Status (Event_Status__c)from the second drop-down card (Effigy 9).
    Figure 9: Map the Condition field
12. Click the Savebutton or Save and Continue if y'all have completed mapping all fields.

Creating Workflow Rules in Salesforce

You tin can automate the update of many field records using workflow rules. We will create two workflow rules:

• Workflow rule 1 checks the E vent Booked  checkbox and sets the Lead Status to Working - Contacted when the event is scheduled or rescheduled by Customer
• Workflow rule iiunchecks the Issue Booked  checkbox and sets the Lead Status to Open – Non Contacted when the outcome is not scheduled or rescheduled by Client

To create Workflow rules, follow the steps below:

1. Sign in to Salesforce.
2. In your Salesforce Setupfolio, go to Platform tools  -> Procedure Automation.
3. Select Workflow Rules(Effigy 10).
   Effigy 10: Workflow Rules
4. Click New Rule.
5. From the Object drib-downwards, select the object to which the rule volition apply. In our example, select Lead.

Creating Workflow Dominion i

6. On the New Workflow Rule page in Salesforce, fill up out the following information and click Salvage & Adjacent(Figure eleven).
   • Rule Name: Update Lead fields when event is scheduled or rescheduled by Customer
   • Rule description: The Rule checks the Event Booked checkbox and sets the Pb Status to Working - Contacted when the result is scheduled or rescheduled by Customer.
   • Evaluate the dominion when a tape is: created, and every time it's edited
   • Rule Criteria:Run this rule if the criteria are met:
     • Lead: Upshot status equals Scheduled
     • Lead: Event status equals Rescheduled by Customer
     • Advance filter logic:i OR 2
       Figure 11: Update Lead fields when outcome is scheduled or rescheduled by Customer
7. On Step 3: Specify Workflow Actions, click Add together Workflow Action.
8. Select New Field Updateand add the post-obit information (Figure 12):
   • Name: Bank check the Event Booked checkbox automatically
   • Unique name:Check_checkbox
   • Field to update: Result Booked
   • Re-evaluate Workflow Rules after Field Modify:Checked
   • Checkbox Options:True
     Figure 12: Automatically check the Result Booked checkbox
9. Click Save & New.
10. Add together the post-obit data (Figure 13):
    • Proper noun: Update the Lead Condition picklist to Working - Contacted
    • Unique name: Update_the_Lead_Status_picklist
    • Field to update: Lead Condition
    • Re-evaluate Workflow Rules subsequently Field Change:Checked
    • Picklist Option > A specific value: Working – Contacted
      Effigy 13: Update the Lead Status picklist to Working - Contacted
11. Click Relieve.
12. Click Washed.
13. On the Workflow Rules page, click Activate to activate the rule.

Creating Workflow Rule two

14. On the New Workflow Rule folio in Salesforce, fill out the following information and click Relieve & Next.
    • Dominion Name: Uncheck the Event Booked checkbox automatically when a booking is not scheduled or rescheduled past Customer.
    • Rule clarification: The Event Booked checkbox volition be automatically unchecked on the Atomic number 82 Folio Layout when an issue is not scheduled or rescheduled past the Client for that record.
    • Evaluate the dominion when a record is: created, and every time it'southward edited
    • Rule Criteria: Run this rule if the following criteria are met:
      • Lead: Event status not equal to Scheduled
      • Lead: Outcome statusnot equal to Rescheduled by Customer
      • Advance filter logic:1 OR two
15. On Step 3: Specify Workflow Actions , click Add Workflow Action.
16. Select New Field Update, add the following information:
    • Proper name: Uncheck the Event Booked checkbox automatically when a booking is made.
    • Unique name:Uncheck_the_Event_Booked_checkbox
    • Field to update: Event Booked
    • Re-evaluate Workflow Rules afterward Field Change:Checked
    • Checkbox Options:False
17. Click Save & New.
18. Add the post-obit information:
    • Proper noun: Alter the Lead Status picklist to Open up - Not Contacted
    • Unique name: Change_the_Lead_Status_picklist
    • Field to update: Lead Status
    • Re-evaluate Workflow Rules later on Field Change:Checked
    • Picklist Pick > A specific value: Open - Not contacted
19. Click Save.
20. Click Done.
21. On the Workflow Rules page, click Activate to activate the rule.

Y'all're all set! You tin can at present create a test booking in ScheduleOnce to view how the Workflow Rules update your records when a booking is made.

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Source: https://help.oncehub.com/help/using-salesforce-workflow-rules-to-update-fields-based-on-scheduleonce-data

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