Map Data to Lookup Record from a Current Record

Map Data to Lookup Record from a Current Record

Overview

This article explains how to use the Workflow Enhancement Suite (WES) to map data from a related record to a lookup record.
Without WES, this solution would require custom deluge code to perform.

Video



Instructions

Setup the Workflow

To update a lookup record, create a workflow in the current record (e.g. if you want to update an Account from a Contact, select the Contact module).
The trigger of your workflow should be on edit of all mapped fields on the current record (e.g. to update address from Contact to Account, the trigger should be on edit of all address fields in the Contact).
Warning: failure to set up the workflow in this way can lead to failure of your WES data flow.
In the existing or a new workflow, access the "Custom Action" menu, which is the last action in the workflow editor. The menu will open, and select the "Advanced Field Update (bludata)" action.

Note: This is available as both an Instant Action and Scheduled Action. If you are running into difficulties selecting this option in a Scheduled Action, please save and re-open the workflow.

Select and Configure the Appropriate Data Flow

Once you choose the Advanced Field Update, select the first option of "Update Fields in My CRM". On the next screen, select the Lookup that you want to update (e.g. the Account lookup on the Contact). If you don't see it right away, you can search for it. After this, please complete the mapping:
  1. Select a destination field: Select the field on the Lookup record that needs to be updated
  2. Configure the mapping: Select "based on another field" as your operator, then choose the field on the current record (or another Lookup record) that should update the destination field


You can add as many mappings or field updates as you require in a single data flow.
Once complete, hit "Save", provide a name that is appropriate (for future reference), and hit "Save and Associate".

Trigger the Data Flow and Track Results

When the workflow is triggered and the conditions are satisfied, the data flow will run.
To audit this data flow, you can view the Timeline of the affected record, or access the "WES Logs" to see if the data flow was a success or failure.