Sync Wizard

Introduction

You can use the Sync Wizard to create Sync Profiles to assign to field users. They determine the objects and fields that sync to assigned users' mobile devices. The profiles created in the Sync Wizard can manage what syncs for multiple users, similar to how User Profiles manage permissions to objects and fields.

  • As a general rule to improve sync speeds, follow these recommendations:

    • Use the SOQL filter option to segment data instead of using an AltSync flag, as the SOQL filter is more efficient

    • To archive no longer needed, use the Archive checkbox and then in the SOQL filter as a criteria for eliminating these records

    • Limit the records that users see in Mobile by choosing to sync only objects that are relevant to the user in Mobile

      • The objects a user needs to either create records for or select a record via a look-up

    • Use the job and price book sync assignment to limit the number of jobs and price books the user sync to mobile.

  • Limits:

    • The new app limits the number of synced records to 200 by object for the Job, Tickets and Parent eForm objects. Child records do not have a limit.

Once you access the Sync Profile Wizard, you can:

Prerequisites

To setup and use the Sync Wizard Admin Portal Tool, you need to:

Have these user licenses Have these permissions for System Administrators Complete these tasks
and review these topics
before continuing

  • System Administrator permissions for Salesforce

Admin Tool Layout
Table 1. Description of Admin Tools

Wizard

This section helps the admin set up data sync, job dispatch, and pricing. It guides admins step by step to connect FieldFX with mobile devices.

(Back to tool section links)

Overview

This section provides a summary of system settings and configurations by individual sync profile.

The admin can set:

  • Select the Editable Objects that should be synced to Jobs, Tickets, Quotes, Work Orders and DataGuide

  • Whether a sync profile can download reports to their mobile devices only if they aren’t using the new FieldFX Mobile app.

(Back to tool section links)

Job and Price Book Dispatch

This section allows an admin to:

  • Use the sync assignment table to control the download jobs and tickets for the users within the profile. With this option checked, the Mobile app will only download jobs and price books that are assigned to the user either directly via the sync assignment object or indirectly by adding the user on the job’s crew.

  • Sync only quote records that are linked to sync- able jobs (instead of all quote records visible to the user).

(Back to tool section links)

Price Books

This section manages service, equipment, and material pricing. It ensures field teams have accurate and up to date job and invoice pricing. As a admin, you can update, organize, and sync price books.

(Back to tool section links)

Price Book Items

This section manages service, equipment, and material pricing but manages the access to the items within a price book.

The items are automatically segmented if a threshold number is reached:

If Price Book Items are
more than 10,0000,		 If Price Book Items are
fewer than 10,000,

PBI are segmented
More than 10K

PBI aren’t segmented
Less than 10K

(Back to tool section links)

Synced Objects

This section allows an admin to define which objects need to sync to the Mobile device for the profile (for the user).

When using DataGuide Forms, the Form Data checkbox must be selected for the Sync Profile that needs access. If not, checked, the mobile user doesn’t see the DG Forms. If you select it (and it was unselected), you will need to resend the Sync Staged Data. The mobile user will see any forms attached when they next log in.

(Back to tool section links)

Transactional Objects

This section allows an admin to manage the syncable objects for which records can be created in Mobile.

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.

The admin can determine:

  • which fields are visible to the Mobile user for these type of objects

  • which data is visible for these type of objects

(Back to tool section links)

Lookup Objects

This section allows an admin to manage the sync-able reference (look-up) objects in the Mobile app.

With lookup layouts, you can define which fields are searchable and appear in the search results when a user accesses a lookup field.

The admin can determine:

  • Which fields are visible to the Mobile user for these type of objects

  • Which data is visible for these type of objects
The maximum number of records that can be downloaded by a look-up object is 200K.

(Back to tool section links)

Sync Staged Data Setup

This section allows an admin to prepare the data that will be synced to the Mobile application for the sync profile (for the user).

From this screen, the admin can:

  • Schedule the batch job that will prepare the sync-able data for the user

  • Run the the batch job right away. This is useful during the implementation stage of the Mobile app as frequent adjustments are made to the data.

(Back to tool section links)

Raw Config

This section shows the detail of the configuration for the sync profile in a json format. This section will be removed in a future iteration of the administrative tool.

(Back to tool section links)

How Sync Wizard Works

Use the Sync Wizard tool to create a Sync Profile.

You can assign a Sync Profile to field users.

Add the Mobile Sync Profile field to the User object’s page layout first.

If you are an Admin, you can use the Sync Reset Option in Setup > Object Manager > User > Fields & Relationships > Sync Reset Option with one of these options:

  • Force Logout - deletes any unsynced data and logs the user out

  • Upload and Logout - retrieve the users unsynced data and log the user out

  • Reset Data - clear the mobile storage begin a full sync

After assigning a sync profile to a user, the sync packet that downloads to FieldFX Mobile only includes the objects, fields, and attachments for syncable records specified in the user’s assigned Sync Profile.

Whether an individual record is syncable is determined by other factors and not only by the sync profile.

Those factors include:

Keep these factors in mind:

  • Permission sets and Profiles grant access for users to access any data in objects and fields. With no permission at this level, no data from the object or field is available to the user anywhere.

  • Sharing rules determine whether users have any access to a particular record in either FieldFX Back Office or FieldFX Mobile.

  • Sync and AltSync rules determine whether a particular record should be available on mobile devices for any user.

  • Sync Configuration records determine whether a particular user needs access to a record on their mobile device based on criteria specific to that user.

    • When all four of the above are true, the Sync Profile determines what subset of objects, fields, and attachments should download to the user’s mobile devices.

Recommended Reading

For more information, see:

FieldFX Documentation Salesforce Documentation

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