This article will walk you through how to use Refresh from Source to update your workflow if the associated data has changed in Salesforce.
If your workflow’s information has changed in Salesforce, you can easily update the data by refreshing from source. In Ironclad, navigate to the workflow you want to update and click the Refresh from Source button located in the Info column on the right.
This button only appears if your workflow was generated from Salesforce using Workflow Launch. Additionally, the Refresh option becomes unavailable once the workflow reaches the Sign stage. To refresh data at that point, you must revert the workflow to the Review stage, perform the refresh, and then move it back to Sign.
There are three possible outcomes to the sync:
- Successful: The sync was successful and your workflow has been updated.
- Failed: The sync was unsuccessful. This nearly always occurs because one of the required fields for Ironclad is missing in Salesforce. A comment displays in the Activity Feed with a Correct Information button.
- No Change: No changes were detected in Salesforce.
Successful Sync
If the sync is successful, a comment is added to the Activity Feed documenting the changes made to the workflow.
Example: Successful Refresh
Example: Successful Refresh with New Document Version
Failed Sync
If the sync fails and was triggered by someone other than the workflow owner, the workflow owner is notified. A comment displays in the Activity Feed with a Correct Information button. Click Correct Information to update the information in Ironclad. When you try to submit the form, any missing fields are highlighted in red.
When you successfully resolve the failed sync, it is documented in the Activity Feed.
The main reason for Refresh from Source failure is because a required field that Ironclad expects is missing. Refresh from Source automatically fills out the Edit Info form, updating the questions linked to Salesforce. However, if some required questions don't have data after the Salesforce update, Refresh from Source will fail and you will need to manually correct the information. This might occur when:
- The updated value from Salesforce prompts a follow-up (conditional) question on the form that’s required
- There are Review Only only questions that are marked as required
- Data was removed from Salesforce
Admins: To prevent users from needing to resolve these errors, consider marking questions as optional in Workflow Designer or ensuring that the right fields are always populated in Salesforce.