Staged Data

Staged Data in FieldFX is a pre-computed snapshot of Salesforce data packaged for the FieldFX React Native Mobile App to download efficiently during sync. Staged data records are created from Salesforce data (not from spreadsheets or third-party imports) and stored in the FX5__Staged_Data__c object. Administrators can view and manage these records in FieldFX Back Office; the mobile app consumes them during sync.

Key Aspects

Staged data is generated from Salesforce data and sync profile configuration to support efficient mobile sync and offline use. The following points summarize the most important characteristics of staged data in FieldFX.

Key Aspect Description

Profile-driven

Staged data is scoped by the objects, fields, and download filters defined in a sync profile.

Generated, not authored

It is created from Salesforce source data during staging, not entered manually or imported from spreadsheets.

Optimized for sync

Digest files package reference data and metadata so the mobile app can download only what it needs.

Supports offline use

The mobile app uses staged data to keep required reference information available between syncs.

Permission-sensitive

The permissions of the run-as account used to generate staged data—not the mobile user syncing the app—affect which records and fields can be staged.

Filter-sensitive

Download filters control which records are included and can reduce payload size.

Reviewable in Back Office

Administrators can verify staged data records have been created, there is a file attached and when it was created (so there is verification if the scheduled job creating the staged data is running as expected.

Back Office and Mobile App Usage

Staged data supports both administration in Back Office and data consumption in the FieldFX mobile app. The following comparison shows how each interface interacts with staged data for setup, review, and sync use.

Back Office FieldFX Mobile App

Administers reviews staged data records in Salesforce to generate the sync profile thus creating the staged data.

Downloads and uses staged digests during sync for fast, reliable offline operation.

What Staged Data Is (and Is Not)

What Staged Data is What Staged Data is not

A generated, read-only cache of Salesforce lookup data and metadata prepared per Sync Profile.

A holding area for user-entered data awaiting approval and is not imported from spreadsheets/third-party systems.

Does not overwrite production data. Instead, it mirrors the Salesforce lookup records that match the sync profile criteria when staged data is generated, and it updates when those criteria or matching records change.

How Staged Data Is Generated

Staged data is generated from the objects, fields, and filters defined in a sync profile, using Salesforce source data as the input. Administrators can trigger staged data generation on demand or allow the nightly job to regenerate staged data when changes are detected.

Admin Tool Use

Use these tools based on whether the Sync Profile Manager or the Legacy Sync Profile Wizard is used.

Sync Profile Manager Legacy Sync Profile Wizard

Use Sync Profile Manager only for FieldFX React Native Mobile App staged data. Profiles created or edited in Sync Profile Manager are not usable in the legacy web-based mobile app.

Creating or editing a profile with this tool will make the profile unusable in the webapp.

Only be used for the legacy web-based mobile app and no longer generate staged data for RN.

Generation Methods

Manual (Prepare Sync Data) Automatic (Nightly Job)

In Sync Profile Manager, click Prepare Sync Data to generate or refresh all staged data for the selected profile.

A scheduled Apex job evaluates each sync profile and regenerates staged data when changes are detected or when digests are stale. Newly created profiles are included automatically.

Nightly Generation Methods

The scheduled job checks whether relevant data or configuration has changed since the last generation. If nothing changes and the current digest is recent, it is skipped; otherwise, the digest is regenerated. Recent maintenance packs include fixes to ensure new profiles are included automatically, and that regeneration is efficient.

Pipeline Overview

The staged data pipeline follows this flow:

  1. Sync Profile defines which objects, fields, and filters are included for a user’s role.

  2. Salesforce Bulk API extracts the matching Salesforce records per object, applying your download filters.

  3. FX5Staged_Datac records are created/updated per object (and for DESCRIPTIONS metadata).

  4. Digest processing creates optimized files referenced by each staged record.

  5. FieldFX RN Mobile App downloads digests during sync (one call per object).

Data Included in a Sync Profile

This section describes what staged data contains for each sync profile. It includes the reference records and metadata the FieldFX mobile app needs to support sync and offline operation.

By packaging only the reference records and metadata required for a sync profile, staged data helps reduce payload size, improve sync efficiency, and limit unnecessary data transfer to the mobile app.

  1. Lookup data: Accounts, Contacts, Equipment, Price Books, and other reference objects defined by your profile.

  2. DESCRIPTIONS record: A special staged record containing object metadata, including field definitions, record types, and layouts required by the mobile app to render screens.

Sync Behavior for the Mobile App

Staged data digests are checked to determine whether updated reference data or metadata must be downloaded.

Because this data is prepared in advance and downloaded only when it changes, the mobile app can keep essential reference data available for offline work while reducing unnecessary sync traffic.

  1. Sync cadence: The mobile app initiates sync routinely; lookup digests are downloaded only if they have changed since the last sync.

  2. Transaction vs. lookup: Transactional data (for example, Jobs, Tickets, Quotes) follows its own sync, while staged lookup data and DESCRIPTIONS provide the reference backbone for offline use.

  3. Endpoints: Digests are delivered via ContentVersion to download endpoints tied to the staged data record IDs.

View and Manage Staged Data in Back Office

Because staged data lives in Salesforce, administrators can view and manage it directly in Back Office:

  1. Navigate to the Staged Data list view to see current records by Profile and SObjectType. There is no out-of-the-box option; it must be created.

  2. Select a record to review details such as Digest URL, Bulk URL, row count, and any recorded errors.

  3. Use Sync Profile Manager to adjust object scope, fields, and download filters; then click Prepare Sync Data to regenerate.

Permissions and “Run As” Guidance

Because staged data is generated from live Salesforce data, the results depend on the permissions and access of the user who runs the generation process. Use the following guidance to help ensure staging includes the required records, fields, and FieldFX processing access.

Example 1. Example

If the run-as user can access some Accounts but not others, only the accessible Accounts are included in staged data. The mobile app might therefore receive an incomplete set of customer records during sync.

  1. Run staged data generation as a dedicated administrator user with broad read access to the required objects and fields.

    Because the Bulk API respects object permissions, field-level security, and sharing, missing access can produce incomplete staged data.

    Example 2. Example

    If the run-as user cannot read a lookup object or a required field, that data might be omitted from the generated digest.

  2. Make sure the run-as user also has the required FieldFX permission sets and access to the Apex classes used for staging and sync.

    Example 3. Example

    A user with Salesforce read access but without the necessary FieldFX processing access might be able to view records but still be unable to generate or refresh staged data correctly.

Cautions

These highlight common situations that can affect staged data generation, refresh behavior, and mobile sync results. Review these items when you configure sync profiles, update filters, or troubleshoot missing or incomplete staged data.

Topic Caution

Large datasets

Staging more than 100,000 lookup records can increase generation time and device storage use. Use filters and archive policies to keep payloads manageable.

SOQL limitations

Some SOQL constructs are not supported by the bulk extraction step used during staging. If a filter fails, review the error recorded on the staged data record.

DESCRIPTIONS refresh

After structural profile changes, such as removing fields, run Prepare Sync Data to refresh the DESCRIPTIONS record promptly.

New profiles

The nightly job should include new profiles automatically. If a new profile appears missing, run Prepare Sync Data and verify the run-as user and profile permissions.

Download Filters

Download filters limit which records are included in staged data for each object in a sync profile. Administrators can use them to reduce payload size, restrict reference data to what mobile users need, and exclude records that should not be downloaded, such as archived, inactive, or region-specific records.

For example, you might use a download filter to exclude archived records, limit records by owner or geography, or stage only the subset of reference data required for a specific business process. Because filters are applied during staged data generation, they directly affect the digest content downloaded by the mobile app. Test complex filters carefully, especially when they use relationship fields, because Bulk API behavior can differ from interactive SOQL queries.

For step-by-step instructions, see Configure Download Filters in Step-by-Step Guides.

Step-by-Step Guides

Use these procedures to generate staged data, verify automatic regeneration, and configure download filters for use in the FieldFX mobile app.

Before you begin

  • Confirm that you have access to Sync Profile Manager and permission to update the target sync profile.

  • Identify the Salesforce object you want to filter, and the business rules the filter should enforce.

  • Prepare and validate the SOQL filter logic you plan to use, especially if it includes relationship fields or complex conditions

Update Sync Profile and Filter

  1. Open Sync Profile Manager.

  2. Select the sync profile you want to update.

  3. Go to the object you want to filter in that profile.

  4. Enter or update the SOQL-based download filter for the object.

  5. Review the filter carefully, especially if it uses relationship fields or more complex SOQL logic.

  6. Save the sync profile changes.

  7. Click Prepare Sync Data to regenerate staged data using the updated filter.

  8. Review the staged data results, including row count, digest output, and any error message.

  9. Adjust the filter and rerun the process if the filter causes SOQL or Bulk API errors.

Configure Download Filters

Use this procedure to add or update download filters for objects in a sync profile. Download filters help limit the Salesforce data included in staged data, so the mobile app receives only the records required for the selected profile.

Test complex download filters carefully, especially when they use relationship fields or more advanced SOQL logic. The Bulk API extraction process used during staging can behave differently from interactive SOQL queries.

  1. Open Sync Profile Manager.

  2. Select the sync profile you want to update.

  3. Go to the object you want to filter in that profile.

  4. Enter a SOQL-based download filter for that object.

  5. Use the filter to limit staged data as needed, such as:

    • excluding archived records

    • limiting records by owner

    • limiting records by geography

  6. Review the filter carefully if it uses relationship fields or more complex SOQL logic.

  7. Test the filter to confirm that it behaves correctly with the Bulk API extraction process.

  8. Save the sync profile changes.

  9. Click Prepare Sync Data to regenerate staged data using the updated filter.

  10. Check the Staged Data record for results, including:

    • row count

    • digest output

    • any error message

  11. Adjust and rerun if the filter causes SOQL or Bulk API errors.

Generate Staged Data Manually

  1. Open Sync Profile Manager.

  2. Select the target Sync Profile or create a new one.

  3. Click Prepare Sync Data and monitor status in the Staged Data list.

  4. Confirm Digest URL, Row Count, and that no errors are present.

Create Staged Data for Legacy Sync Profile Wizard Profiles

This procedure applies only to legacy web-based mobile app profiles managed with the Sync Profile Wizard. Profiles created or edited with the Sync Profile Wizard are not intended for Sync Profile Manager or FieldFX React Native Mobile App staged data workflows. For React Native Mobile App staged data, use Sync Profile Manager.

  1. In your org, use the App Finder to select SMFX E-Ticketing.

  2. Use the App Finder to select Admin Dashboard.

  3. Click Sync Profile Wizard.

  4. After you’ve made changes to the sync profile, click Sync Staged Data Setup.

  5. Click Prepare Sync Data which starts the SyncStagedData job.

    Anytime you change a profile, update the sync data files. The sync data starts processing:

  6. Once finished, the sync data can be viewed in Back Office. See Access Staged Data in FieldFX Back Office.

Access Staged Data in Back Office

Use this procedure to open and review staged data records in FieldFX Back Office. Administrators can use staged data records to confirm generation results, review digest details, and troubleshoot staging issues.

Missing records or unexpected row counts in staged data can indicate filter, permission, or generation issues rather than a Back Office display problem. If the data does not look correct, review the sync profile, download filters, run-as user, and recent generation status.

Before you begin

  • Confirm that you have access to FieldFX Back Office and permission to view staged data records.

  • Identify the sync profile or Salesforce object you want to review.

  • Know which staged data fields you want to check, such as Digest URL, Bulk URL, Row Count, and Error.

  1. Open FieldFX Back Office in Salesforce.

  2. Navigate to the Staged Data tab or list view.

    Staged Data must be created in your org.

  3. Locate the staged data record you want to review by sync profile or SObjectType.

  4. Open the staged data record.

  5. Review fields such as Digest URL, Bulk URL, Row Count, and Error.

  6. If needed, return to Sync Profile Manager to update the sync profile, download filters, or run-as user, and then regenerate staged data.

Verify Automatic Generation

  1. Ensure the nightly scheduled Apex job is active in your org.

  2. After profile or data changes, check the Staged Data list the following day.

  3. If a profile appears missing or stale, run Prepare Sync Data and verify the staging user’s permissions.

Run Sync Staged Data As

Use this procedure to select or update the user account that generates staged data for a sync profile. The selected run-as user affects which records, fields, and FieldFX processing actions are available during staging.

The selected run-as user object permissions, field-level security, sharing access, and FieldFX permissions affect which records and fields are included in staged data. If the selected user cannot access required data or processing functions, staged data can be incomplete, or generation can fail.

Before you begin

  • Identify the user account that should run staged data generation for the selected sync profile.

  • Confirm that the account has access to the required Salesforce objects, fields, and records.

  • Confirm that the account has the required FieldFX permission sets, Apex class access, and Salesforce access to the records and fields included in staged data, the required FieldFX permission sets, and staging-related access.

  1. Open Sync Profile Manager.

  2. Select the sync profile you want to update.

  3. Locate the Run Sync Staged Data As setting for the profile.

  4. Select the user account that should be used to generate staged data.

  5. Confirm that the selected user has:

    • access to the required Salesforce objects and fields

    • the necessary sharing visibility for the records to be staged

    • the required FieldFX permission sets and staging-related access

  6. Save the sync profile changes.

  7. Click Prepare Sync Data to regenerate staged data using the selected run-as user.

  8. Review the staged data results for missing records, row count changes, or error messages.

    If staged data is incomplete or generation fails, verify the selected user’s permissions and update the run-as user if needed.

Sync Profile Wizard

Sync Profile Wizard version 97 is required to use the Run As function.

Check to see which version of the Sync Profile Wizard you are running.

Continue on with Create Staged Data in the Sync Profile Wizard.

Create Staged Data in the Sync Profile Wizard

  1. In your org, use the App Finder to select SMFX E-Ticketing.

  2. Use the App Finder to select Admin Dashboard.

    Click to expand TIP

    If you use the Admin Dashboard frequently, you can add that entry to the nav bar for one-click access:

    1. Click Edit icon.

    2. At the Edit <name of module> App Navigation Items, click Add More Items.

    3. Under Available Items, click All.

    4. For example, to add the Admin Dashboard, click Admin Dashboard.

      The Add to Selected.

    5. Click Add x Nav Item(s).

      x is the number of nav items.

      The Admin Dashboard item (or the item you chose) is in italics appears at the bottom of the list.

    6. Use the Selected Menu Item to move the added items to the desired position on the nav bar.

    7. Click Save.

      The new items appear on the nav bar.

  3. Click Sync Profile Wizard.

  4. After you’ve made changes to the sync profile, click Sync Staged Data Setup.

  5. Click Prepare Sync Data which starts the SyncStagedData job.

    Anytime you change a profile, update the sync data files.

    The sync data starts processing:

    FXM SyncProfileWiz ProcessingSyncData1of19

    Once finished, the sync data can be viewed in Back Office. See Access Staged Data in FieldFX Back Office.

- Back to Step-by-Step Guides -

Access Staged Data in FieldFX Back Office

You can see the staged data once its created in the Sync Profile Wizard.

  1. Use the App Launcher and type stage.

  2. Select Staged Data.

  3. To see all the staged data records, select the dropdown and choose All.

    All the records for the staged data appears in a list.

- Back to Step-by-Step Guides -

Recommended Reading

For more information, see:

FieldFX Documentation Salesforce Documentation

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