Sync Configuration Setup

Introduction

When setting up a Sync Configuration, consider these factors when syncing a record to a user’s device:

  • Whether user access must have access to Salesforce sharing settings to access to the record.

  • Whether the org uses the Sync V4 Config discussed on this page to control sync

    • If the org has enabled Sync V4 Config, the user must have a Sync Configuration defined, and the sync configuration must allow the record to sync.

  • If the record’s object has a workflow defined, the record must be in a syncable status.

  • If the org is using AltSync, the record’s AltSync flag must be selected.

  • When setting up a sync profile for Lookup Data:

    Table 1. Sync Profile vs. Lookup Data
    Sync Profile Lookup Data
    Transactional Data
    Lookup Data

Prerequisites

To manage sync configurations, you need to:

Table 2. Prerequisites for Managing Sync Configurations
Have these permissions Complete these tasks
and review these topics
before continuing

Step-by-Step Guides

The legacy Sync Configuration Builder (Visualforce page) has been removed as of FX5 MP 707.

Clicking New on the Sync Configurations list view now displays a deprecation notice.

To create sync configurations, use either:

Add a Sync Configuration

Sync configurations control the jobs that sync to FieldFX Mobile.

You can add one or multiple sync configurations using the Create Sync Configurations using Wizard.

Two sync configuration records generate for the contact:

  1. One configuration that enables the user to sync all jobs for which they are assigned to the job crew.

  2. One configuration that enables the user to sync all jobs for the user’s Office.

    You can disable the automatic generation of either or both of these sync configuration records.

    Old Sync Guidelines

    If you install the FX5 AltSync package, you must add a sync configuration for every legacy FieldFX Mobile user on the following release channels:

    • Sync V4 Beta

    • Sync V4

    • V4 Quarterly Beta

    • V4 Quarterly

    For more information, see Sync 4.0 Release Channels.

    With the new Sync Profile Manager admin tool, these release channels aren’t used anymore.

  3. Access FieldFX Back Office.

  4. Open the Sync Configurations tab.

  5. Click New.

  6. In Contact, select a user contact.

  7. Select the jobs to display:

    If you don’t select any of these options, the user can’t access any jobs.

    This job sync behavior applies to both the legacy FieldFX Mobile client and the FieldFX Mobile App.

    The Job Sync field acts as a hard override for job synchronization.

    If the Sync field on a Job record is set to

    Table 3. Job Sync Field Behavior

    true

    The job is eligible for mobile sync, subject to other sync configuration criteria.

    false

    The job will not sync to FieldFX Mobile for any user, regardless of other configuration rules.

    1. Select Sync – Job Crew Only to display jobs where the user is dispatched to the job.

    2. In Office, select an office to display jobs for that office.

    3. In Account, select a customer to display jobs with price books linked to that customer.

    4. In Job Type, select a job type to display jobs of that type.

    5. In Segment, select a business segment to display jobs for that segment.

  8. Click Save.

You can add more than one sync configuration record for a user, such as if the user should be able to sync records for more than one Office or Segment.

Multi-Select Picklist Matching

Beginning with FX5 version 717 (FX26R1), sync configurations support multi-select picklist fields as matching criteria.

How it works

  • A multi-select picklist field is added to the FX5Sync_Configurationc object

  • The corresponding field on the subject object (Job, Quote, Work Order, or Price Book) is a single-select picklist or text field with the same API name

  • When the Sync Engine evaluates sync link creation, the value in the subject object’s field must match at least one of the selected values in the corresponding multi-select picklist field on the sync configuration record

Example
Sync Configuration Field Value (multi-select) Job Field Job Value Match?

Region__c

US; EMEA; APAC

Region__c

US

✅ Yes

Region__c

US; EMEA; APAC

Region__c

LATAM

❌ No

Use cases

  • A Price Book is linked to multiple regions (US, EMEA) while each Job is linked to one region. A single sync configuration with a multi-select field can match users to all relevant price books.

  • Multiple criteria fields can be combined — for example, Region AND Service Line — to create precise sync link matching without needing a separate sync configuration per value.

Setup

  1. Create a global picklist value set with the desired values.

  2. Add a multi-select picklist field to FX5__Sync_Configuration__c using the global value set.

  3. Add a single-select picklist (or text) field with the same API name to the subject object (Job, Price Book, Quote, or Work Order).

  4. Create sync configuration records and select the applicable values in the multi-select field.

Every custom field added to FX5__Sync_Configuration__c must be mapped to at least one subject sObject with the same API name. Unmapped fields will cause a processing error.

Sync Configuration Wizard

{#add-bulk-sync-config} === Add Sync Configurations in Bulk

The Sync Configuration Wizard lets you create sync configurations for multiple contacts in a single operation. Instead of creating one record at a time, you select a group of contacts, choose a sync configuration type, define shared criteria, and create all records at once.

Table 4. Availability
Component Minimum Version

FXLC (Lightning Component)

Current FXLC release

FX5 Managed Package

MP 709+

Prerequisites

  • You must have edit access to the FX5Sync_Configurationc object.

  • The FXL Sync Configuration Wizard Lightning component must be added to a Lightning page (App Builder).

Add the Wizard to a Lightning Page

  1. Open Setup > Lightning App Builder.

  2. Edit the Lightning page where you want the wizard to appear (or create a new page).

  3. Drag the FXL Sync Configuration Wizard component onto the page canvas.

  4. (Optional) Configure the component properties:

    Property Description Default

    Keyword Search Fields

    Comma-separated API names of Contact fields available for keyword search.

    Name, FX5Userr.Username, Account.Name, Email, Phone

    Result Display Fields

    Comma-separated API names of Contact fields shown in search results.

    Name, FX5Officer.Name, FX5Userr.Username

    Auto-Select Search Results

    When enabled, all returned contacts are selected by default.

    Off

    To validate a field list, run the SOQL query SELECT <field list> FROM Contact LIMIT 1 in the Developer Console. An invalid field name causes a runtime error in the wizard.

  5. Click Save and Activate the page.

Create Sync Configurations Using the Wizard

The wizard follows a four-step flow:

Step 1: Search and Select Contacts

  1. Open the Lightning page containing the Sync Configuration Wizard.

  2. Search for contacts by Office or by entering keywords.

    Only contacts that meet both of the following criteria appear in results:

    • The contact’s Available for Field Work checkbox is selected.

    • The contact has an active Salesforce User linked (FX5Userc).

  3. Select one or more contacts from the results.

  4. Click Next.

Step 2: Select Configuration Type

Choose exactly one sync configuration type:

Type Description

Job Sync Configuration

Users receive jobs matching criteria on the Job object.

Price Book Sync Configuration

Users receive price books matching criteria on the Price Book object.

Work Order Sync Configuration

Users receive work orders matching criteria on the Work Order object.

You cannot select more than one type per wizard run. To create configurations for multiple types, run the wizard once per type.
Step 3: Define Criteria

  1. Select one or more criteria fields.

    The wizard displays fields that exist on both FX5Sync_Configurationc and the selected subject object (Job, Price Book, or Work Order) with the same API name.

    Additionally, these fields are always available regardless of subject type:

    • Effective Date

    • Expiration Date

    • Account

  2. Set the value for each criterion.

    All criteria are joined by AND logic. For example, selecting Region = Permian AND Office = Houston means only records matching both conditions sync.

  3. Click Next.

Step 4: Preview and Create

  1. Review the summary:

    • Selected contacts

    • Configuration type

    • Criteria field values

  2. Click Create Sync Configurations.

The wizard creates one FX5Sync_Configurationc record per selected contact with the criteria you defined.

The wizard does not create duplicate sync configurations. If a contact already has a sync configuration with identical type and criteria values, the wizard skips that contact and does not create a redundant record.

You can click Back at any step to modify your selections, or Cancel to exit without creating records.

Enable the Automatic Generation of Sync Configuration Records

  • Sync Configuration records can automatically generate for a user when you create the user’s contact record and select the Available for Field Work option.

    1. All syncable jobs where the user has been assigned to the job crew.

    2. All syncable jobs for the user’s Office.

  • The automatic generation of either or both of these configuration records can be enabled as described below.

To process this:

  1. From Setup, enter Custom Metadata in the Quick Find box, then select Custom Metadata Types.

  2. Click AppSetting.

  3. Under Custom Fields, click Edit next to Active.

  4. Under General Options, change the Default Value to Checked.

  5. Click Save.

  6. Follow the instructions below to enable the automatic generation of sync configuration records for a user’s job assignments, a user’s assigned office, or both.

Enable for a User’s Job Crew Assignments

  1. From Setup, enter Custom Metadata in the Quick Find box, then select Custom Metadata Types.

  2. Click Manage Records next to the AppSetting row.

  3. Click Edit next to ContactSyncJobCrew.

  4. In Value, enter true.

  5. Click Save.

Enable for a User’s Office

  1. From Setup, enter Custom Metadata in the Quick Find box, then select Custom Metadata Types.

  2. Click Manage Records next to the AppSetting row.

  3. Click Edit next to ContactSyncJobOffice.

  4. In Value, enter true.

  5. Click Save.

Troubleshooting Sync

When there are issues with Sync, these are the most common types and suggestions on how to resolve them:

Table 5. Troubleshooting Sync Issues

Browser Errors

  • FieldFX Mobile users needing access to multiple fields from an object may run into browser 414 or 431 errors that result when a URL is too long to process.

  • This may happen if the FieldFX Mobile user accesses too many fields from the object, or if the API Names of the fields are too long.

  • Resolve the issue by reducing the number of fields accessed by the FieldFX Mobile user or reducing the length of the API Names for custom fields.

    The resulting URL must be less than 8,000 characters in length.

    Field names must be separated by a comma in the query which is added to a URL. Commas take 3 characters in a URL.

    Keep this in mind when figuring out the potential length of a URL.

Sync Simulator

  • Use the Sync Simulator to display an object-by-object breakdown of the data and attachments that sync to a user’s device.

  • The sync simulator must be setup prior to first use.

Sync Health Board

  • The Sync Health Board displays real-time metrics about sync performance.

  • The Sync Health Board must be setup prior to first use.

Sync Event Viewer

Use the Sync Event Viewer to troubleshoot and resolve sync upload errors.

Record Access Check

The Record Access Check tool displays what kind of access a user has to a specific record.

User Share View

Use the User Share View tool to figure out what grants a user access to a particular record.

Sync Events

  • Use the Audit Log to view sync activity across users.

  • Use the Packet Viewer to troubleshoot a particular sync for a specific user.