Create or Update Data Source

Write a finished task’s values into a data source record, creating it or updating the existing one.

Create or Update Data Source writes the values of a finished task into a data source. If a record with the same primary key already exists, it is updated; otherwise a new record is created. Field work keeps your master data current: customer addresses, stock counts, service history, sales leads.

Available for: On Task Finished only, because it needs the task’s complete data.

Required permission:

• View automation
• Create automation

Automation detail

1. Data Type: required. The data type whose records are created or updated, for example Store.

2. Field Mapping: every field of that data type. For each one, type a fixed value or click the search icon to copy a field of the finished task, exactly as in Create Task. The data type’s primary key field is marked (primary key).

3. Data Source Access: shown only for data types whose records can be limited to certain users. Tick it to control who can see the records this automation writes, then choose how:

   • Update: add the chosen users to the record’s existing access list.
   • Replace: replace the record’s access list with the chosen users.

4. Limit Data by User: who gets access. Either one option from Auto limit data based on, which takes the person from the task when it runs:

   • Same assignee: the user assigned to the task.
   • Assigned by: the user who assigned it.
   • Done by: the user who finished it.

   or one or more named users from the User group.

How it works

1. A task of the automation’s task type is finished, and the rules, if any, are checked.
2. The value mapped to the primary key is looked up in the data type.
3. A record with that key exists: it is updated with the mapped values. Fields that aren’t mapped keep their values.
4. No record has that key: a new record is created with the mapped values.

• Map a value to the primary key field. Without it, records can’t be matched.
• The primary key is matched exactly, including upper and lower case.
• Required fields of the data type must get a value, fixed or copied.
• The data type’s field validation applies.

Examples

Customer database after delivery

Setting	Value
Event	On Task Finished
Task Type	Delivery
Data Type	Customer Database (primary key: Customer Name)
Customer Name	Customer Name (from Delivery)
Customer Address	Customer Address (from Delivery)
Customer Coordinate	Delivery Coordinate (from Delivery)
Customer Phone	Customer Phone (from Delivery)

Inventory after a stock check

Setting	Value
Task Type	Stock Inspection
Data Type	Inventory Database (primary key: Product ID)
Product Name	Inspected Product
Current Stock	Stock Count
Warehouse Location	Inspection Location

Service history

Setting	Value
Task Type	Home Cleaning
Data Type	Service History (primary key: Service ID)
Customer Name	Customer Name
Service Type	Service Category

Sales leads from canvassing

Setting	Value
Task Type	Field Canvassing
Data Type	Sales Leads (primary key: Prospect Name)
Contact Number	Phone Number
Interest Level	Survey Result
Data Source Access	Update, Limit Data by User: Done by (the canvasser sees their own leads)

Good practice

• Choose a primary key that really is unique, such as a customer ID or order number.
• Prefer copied values over typed ones, and map only fields that matter.
• Use rules to write only when it makes sense, for example only successful deliveries.
• Test with a sample task, then check the record on the Data Source page and the run in the log.

Troubleshooting

No record is created or updated.

• Check that the automation is Active, the task type matches, and the rules don’t exclude the task.
• Check that the field mapped to the primary key had a value in the task.
• Check that every required field of the data type has a value.

A new record is created every time instead of updating. The primary key value doesn’t match the existing record exactly (case included), or the wrong field is mapped to it.

Some fields don’t change. They’re not mapped, or the task’s field was empty.

The wrong data type is updated. Edit the automation and check Data Type; look for other automations on the same event.