Sync Profile Manager Admin Tool

The Sync Profile Editor Admin Tool is a redesign of the Sync Profile Wizard Admin Tool. This new tool provides admins more functionality such as:

To use the Sync Profile Manager Admin Tool, the user needs access to the Mobile Object Layout object (FX5__ffxMobile_Object_Layout__c).

For more detailed information and configuration requirements, see Tool Configuration Requirements.

The terms Sync Profile Manager and Sync Profile Editor refer to the same Admin Tool.

Overview

Simply put, as a system admin, you can:

  • Define what data a mobile user gets (Jobs, Tickets, Account Access, Ticket Items, Price Book access, picklists, etc.)

  • Assign users to a profile so the user’s device syncs only the records they need

  • Activate, test and adjust rules without writing code all from one place

A sync profile can be thought of as a recipe of filters and other related data rules. When a user is assigned a profile, the sync engine is told which recipe to use for that user’s device.

If you, as a system admin, have to sync jobs for planning dates on the crew for that job, select the option to sync the jobs/price books as long as the crew planning record is active.

  • For Example: If the job is scheduled for the whole month of October, but the Mobile user has a crew planning record valid from 10/1 to 10/8, sync the job/price book for this user only for the period 10/1 to 10/8. After 10/8, the job/price book should not sync for this user anymore. They don’t have an active crew planning record anymore.

Job inclusion in Sync Wizard or Sync Profile Manager does not guarantee that a job syncs to mobile devices.

The FieldFX Sync Engine always evaluates the Job Sync field.

If the Job record’s Sync field is set to false, the job does not sync, even if it is included by Sync Wizard configuration, Sync Profile rules, or Crew Planning assignments.

Process Flow

As the sys admin in Back Office

  1. Create or update the sync profile:

    1. Define the name and purpose.

    2. Add modules the profile can access (Jobs, Tickets, Accounts, etc.).

    3. Define filters by business unit, region, crew, assignment, data ranges or status.

    4. Include related records such as parents/children or reference tables.

  2. Assign users to the profile:

    1. Usually one profile per user.

    2. Activate the profile.

Process flow arrow

FieldFX Sync Engine

  1. On profile change or first login:

    1. Flags user for baseline or incremental sync.

    2. Builds dataset via profile rules.

    3. Resolves dependencies such as price books, picklists, UOMs, etc.

Process flow arrow

Mobile app (user device)

  1. User logs in and taps Sync:

    1. Device asks for its assigned profile and last change.

    2. If the profile is new or reset, perform a full/baseline sync or an incremental sync to update since the last sync.

  2. Data arrives in batches:

    1. The data is written to a secure local database.

    2. If enabled, records no longer matching the profile are pruned.

  3. User works offline/online:

    1. The user creates or edits Jobs, Tickets, Items, Signatures, or attachments.

  4. Upstream to Back Office:

    1. Changes in the upload queue are sent to Back Office.

    2. The Salesforce validation flow is started.

    3. Server confirms the commits.

  5. Confirmation is sent back to the User’s device:

    1. The user’s device marks items as synced.

    2. During the next sync, the server pulls any updates.

Sync Type Triggers

Full/Baseline Sync triggered when…​ Incremental/Delta Sync triggered when…​

  • A user is assigned a different profile

  • A user’s device is reset or the app is freshly installed

  • Admin makes structural profile changes requiring a rebuild

  • Records already match the profile change (status/date/ownership)

  • Minor profile tweaks that don’t change the fundamental dataset

  • Normal day-to-day updates after the baseline

Typical Filter Construction

Filters can be created depending on the purpose of the filter:

By…​ Then…​

Job Assignment / Crew

Pull Jobs and Tickets where the user is the Job Resource or part of the assigned crew.

Region / Business Unit (BU)

Include Accounts / Jobs / Tickets with a matching region or BU field.

Time Window

Upcoming 14-30 days of scheduled jobs or recent tickets (last 30 to 90 days) for lookback.

Status

Only use Open, Scheduled, or In Progress statuses and exclude Canceled or Closed unless needed.

Include related records

* Parents: Account, Location, Contacts * Children: Ticket Items, Line Details, Attachments * Reference: Price Books, UOMs, picklists, catalogs
Keep the core data small and predictable. Only add the reference table the mobile workflow truly needs.

Enforced Security

The sync profile doesn’t bypass Salesforce security. It narrows the candidate dataset. All object/field permissions, sharing and FLS still apply on the server at the time of sync.

If a record matches the profile but the user lacks permission, the record is not delivered.

Advantages

Using the Sync Profile Manager Admin Tool has these advantages:

Centralized Control

* All sync profiles and assigned users are managed in a single screen * No digging into each user record or other setup areas. Before the sys admin would have to access each user’s record and manually add the sync profile.

Bulk Management

Multiple users can be added to a sync profile at the same time. This is useful when onboarding a whole crew or reassigning teams.

Visibility

You can see which users are in which sync profiles at a glance. This makes it easier to audit and confirm the right staff have the correct data access.

Time Savings

The number of clicks is reduced compared to adding each user one by one. Onboarding, reassignments, and offboarding are sped up.

Error Reduction

There are fewer manual steps meaning less of a chance of placing a user in the wrong sync profile or forgetting to update them. Clear and updated assignment lists help prevent mistakes.

Future-Proofing

The tool is designed with FieldFX’s mobile-first workflows so there is better scaling as your team and data volume grows. This keeps administration cleaner as more roles and sync scenarios are added.

Side by Side Comparison

This table highlights the advantages of using the Sync Profile Manager Admin Tool to not using it:

Sync Profile Manager Before Sync Profile Manager

Where to Manage

Centralized Sync Profile Manager screen

User record by record in Salesforce Setup

Adding Users

Select a sync profile, add one or bulk add many users at the same time.

Each user had to be edited individually and sync profiles assigned manually.

Visibility

Sync Profile shows full list of assigned users.

Can’t see all users in a profile.

Bulk Updates

Add or remove groups of users.

None, only one user could be updated at a time.

Error Risk

Clear assignment lists and batch actions reduce mistakes.

Easy to miss a user or assign the wrong sync profile when editing one by one.

Time Required

One screen with fewer clicks.

Slow and repetitive with multiple clicks per user.

Scalability

Unmanageable as user count grows.

Easy upwards scaling with larger teams or multiple profiles.

Audit/ Reporting

Difficult to see which user has which profile. Have to access each user to check which profile they are using.

View all user assignments in one place.

Object Types

You can choose from the following objects when creating a layout:

Transaction Objects Lookup

  • Crew Planning

  • Equipment Planning

  • Job

  • Job Log

  • Job Resource

  • Price Book

  • Quote

  • Quote Item

  • Report Template

  • Ticket

  • Ticket Item

  • JSA

  • Form Data

  • Account

  • Contact

  • Catalog Item

  • Classification

  • Chart of Accounts

  • eForm Config

  • Equipment

  • Field Action

  • Field Rule

  • Invoice Item

  • Job Resource Delete

  • Override

  • Override Config

  • Price Book Item

  • Rule Action

  • Shift

  • Status

  • Status Workflow

  • Warehouse

  • Well

  • Group

  • Record Type

  • Form

  • Form Version

  • User
If you add a field in a transaction objects layout, the new field appears as an object type selection in a lookup layout when you open it.

Admin Configuration Profiles Layout

The Sync Profile Editor and Configuration Profiles tab are laid out as follows:

Sync Profile Editor Callouts
Callout Name Description

1

Configure Staged
Sync Job Button

Click this button to configure the staged sync job for the selected sync profile.

2

Version Information

Shows the current version of the Admin Tool.

3

Tab Sections

The different tabs of the tool.

Tab Title Tab Description

Configuration
Profile

Shows the sync profiles that are present in the org.

Transaction Object
Layout

This tab shows what layouts are assigned per object.

These objects are used to store operational data that users interact with on a daily basis and users make use of them when they need to view, edit, or create that specific type of data on mobile.

Lookup Layouts

This tab shows what layouts are assigned per object.

4

+ Add Sync Profile
Button

Click to add a blank sync profile that can be customized.

5

Migrate to
Different Org
Button

Select multiple sync profiles to migrate them to another org.

6

Search

Enter a partial name of the sync profile to automatically sort the results.

7

Selection Boxes

Click the box next to the sync profile or click the box in the column headers to select all the profiles.

8

Raw file

Click to open a new window to view a read-only file of the sync profile.

9

Profile options

Click the down arrow to select from these actions:

Action Name Description

Migrate to
Different Org

Use this option to migrate a single selected sync profile to a different org. See Migrate Sync Profiles to a Different Org

Assign Users

Use this option to assign users in your org to this sync profile.

Clone

Use this option to clone the sync profile, keeping the defined settings.

Delete

Use this option to delete the sync profile. A dialog box appears confirming the delete. Click Confirm to delete the sync profile.

Transaction Objects Layout Tab Layout

In this tab, you can create, delete, and edit a transaction objects layout that are based on these object types.

Transaction Object Layouts tab callouts
Callout Name Description

1

Object Type
Dropdown

The object that can be used for the basis of the layout.

2

Search

Enter the name of the layout if the list contains multiple layouts. The list is filtered down to show the entered text.

3

+ Add Layout
Button

Click this button to add new global blank layout.

4

X Remove Selected
Button

If you want to delete a layout, select it and then the X Remove Selected button is available. Click to remove the layout. You can’t delete the default layout. A dialog box appears confirming the delete. Click Confirm to delete the layout.

5

Layout list

The layouts for the transaction objects. Once you create another layout, a Default layout appears in the list.

Open the layout from the list to edit it.

6

Layout option

Click the down arrow button to select:

* Rename - This option allows you to rename the layout.

7

Action toast message

Confirmation messages displayed when an action (Save, rename, or delete) is performed.

Lookup Layouts List Tab

You can create, delete, or edit a lookup layout. These layouts control how users search and select related records when they fill out forms either in Mobile or Back Office that contain lookup fields.

If a field is used in a lookup filter, the field is automatically added to the lookup object on the next sync.
Lookup Layouts tab callouts
Callout Name Description

1

Action toast message

This is what confirmation messages appear when an action (Save, rename, or delete) is performed.

2

Object Type
Dropdown

Use the dropdown to select an object type to filter by these lookup object types.

3

Search

Enter the name of the layout if the list contains multiple layouts. The list is filtered down to show results matching the entered text.

4

+ Add Layout
Button

Click to add new global blank layout.

5

X Remove Selected
Button

If you want to delete a layout, select a layout and then the X Remove Selected button is available. Click to remove the layout. You can’t delete the default layout. A dialog box appears confirming the delete. Click Confirm to delete the layout.

6

Layout list

The layouts for the lookup objects. Once you create another layout, a Default layout appears in the list.

Click on the layout to edit it.

7

Layout option

Click the down arrow to display other actions that can be performed on the layout.

* Rename - This option allows you to rename the layout.

Best Practices

  • Use fewer, clearer profiles instead of many small variants, which are easier to support and reason

  • Keep window time window tight; using the upcoming 14-21 days plus 30-60 days of history is usually enough

  • Bundle reference data so only the price book and catalogs are the ones users actually use

  • Pilot before rollout by using one or two field users to verify counts and sync duration

  • Use Wi-Fi for baselines so you avoid first-time cellular downloads since full syncs can be large

  • Document your profile logic in a short admin note so in the future you know why each filter exists

Troubleshooting

Master Layout Import Issues

If master layouts are not importing correctly into Sync Profile Manager (for example, transactional object layouts are missing or not available for mobile):

  1. Confirm the admin user has access to the AdminServices Apex class.

  2. Verify the admin user has Read and Create access on the Staged Data object.

  3. Verify the admin user has Read and Create access on the Mobile Object Layouts (FX5__ffxMobile_Object_Layout__c) object.

Once these permissions are in place, re-run the master layout import process from Sync Profile Manager.

Record not Syncing

If the record doesn’t sync, try these steps in order:

  1. Does the record meet the profile filters?

Ensure the job’s BU, Region, Date, and Status assignment in question matches the profile.

Process flow arrow

  1. Is the required parent also in scope?

If the Account/Location in question isn’t included, children may be skipped.

Process flow arrow

  1. Permissions

  • Does the user have read/create access to that object/fields in question?

  • Any Apex/Flow validation blocking the object or field?

Process flow arrow

  1. Timing

Was the change made after the last successful sync? Try another incremental sync.

Process flow arrow

  1. If pruning is on, did the record fall out of scope due to a status or date change?

Process flow arrow

  1. Profile change

If a profile was changed recently, trigger a full sync on the device.

Recommended Reading

For more information, see:

FieldFX Documentation PTC ServiceMax Help Center Salesforce Documentation

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