Populate Fields Based on Data in a Lookup Record

Overview

This article explains how to use the Workflow Enhancement Suite (WES) to populate fields based on data in a Lookup record.

Without WES, this solution would require custom deluge code to perform.

Video

Instructions

Setup the Workflow

To transfer data from a lookup record to a field on the current record, the workflow needs to be built on the current module (e.g. updating the Deal name based on the Contact name requires a workflow on the deal module).

In an 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 selected, you will be presented with many data flows. Select "Update Fields in My CRM", and then select the module that needs to be updated. In this case, it should be the current record. From here, you can configure the field update:

Select the Destination Field: On the left, select the field that needs to be updated from another field
Select Data from Lookup Record: As your operator, select "From Another Field", then you'll be presented with a drop-down for modules and a drop-down for fields. Select your lookup module, then select the field that will populate the destination field

Note: You can also use a merge tag if you need to add other text around it

You can add as many field updates that 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.