{"id":6810,"date":"2023-05-25T14:11:39","date_gmt":"2023-05-25T14:11:39","guid":{"rendered":"https:\/\/www.process.st\/help\/docs\/data-set-automations\/"},"modified":"2026-04-28T12:39:37","modified_gmt":"2026-04-28T12:39:37","slug":"data-set-automations","status":"publish","type":"ht_kb","link":"https:\/\/www.process.st\/help\/docs\/data-set-automations\/","title":{"rendered":"Data Set Automations"},"content":{"rendered":"<p><a href=\"https:\/\/www.process.st\/help\/docs\/data-sets\/\">Data Sets<\/a> are a great way for you to collate important information in one place then use it to populate multiple <a href=\"https:\/\/www.process.st\/help\/docs\/what-is-a-workflow-run\/\">workflow runs<\/a> at once. For example, if you create a Data Set for your employee data, you can use this data to pre-populate your workflow runs in your employee onboarding process or employee review process.<\/p>\n<p>With Data Set Automations, you can update your Data Sets, <a href=\"https:\/\/www.process.st\/help\/docs\/linked-dropdowns\/\">linked dropdowns<\/a> or workflow runs when information is added or updated at a single source.<\/p>\n<p>There are a number of ways to create your Data Set Automations. You can create an automation from a Data Set to run a <a href=\"https:\/\/www.process.st\/help\/docs\/workflows\/\">workflow<\/a> or you can create an automation from a workflow that adds to or updates your Data Set from a workflow run.<\/p>\n<p><strong><em>Users: Admins and <a href=\"https:\/\/www.process.st\/help\/docs\/user-permissions\/\" target=\"_blank\" rel=\"noopener\">Builders<\/a> can create Data sets, saved views, and Data Set Automations.<\/em><\/strong><\/p>\n<p>In this article, we will go through:<\/p>\n<ul>\n<li><a href=\"https:\/\/www.process.st\/help\/docs\/data-set-automations\/#creating-a-data-set-record-with-a-webhook-trigger\">Creating a Data Set record via a webhook trigger<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/help\/docs\/data-set-automations\/#data-set-to-workflow-automations\">Data Set to Workflow Automations<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/help\/docs\/data-set-automations\/#workflow-to-data-set-automations\">Workflow to Data Set Automations<\/a><\/li>\n<\/ul>\n<h2>Creating a Data Set record with a webhook trigger<\/h2>\n<p>You can bring in data into your Data Set from a third-party app via webhooks.<\/p>\n<p>To set this up, you first need to <a href=\"https:\/\/www.process.st\/help\/docs\/data-sets\/#creating-a-data-set\">create a Data Set<\/a> or you can use an existing one that you may have.<\/p>\n<p>Click on the <strong>Automations icon<\/strong> in the top right corner then select <strong>Update a Data Set when..<\/strong> then copy the <strong>webhook URL<\/strong>.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-16822\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/data-set-webhook1.gif\" alt=\"\" width=\"100%\" \/><\/p>\n<p>Go to the third-party app from where you want to bring in the data and configure the webhook in that app.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-16823\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/data-set-workable-webhook.png\" alt=\"\" width=\"100%\" \/><\/p>\n<p>Once you have successfully set up the webhook, come back to your Data Set automation, test the trigger and map the form fields from your third-party app to your Data Set fields.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-16824\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/data-set-webhook-mapping.png\" alt=\"\" width=\"100%\" \/><\/p>\n<p>You can also create a new field in your Data Set while mapping your fields.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-16825\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/data-set-webhook-new-columns.gif\" alt=\"\" width=\"100%\" \/><\/p>\n<p>Then <strong>Save<\/strong> your automation and <strong>turn it on<\/strong>.<\/p>\n<p>Once you have created new fields via the automation, come back to your Data Set saved view. Here, update the filter to show the new fields so you can use these fields in your workflows.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-16832\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/data-set-update-saved-view.png\" alt=\"\" width=\"100%\" \/><\/p>\n<p>Now every time a candidate hits the Hired stage in Workable, a new Data Set record will be created in your Data Set.<\/p>\n<p>When you trigger a webhook, it updates the run logs so you can verify that your webhook has run successfully to create a new record.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-16826\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/data-set-webhook-run-logs.png\" alt=\"\" width=\"100%\" \/><\/p>\n<p>If you see an error in the run logs, click on the error to see what caused it. Once you have addressed the error, test your trigger again.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-16833\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/data-set-run-log-error.png\" alt=\"\" width=\"100%\" \/><\/p>\n<p>You can also set up <a href=\"https:\/\/www.process.st\/help\/docs\/webhooks\/#data-set-webhooks\">outgoing webhooks<\/a> when you add, update, or delete a Data Set record.<\/p>\n<h2>Data Set to Workflow Automations<\/h2>\n<p>To create an automation in your Data Set, you need to first <a href=\"https:\/\/www.process.st\/help\/docs\/data-sets\/#create-a-saved-view\">create a saved view<\/a> of your Data Set.<\/p>\n<p>With this automation, you can:<\/p>\n<ul>\n<li><a href=\"https:\/\/www.process.st\/help\/docs\/data-set-automations\/#run-a-workflow-when-a-record-is-created\">Run a workflow when a record is created<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/help\/docs\/data-set-automations\/#run-a-workflow-when-a-record-is-updated\">Run a workflow when a record is updated<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/help\/docs\/data-set-automations\/#run-a-workflow-when-a-record-matches-a-specific-condition\">Run a workflow when a record matches a specific condition<\/a><\/li>\n<\/ul>\n<p>For example, in your employee hiring and onboarding process, as soon as you mark an employee as Hired in your HRMS, that will trigger a webhook and create a new record for that employee in your employee Data Set in Process Street. Then, as soon as a new record is created, a new workflow run can be triggered automatically, so you can have a smooth onboarding process.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-16827\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/data-set-automation.gif\" alt=\"\" width=\"100%\" \/><\/p>\n<h3>Run a workflow when a record is created<\/h3>\n<p>You can trigger a new workflow run as soon as a new record is added to your Data Set manually, via automation or via the webhook trigger mentioned above.<\/p>\n<p>In a Data Set saved view, click on the Automations icon in the top center of your screen. Select <strong>Run a workflow when<\/strong>\u00a0and select the trigger as <strong>When a Data Set record is created<\/strong>.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-16812\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/data-set-run-wf-record-crated.png\" alt=\"\" width=\"100%\" \/><\/p>\n<p>Select the <strong>saved view<\/strong>, and the <strong>workflow to run<\/strong>, click <strong>Save<\/strong> and <strong>turn on<\/strong> the automation.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-16837\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/data-set-run-when-created.gif\" alt=\"\" width=\"100%\" \/><\/p>\n<p>To map the fields from the Data Set record to the workflow run, go to the workflow you selected and edit it.<\/p>\n<p>Go to the form fields to be populated by the data set and click on the settings cog next to it to set a <a href=\"https:\/\/www.process.st\/help\/docs\/form-fields\/#autofill-form-fields\">default answer<\/a>. Populate these fields with the related <a href=\"https:\/\/www.process.st\/help\/docs\/variables\/#data-set-variables\">variables<\/a> then <strong>Publish<\/strong> changes to your workflow.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-16835\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/data-set-field-mapping.gif\" alt=\"\" width=\"100%\" \/><\/p>\n<p><em><strong>Note:<\/strong> If you are unable to view any Data Set fields as the Data Set variables in your workflow, go back to the Data Set and update the saved view to show the desired fields.\u00a0\u00a0<\/em><\/p>\n<p>Now every time a new record is created in your saved view, it will trigger a new workflow run.<\/p>\n<h3>Run a workflow when a record is updated<\/h3>\n<p>You can trigger a new workflow run as soon as a record in your Data Set is updated manually or via an automation.<\/p>\n<p>In a Data Set saved view, click on the <strong>Automations icon<\/strong> in the top center of your screen. Select <strong>Run a workflow when<\/strong>\u00a0and select the trigger as <strong>When a Data Set record is updated<\/strong>.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-16838\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/data-set-run-when-updated1.gif\" alt=\"\" width=\"100%\" \/><\/p>\n<p>Select the saved view where the record will be updated and select the workflow to run. <strong>Save<\/strong> the settings and <strong>turn on<\/strong> the automation.<\/p>\n<p>If you have added a new field in your Data Set and updated a record, you can send this new data to the workflow you run. To do this, edit the workflow to run, go to the corresponding form field to be populated by the new Data Set field, and set a default answer using a <a href=\"https:\/\/www.process.st\/help\/docs\/variables\/#data-set-variables\">Data Set variable<\/a>.<\/p>\n<h3>Run a workflow when a record matches a specific condition<\/h3>\n<p>You can trigger a new workflow run as soon as a Data Set record matches a specific condition you set when a record is created manually, via automation or via the webhook trigger mentioned above.<\/p>\n<p>In a Data Set saved view, click on the <strong>Automations icon<\/strong> in the top center of your screen. Select <strong>Run a workflow when<\/strong>\u00a0and select the trigger as <strong>When a record matches a condition<\/strong>.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-16839\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/data-set-run-when-matches-condition.gif\" alt=\"\" width=\"100%\" \/><\/p>\n<p>Select the <strong>saved view<\/strong> where the record will be created or updated and select the <strong>workflow to run<\/strong>.<\/p>\n<p>Select the <strong>Data Set field<\/strong> that should match the condition. Then select the <strong>condition<\/strong> to match.<\/p>\n<p>You can choose from the following conditions, as shown below.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-16840\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/data-set-condition.png\" alt=\"\" width=\"100%\" \/><\/p>\n<p><strong>Save<\/strong> the settings and <strong>turn on<\/strong> the automation.<\/p>\n<p>To map the fields from the Data Set record to the workflow run, go to the workflow you selected and edit it.<\/p>\n<p>Go to the form fields to be populated by the data set and click on the settings cog next to it to set a <a href=\"https:\/\/www.process.st\/help\/docs\/form-fields\/#autofill-form-fields\">default answer<\/a>. Populate these fields with the related <a href=\"https:\/\/www.process.st\/help\/docs\/variables\/#data-set-variables\">variables<\/a> then <strong>Publish<\/strong> changes to your workflow.<\/p>\n<p><em><strong>Note<\/strong>: This automation triggers a workflow run only once when a record matches the condition you have set.<\/em><\/p>\n<h2>Workflow to Data Set Automations<\/h2>\n<p>You can create <a href=\"https:\/\/www.process.st\/help\/docs\/process-street\/\">automations<\/a> between workflow runs and <a href=\"https:\/\/www.process.st\/help\/docs\/data-sets\/\" target=\"_blank\" rel=\"noopener\">Data Sets<\/a> to create, update, or delete your Data Set records.<\/p>\n<p>With this automation, you can:<\/p>\n<ul>\n<li><a href=\"https:\/\/www.process.st\/help\/docs\/data-set-automations\/#create-a-data-set-record\">Create a new Data Set record when a task is completed<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/help\/docs\/data-set-automations\/#update-a-data-set-record\">Update a Data Set record when a workflow run is completed<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/help\/docs\/data-set-automations\/#delete-a-data-set-record\">Delete a Data Set record when a task is completed<\/a><\/li>\n<\/ul>\n<p>For example, in your Employee Onboarding process, when you onboard a new employee, you want to create a new Data Set record.\u00a0When that employee has passed their 90-day review, you want to update their Data Set record with a <strong>Permanent<\/strong> status. And if that employee does not pass their 90-day review, you will terminate the employee and delete their Data Set record.<\/p>\n<h3>Preparations<\/h3>\n<p>To automate creating, updating, or deleting Data Set records, you first need to <a href=\"https:\/\/www.process.st\/help\/docs\/data-sets\/#creating-a-data-set\">create a Data Set<\/a>\u00a0then come back to your workflow to set up the automation.<\/p>\n<h3>Create a Data Set record<\/h3>\n<p>Edit your workflow and navigate to the step that will trigger the automation, then click on the Automation icon in the top-center of your screen.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-15787\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/create-automation.gif\" alt=\"create automation\" width=\"100%\" \/><\/p>\n<p>Select <strong>Process Street<\/strong> as the app and select <strong>create a data set record<\/strong> as the action.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-15790\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/create-automation-step-1.gif\" alt=\"\" width=\"100%\" \/><\/p>\n<p>Select the <strong>Data Set<\/strong> you created earlier and map your workflow form fields to your Data Set fields.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-15791\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/data-set-create-automation-step-2.gif\" alt=\"\" width=\"100%\" \/><\/p>\n<p>Next, select a form field in your workflow where the automation can enter the record ID of the newly created Data Set record.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-15789\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/create-automation-create-record.gif\" alt=\"\" width=\"100%\" \/><\/p>\n<p><strong>Note:<\/strong> If you don&#8217;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.<\/p>\n<p>Lastly, click <strong>Finish<\/strong> and turn on your automation. Additionally, you can run your workflow to test your automation.<\/p>\n<h3>Update a Data Set record<\/h3>\n<p>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.<\/p>\n<p>To create this automation, edit your workflow and navigate to the bottom of your workflow task list. Click the <strong>+ icon<\/strong> and select <strong>Automations<\/strong>. Select Process Street from the list of available automations.<\/p>\n<p>Next, select <strong>Process Street<\/strong> as the app and <strong>update a data set record<\/strong> as the action.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-15792\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/update-data-set-record-step-1.gif\" alt=\"\" width=\"100%\" \/><\/p>\n<p>Select the Data Set you want to update and the form field in your workflow where you have the record ID saved.<\/p>\n<p>Next, map the form fields in your workflow that will update the fields in your Data Set, as shown below.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-15793\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/update-data-set-record-step-2.gif\" alt=\"\" width=\"100%\" \/><\/p>\n<p><strong>Note:<\/strong> If you don&#8217;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.<\/p>\n<p>Lastly, click <strong>Finish<\/strong> and turn on your automation. Additionally, you can run your workflow to test your automation.<\/p>\n<h3>Delete a Data Set record<\/h3>\n<p>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.<\/p>\n<p>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.<\/p>\n<p>Next, select <strong>Process Street<\/strong> as the app and <strong>delete a data set record<\/strong> as the action.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-15794\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/delete-record-step-1.gif\" alt=\"\" width=\"100%\" \/><\/p>\n<p>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.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-15795\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/delete-record-step-2.gif\" alt=\"\" width=\"100%\" \/><\/p>\n<p><strong>Note:<\/strong> If you don&#8217;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.<\/p>\n<p>Lastly, click <strong>Finish<\/strong> and turn on your automation. Additionally, you can run your workflow to test your automation.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Data Sets are a great way for you to collate important information in one place then use it to populate multiple workflow runs at once. For example, if you create a Data Set for your employee data, you can use this data to pre-populate your workflow runs in your employee onboarding process or employee review [&hellip;]<\/p>\n","protected":false},"author":14,"template":"","meta":{"_acf_changed":false,"available_plan":"All plans","available_product":"Data Sets, Integrations","footnotes":""},"ht_kb_category":[194,472],"ht_kb_tag":[416,480],"class_list":["post-6810","ht_kb","type-ht_kb","status-publish","hentry","ht_kb_category-integrations","ht_kb_category-data-sets","ht_kb_tag-automations","ht_kb_tag-data-sets"],"acf":[],"aioseo_notices":[],"_links":{"self":[{"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb\/6810","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb"}],"about":[{"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/types\/ht_kb"}],"author":[{"embeddable":true,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/users\/14"}],"version-history":[{"count":2,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb\/6810\/revisions"}],"predecessor-version":[{"id":9881,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb\/6810\/revisions\/9881"}],"wp:attachment":[{"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/media?parent=6810"}],"wp:term":[{"taxonomy":"ht_kb_category","embeddable":true,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb_category?post=6810"},{"taxonomy":"ht_kb_tag","embeddable":true,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb_tag?post=6810"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}