Data Set Automations

You can create automations between workflow runs and Data Sets that allow you to create, update or delete your Data Set records.

In this article, we will go through:

• Creating a new Data Set record when a task is completed
• Updating a Data Set record when a workflow run is completed
• Deleting a Data Set record when a task is completed

Use Case

We will work with a New Employee Onboarding workflow.

• When a new employee is onboarded, we want a new Data Set record to be created.
• When that employee has passed their 90-day review, we want their Data Set record to be updated with a Permanent status.
• If that employee does not pass their 90-day review, we will terminate the employee and delete their Data Set record

Let’s look into creating this automation using our native Process Street to process Street integration.

Preparations

To automate creating, updating, or deleting Data Set records, you first need to create a Data Set.

Once you have created a Data Set, you can proceed with creating the automation.

Create a Data Set record

Edit your workflow and navigate to the step that would trigger the automation, then click on the Automation icon in the top-center of your screen.

Select Process Street as the app and select create a data set record as the action.

Select the Data Set you created earlier and map your workflow form fields to your Data Set columns.

Next, select a form field in your workflow where the record ID of the newly created Data Set record can be entered by the automation.

Note: If you don’t have a form field in your workflow for the record ID, add a short text field in your workflow and publish it before creating the automation.

Lastly, click Finish and turn on your automation. Additionally, you can run your workflow to test your automation.

Update a Data Set record

To update a Data Set record via automation, you should have first created the record via automation and mapped the record ID back into your workflow.

To create this automation, edit your workflow and navigate to the bottom of your workflow task list. Click the + icon and select Automations. Select Process Street from the list of available automations.

Next, select Process Street as the app and update a data set record as the action.

Select the Data Set you want to update and the form field in your workflow where you have the record ID saved.

Next, map the form fields in your workflow that would update the columns in your Data Set, as shown below.

Note: If you don’t have a form field in your workflow for the record ID, add a short text field in your workflow and publish it. Then update your automation that creates a Data Set record to include this field.

Lastly, click Finish and turn on your automation. Additionally, you can run your workflow to test your automation.

Delete a Data Set record

To delete a Data Set record via automation, you should have first created the record via automation and mapped the record ID back into your workflow.

To create this automation, edit your workflow and navigate to the task that should trigger this automation. Then click on the Automation icon in the top-center of your screen.

Next, select Process Street as the app and delete a data set record as the action.

Select the Data Set from which the record should be deleted and the form field in your workflow where you have the record ID saved.

Note: If you don’t have a form field in your workflow for the record ID, add a short text field in your workflow and publish it. Then update your automation that creates a Data Set record to include this field.

Lastly, click Finish and turn on your automation. Additionally, you can run your workflow to test your automation.

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