Workflow Actions: Create, Update and Clear Fields of Associated Records

With the help of  Automation, businesses can create, update, and clear fields of associated custom object records within contact-based workflows. This eliminates the need for manual data entry, ensuring records remain accurate and up to date while improving efficiency.

Key Features

• Create Associated Records Automatically – Generate custom object records dynamically when a workflow is triggered.
• Update Custom Object Fields – Modify specific fields within an associated record when conditions are met.
• Clear Outdated Data – Reset selected fields without deleting the entire record.

How to Use the New Workflow Actions

Step 1: Access the Workflow Builder

• Navigate to Tools & Reporting > Automations > Workflows in your Mastermind account.
• Start a new workflow or open an existing one.

Step 2: Select the Action Type

• Click the + icon to Add Action and choose one of the custom object management options:

• Create an Associated Record – Generates a new custom object record. Associate the newly created record with a contact using a predefined association label.

• Update an Associated Record – Modifies fields within an existing associated record. Update specific fields within the associated record when certain conditions are met.

• Clear Fields of an Associated Record – Resets specific fields without deleting the record.

Step 3: Save and Activate the Workflow

• Once configured, save the workflow and activate it to automate custom object management.
• The system will now dynamically handle records based on workflow triggers.

Pro Tips

• Use clear association labels to ensure accurate record linkage within workflows.
• Regularly review automated updates to maintain data integrity and prevent errors.
• Combine these actions with conditional logic to refine automation based on specific triggers.
• Test before deployment by running workflows in a test environment before applying them to live data.

FAQs

Question: Can I create multiple associated records for the same contact in a workflow?

Answer: Yes, you can configure workflows to create multiple associated records by defining different triggers for each record creation.

Question: What happens if I update a field that already has data?

Answer: The workflow will overwrite the existing data with the new value specified in the update action.

Question: Can I undo a cleared field in an associated record?

Answer: No, once a field is cleared, the data is removed. Consider backing up important information before enabling this action.

Question: Is it possible to automate updates based on specific conditions?

Answer: Yes, you can set conditions in the workflow to trigger updates only when certain criteria are met.

Question: Do these actions work with all custom objects?

Answer: Yes, they apply to all custom objects created in your Mastermind account, as long as they are linked to contacts.

Question: How do I ensure that fields in associated records remain up to date in workflows?

Answer: To ensure fields remain up to date, regularly review your workflows and make use of conditional logic to automate updates only when necessary. Testing workflows in a test environment before applying them to live data can also help maintain data integrity.

Question: How does the system know which record to link to a contact when a new one is created?

Answer: When you use the "Create an Associated Record" action, you must define a predefined association label. This ensures the new record is accurately linked to the specific contact that triggered the workflow.

Question: Can I combine these custom object actions with other workflow features?

Answer: Yes. You can use conditional logic (if/then branches) to refine when these records are created, updated, or cleared based on specific triggers.