Sync Rules for Records

Introduction

In this topic, FieldFX Mobile refers to the FieldFX Mobile App.

Records sync between FieldFX Back Office and FieldFX Mobile based on the applicable synchronization and record-assignment rules.

Environment See

FieldFX Mobile App

Record Assignment for FieldFX Mobile

Legacy FX Mobile

Sync 4.0 Record Types for Legacy FX Mobile

Record Assignment for FieldFX Mobile

SyncLink records associate FieldFX Mobile users with records that are available for synchronization.

SyncLinks can be created automatically by FieldFX or created manually for supported record types.

For information about creating and managing SyncLink records, see SyncLink Records.

Beginning with FX5 version 1.708, when the system creates a FX5__SyncLink__c record for a Job that has a FX5__Quote2__c value, it automatically creates a corresponding SyncLink record for that Quote with FX5__AutoAdded__c = true.

  1. A sync configuration evaluates a Job and determines that a SyncLink is needed.

  2. The system creates the SyncLink for the Job.

  3. The system checks whether the Job references a Quote.

  4. If a Quote reference exists, the system creates the corresponding Quote SyncLink with FX5__AutoAdded__c selected.

This behavior applies when the Quote reference is present when the Job is created and when it is added to an existing syncable Job.

Beginning with FX5 version 1.725, system-generated SyncLinks include additional references to the records associated with a Job or Quote.

When FieldFX creates a SyncLink for a Job, the SyncLink includes:

  • The Job.

  • The Price Book associated with the Job.

  • The Quote, when the Job has a Quote reference.

When FieldFX creates a SyncLink directly for a Quote, the SyncLink includes:

  • The Quote.

  • The Price Book associated with the Quote.

The Job reference remains unpopulated for a SyncLink created directly for a Quote.

For hierarchical Price Books, this behavior applies only to the Price Book directly associated with the Job or Quote. Parent and fallback Price Books are not automatically included.

Administrators can also create SyncLinks manually for supported record types.

Manual SyncLink entry rules differ from system-generated SyncLinks.

Manual and system-generated SyncLinks can populate record references differently. Follow the manual assignment procedure when creating a SyncLink instead of copying the field values from a system-generated SyncLink.

For manual assignment procedures, see Manage SyncLink Record Assignments or Other Manual SyncLink Assignments.

SyncLink associates Work Orders with specific FieldFX Mobile users.

Manual Work Order Assignments

Administrators can manually assign Work Orders to mobile users by creating SyncLinks for the Work Order records.

For information about creating and managing SyncLink record assignments, see SyncLink Records.

Automatic Work Order Assignments

Sync Configurations can create SyncLinks for Work Orders that meet the configured criteria.

For information about configuring criteria-based assignments, see Sync Configuration Manager.

Sync 4.0 Record Types (for legacy FX Mobile)

The rules in this section apply to legacy FX Mobile and Sync 4.0.

For the FieldFX Mobile App, use SyncLink-based record assignment. See Record Assignment for FieldFX Mobile.

Refer to the following flowcharts to see how the sync rules work for each type of record using Sync 4.0.

Accounts

FieldFX Back Office to FieldFX Mobile

Accounts sync to FieldFX Mobile based on the following rules:

Table 1. Account sync decision rules from FieldFX Back Office → FieldFX Mobile
Question Yes No

Does the account have Sync selected?

Continue to the next question

Account does not sync

Does Sharing grant the user access?

Grant sharing access by setting the org-wide default for the Account object to either:

  • Public Read/Write
    or

  • Private and adding sharing rules.

Continue to the next question

Account does not sync

Is AltSync used on the Account object?

Continue to the next question

Account syncs

Does the Account record have AltSync selected?

Account syncs

Account does not sync
A flowchart of the above table of questions for V4 Account sync
Figure 1. A flowchart showing the decision sequence for determining whether an Account syncs to FieldFX Mobile on Sync V4

Back to Record Types

Contacts

FieldFX Back Office to FieldFX Mobile

Contacts sync to FieldFX Mobile based on the following rules:

Table 2. Contact sync decision rules from FieldFX Back Office → FieldFX Mobile
Question Yes No

Does the contact have Sync selected?

Continue to the next question

Contact does not sync

Does Sharing grant the user access?

Grant sharing access by setting the org-wide default for the Contact object to either

  • Public Read/Write
    or

  • Private and adding sharing rules.

Continue to the next question

Contact does not sync

Is AltSync used on the Contact object?

Continue to the next question

Contact syncs

Does the Contact record have AltSync selected?

Contact syncs

Contact does not sync
A flowchart of the above table of questions for V4 Contact sync
Figure 2. A flowchart showing the decision sequence for determining whether a Contact syncs to FieldFX Mobile on Sync V4

Back to Record Types

Equipment

FieldFX Back Office to FieldFX Mobile

Equipment syncs to FieldFX Mobile based on the following rules:

Table 3. Equipment sync decision rules from FieldFX Back Office → FieldFX Mobile
Question Yes No

Does the Equipment record have Sync selected?

Continue to the next question

Equipment does not sync

Does Sharing grant the user access?

Grant sharing access by the setting the org-wide default for the Equipment object to either:

  • Public Read/Write or

  • Private and adding sharing rules.

Continue to the next question

Equipment does not sync

Is AltSync used on the Equipment object?

Continue to the next question

Equipment syncs

Does the Equipment record have AltSync selected?

Equipment syncs

Equipment does not sync
A flowchart of the above table of questions for Equipment sync
Figure 3. A flowchart showing the decision sequence for determining whether Equipment syncs to FieldFX Mobile

Back to Record Types

FX Forms

FieldFX Back Office to FieldFX Mobile

FX Forms sync to FieldFX Mobile based on the following rules:

Table 4. Form sync decision rules from FieldFX Back Office → FieldFX Mobile
Question Yes No

Does the form record have Sync selected?

Continue to the next question

FX Form does not sync

Does the form have a unique SyncID?

FX Forms must have a SyncID field populated with a unique sync ID.

Continue to the next question

FX Form does not sync

Does Sharing grant the user access?

Grant sharing access by setting the org-wide default for the eForm Config object to either:

  • Public Read/Write
    or

  • Private and adding sharing rules.

Continue to the next question

FX Form does not sync

Is AltSync used on the eForm object?

Continue to the next question

FX Form syncs

Does the eForm record have AltSync selected?

FX Form syncs

FX Form does not sync
A flowchart of the above table of questions for FX Form sync
Figure 4. A flowchart showing the decision sequence for determining whether a form syncs from FieldFX Back Office to FieldFX Mobile

Back to Record Types

FieldFX Mobile to FieldFX Back Office

New FX Forms and FX Form updates sync to FieldFX Back Office based on the following rule:

Table 5. FX Form sync decision rules from FieldFX Mobile → FieldFX Back Office
Question Yes No

Is there an available Internet connection?

FX Form syncs

FX Form does not sync
A flowchart showing the decision sequence for determining whether an FX Form syncs from FieldFX Mobile to FieldFX Back Office
Figure 5. A flowchart showing the decision sequence for determining whether an FX Form syncs from FieldFX Mobile to FieldFX Back Office

Back to Record Types

Jobs

FieldFX Back Office to FieldFX Mobile

Jobs sync to FieldFX Mobile based on the following rules:

Table 6. Job sync decision rules from FieldFX Back Office → FieldFX Mobile
Question Yes No

Does the job record have Sync selected?

Continue to the next question

Job does not sync

Does record ownership grant access?

According to record ownership rules, you have full access to jobs that you add. You can also access jobs owned by or shared with users below you in the role hierarchy, unless Grant Access Using Hierarchies is deselected for the Job object.

Skip to the AltSync use question

Continue to the next question

Do Sharing settings grant the user access?

Grant sharing access by setting the org-wide default for the Job object to either:

  • Public Read/Write
    or

  • Private and adding sharing rules.

Continue to the next question

Job does not sync

Is AltSync used on the Job object?

The AltSync unmanaged package replaces the deprecated FX5AltSync package and can be installed as part of the AltSync feature setup.

Continue to the next question

Job syncs

Does the Job record have AltSync selected?

Job syncs

Job does not sync
A flowchart of the above table of questions for Job sync
Figure 6. A flowchart showing the decision sequence for determining whether a job syncs from FieldFX Back Office to FieldFX Mobile

Sync Configurations (26R1 and later): In addition to the standard sync rules described above, administrators can use the Sync Configuration Manager to map groups of users to groups of jobs (or price books) using criteria-based matching — including custom fields. Sync configurations provide a more efficient alternative to AltSync for organizations that sync large numbers of jobs or price books. Sync configurations apply only to users with Available for Field Work selected. Rules can be time-limited using effective and expiration dates. When both sync configurations and the standard rules described above apply to a record, the record syncs if either mechanism places it in the user’s sync scope.

FieldFX Mobile to FieldFX Back Office

New jobs and job updates sync to FieldFX Back Office based on the following rule:

Table 7. Job sync decision rules from FieldFX Mobile → FieldFX Back Office
Question Yes No

Is there an available Internet connection?

Job syncs

Job does not sync
A flowchart showing the decision sequence for determining whether a Job syncs from FieldFX Mobile to FieldFX Back Office
Figure 7. A flowchart showing the decision sequence for determining whether a Job syncs from FieldFX Mobile to FieldFX Back Office

Back to Record Types

Price Books

FieldFX Back Office to FieldFX Mobile

Price books sync to FieldFX Mobile based on the following rules:

Table 8. Price Books sync decision rules from FieldFX Back Office → FieldFX Mobile
Question Yes No

Does the price book record have Sync selected?

Continue to the next question

Price Book does not sync

Do Sharing settings grant the user access?

Grant sharing access by setting the org-wide default for the Price Book object to either:

  • Public Read/Write
    or

  • Private and adding sharing rules.

Continue to the AltSync use question

Continue to the next question

Is the FX5 AltSync package installed?

Continue to the next question

Price Book does not sync

Do Apex sharing reasons grant access?

Yes continue to the AltSync selected question

Price Book does not sync

Is AltSync used on the Price Book object?

The AltSync unmanaged package replaces the deprecated FX5AltSync package and can be installed as part of the AltSync feature setup.

Continue to the next question

Price Book syncs

Does the Price Record have AltSync selected?

Price Book syncs

Price Book does not sync
A flowchart of the above table of questions for Price Book sync
Figure 8. A flowchart showing the decision sequence for determining whether a price book syncs from FieldFX Back Office to FieldFX Mobile

Sync Configurations (26R1 and later): In addition to the standard sync rules described above, administrators can use the Sync Configuration Manager to map groups of users to groups of jobs (or price books) using criteria-based matching — including custom fields. Sync configurations provide a more efficient alternative to AltSync for organizations that sync large numbers of jobs or price books. Sync configurations apply only to users with Available for Field Work selected. Rules can be time-limited using effective and expiration dates. When both sync configurations and the standard rules described above apply to a record, the record syncs if either mechanism places it in the user’s sync scope.

Back to Record Types

Price Book Items

FieldFX Back Office to FieldFX Mobile

Price book items sync to FieldFX Mobile based on the following rules:

Table 9. Price Book Items sync decision rules from FieldFX Back Office → FieldFX Mobile
Question Yes No

Does the item record have Sync selected?

Continue to the next question

Price Book Item does not sync

Does Sharing grant the user access?

Grant sharing access by setting the org-wide default for the Price Book object to either:

  • Public Read/Write
    or

  • Private and adding sharing rules

Continue to the next question

Price Book Item does not sync

Is AltSync used on the Price Book object?

Continue to the next question

Price Book Item syncs

Does the Price Book Item record have AltSync selected?

Price Book Item syncs

Price Book Item does not sync
A flowchart of the above table for V4 Price Book Item sync
Figure 9. A flowchart showing the decision sequence for determining whether a Price Book Item syncs to FieldFX Mobile

Back to Record Types

Quotes

To utilize these features, FX5 must be version 1.708 or later.

FieldFX Back Office to FieldFX Mobile

Quotes sync to FieldFX Mobile based on the following rules:

Table 10. Quote sync decision rules from FieldFX Back Office → FieldFX Mobile
Question Yes No

Does the quote record have Sync selected?

Continue to the next question

Quote does not sync

Does record ownership grant access?

According to record ownership rules, you have full access to quotes that you add. You can also access quotes owned by or shared with users below you in the role hierarchy, unless Grant Access Using Hierarchies is deselected for the Quote object.

Skip to the AltSync use question

Continue to the next question

Do Sharing settings grant the user access?

Grant sharing access by setting the org-wide default for the Quote object to either:

  • Public Read/Write or

  • Private and adding sharing rules.

Continue to the next question

Quote does not sync

Is AltSync used on the Quote object?

The AltSync unmanaged package replaces the deprecated FX5AltSync package and can be installed as part of the AltSync feature setup.

Continue to the next question

Quote syncs

Does the Quote record have AltSync selected?

Quote syncs

Quote does not sync

Quotes can also be pulled into a mobile user’s sync scope automatically when their associated job is assigned to that user. See Automatic SyncLink Associations.
A flowchart of the above table for V4 Quote sync
Figure 10. A flowchart showing the decision sequence for determining whether a Quote syncs from FieldFX Back Office to FieldFX Mobile

FieldFX Mobile to FieldFX Back Office

New quotes and quote updates sync to FieldFX Back Office based on the following rule:

Table 11. Quote sync decision rules from FieldFX Mobile → FieldFX Back Office
Question Yes No

Is there an available Internet connection?

Quote syncs

Quote does not sync
A flowchart showing the decision sequence for determining whether a Quote syncs from FieldFX Mobile to FieldFX Back Office
Figure 11. A flowchart showing the decision sequence for determining whether a Quote syncs from FieldFX Mobile to FieldFX Back Office

Back to Record Types

Quote Items

FieldFX Back Office to FieldFX Mobile

Quote items sync to FieldFX Mobile based on the following rules:

Table 12. Quote Items sync decision rules from FieldFX Back Office → FieldFX Mobile
Question Yes No

Does the item record have Sync selected?

Continue to the next question

Quote Item does not sync

Does Sharing grant the user access?

Grant sharing access by setting the org-wide default for the Quote object to either

  • Public Read/Write
    or

  • Private and adding sharing rules.

Continue to the next question

Quote Item does not sync

Is AltSync used on the Quote object?

Continue to the next question

Quote Item syncs

Does the Quote Item record have AltSync selected?

Quote Item syncs

Quote Item does not sync
A flowchart of the above table for V4 Quote Item sync
Figure 12. A flowchart showing the decision sequence for determining whether a Quote Item syncs to FieldFX Mobile

FieldFX Mobile to FieldFX Back Office

New quote items and quote item updates sync to FieldFX Back Office based on the following rule:

Table 13. Quote Item sync decision rules from FieldFX Mobile → FieldFX Back Office
Question Yes No

Is there an available Internet connection?

Quote Item syncs

Quote Item does not sync
A flowchart for the above table for Quote Item from FieldFX Mobile → Back Office
Figure 13. A flowchart showing the decision sequence for determining whether a Quote Item syncs from FieldFX Mobile to FieldFX Back Office

Back to Record Types

Statuses

FieldFX Back Office to FieldFX Mobile

Statuses sync to FieldFX Mobile based on the following rules:

Table 14. Status sync decision rules from FieldFX Back Office → FieldFX Mobile
Question Yes No

Does the Status have Sync selected?

Continue to the next question

Status does not sync

Do Sharing settings grant the user access?

Grant sharing access by setting the org-wide default for the Status object to either:

  • Public Read/Write
    or

  • Private and adding sharing rules.

Continue to the next question

Status does not sync

Is AltSync used on the Status object?

The AltSync unmanaged package replaces the deprecated FX5AltSync package and can be installed as part of the AltSync feature setup.

Continue to the next question

Status syncs

Does the Status have AltSync selected?

Status syncs

Status does not sync
A flowchart for the above table for V4 Status sync
Figure 14. A flowchart showing the decision sequence for determining whether a status syncs from FieldFX Back Office to FieldFX Mobile

Back to Record Types

Status Workflows

FieldFX Back Office to FieldFX Mobile

Status workflows sync to FieldFX Mobile based on the following rules:

Table 15. Status Workflow sync decision rules from FieldFX Back Office → FieldFX Mobile
Question Yes No

Does the Status Workflow have Sync selected?

Continue to the next question

Status Workflow does not sync

Do Sharing settings grant the user access?

Grant sharing access by setting the org-wide default for the Status Workflow object to either:

  • Public Read/Write
    or

  • Private and adding sharing rules.

Continue to the next question

Status Workflow does not sync

Is AltSync used on the Status Workflow object?

The AltSync unmanaged package replaces the deprecated FX5AltSync package and can be installed as part of the AltSync feature setup.

Continue to the next question

Status Workflow syncs

Does the Status have AltSync selected?

Status Workflow syncs

Status Workflow does not sync
A flowchart for the above table for Status Workflow
Figure 15. A flowchart showing the decision sequence for determining whether a Status Workflow syncs from FieldFX Back Office to FieldFX Mobile

Back to Record Types

Tickets

FieldFX Back Office to FieldFX Mobile

Tickets sync to FieldFX Mobile based on the following rules:

Table 16. Ticket sync decision rules from FieldFX Back Office → FieldFX Mobile
Question Yes No

Does the ticket record have Sync selected?

Continue to the next question

Ticket does not sync

Does record ownership grant access?

According to record ownership rules, you have full access to tickets that you add. You can also access tickets owned by or shared with users below you in the role hierarchy, unless Grant Access Using Hierarchies is deselected for the Ticket object.

Skip to the AltSync use question

Continue to the next question

Do Sharing settings grant the user access?

Grant sharing access by setting the org-wide default for the Ticket object to either:

  • Public Read/Write
    or

  • Private and adding sharing rules.

Continue to the next question

Ticket does not sync

Is AltSync used on the Ticket object?

The AltSync unmanaged package replaces the deprecated FX5AltSync package and can be installed as part of the AltSync feature setup.

Continue to the next question

Ticket syncs

Does the Ticket record have AltSync selected?

Ticket syncs

Ticket does not sync
Flowchart for the above table for Ticket
Figure 16. A flowchart showing the decision sequence for determining whether a Ticket syncs from FieldFX Back Office to FieldFX Mobile

FieldFX Mobile to FieldFX Back Office

New tickets and ticket updates sync to FieldFX Back Office based on the following rule:

Table 17. Ticket sync decision rules from FieldFX Mobile → FieldFX Back Office
Question Yes No

Is there an available Internet connection?

Ticket syncs

Ticket does not sync
A flowchart for the above table for Ticket from FieldFX Mobile → Back Office
Figure 17. A flowchart showing the decision sequence for determining whether a Ticket syncs from FieldFX Mobile to FieldFX Back Office

Back to Record Types

Ticket Items

FieldFX Back Office to FieldFX Mobile

Ticket items sync to FieldFX Mobile based on the following rules:

Table 18. Ticket Items sync decision rules from FieldFX Back Office → FieldFX Mobile
Question Yes No

Does the Ticket Item record have Sync selected?

Continue to the next question

Ticket Item does not sync

Does Sharing grant the user access?

Grant sharing access by setting the org-wide default for the Ticket object by either:

  • Public Read/Write or

  • Private and adding sharing rules.

Continue to the next question

Ticket Item does not sync

Is AltSync used?

Continue to the next question

Ticket Item syncs

Does the Ticket Item record have AltSync selected?

Ticket Item syncs

Ticket Item does not sync
Flowchart for the above table for Ticket Items
Figure 18. A flowchart showing the decision sequence for determining whether a Ticket Item syncs to FieldFX Mobile

FieldFX Mobile to FieldFX Back Office

New ticket items and ticket item updates sync to FieldFX Back Office based on the following rule:

Table 19. Ticket Item sync decision rules from FieldFX Mobile → FieldFX Back Office
Question Yes No

Is there an available Internet connection?

Ticket Item syncs

Ticket Item does not sync
A flowchart for the above table for Ticket Item from FieldFX Mobile → Back Office
Figure 19. A flowchart showing the decision sequence for determining whether a Ticket Item syncs from FieldFX Mobile to FieldFX Back Office

Back to Record Types

Users

FieldFX Back Office to FieldFX Mobile

User records sync to FieldFX Mobile based on the following rules:

Table 20. Users sync decision rules from FieldFX Back Office → FieldFX Mobile
Question Yes No

Does Sharing grant the user access?

Grant sharing access by setting the org-wide default for the User object to either:

  • Public Read/Write
    or

  • Private and adding sharing rules.

Continue to the next question

User does not sync

Is AltSync used?

Continue to the next question

User syncs

Does the User record have AltSync selected?

User syncs

User does not sync
Flowchart for the above table for Users
Figure 20. A flowchart showing the decision sequence for determining whether a User syncs to FieldFX Mobile

Back to Record Types

Warehouses

FieldFX Back Office to FieldFX Mobile

Warehouses sync to FieldFX Mobile based on the following rules:

Table 21. Warehouse sync decision rules from FieldFX Back Office → FieldFX Mobile
Question Yes No

Does the Warehouse record have Sync selected?

Continue to the next question

Warehouse does not sync

Does Sharing grant the user access?

Grant sharing access by setting the org-wide default for the Warehouse object to either:

  • Public Read/Write
    or

  • Private and adding sharing rules.

Continue to the next question

Warehouse does not sync

Is AltSync used?

Continue to the next question

Warehouse syncs

Does the Warehouse record have AltSync selected?

Warehouse syncs

Warehouse does not sync
Flowchart for the above table for Warehouse
Figure 21. A flowchart showing the decision sequence for determining whether a Warehouse syncs to FieldFX Mobile

Back to Record Types

Wells

FieldFX Back Office to FieldFX Mobile

Wells sync to FieldFX Mobile based on the following rules:

Table 22. Wells sync decision rules from FieldFX Back Office → FieldFX Mobile
Question Yes No

Does the Well record have Sync selected?

Continue to the next question

Well does not sync

Does Sharing grant the user access?

Grant sharing access by setting the org-wide default for the Well object to either

  • Public Read/Write
    or

  • Private and adding sharing rules.

Continue to the next question

Well does not sync

Is AltSync used?

Continue to the next question

Well syncs

Does the Well record have AltSync selected?

Well syncs

Well does not sync
Flowchart for the above table for Wells
Figure 22. A flowchart showing the decision sequence for determining whether a Well syncs to FieldFX Mobile

Back to Record Types

Work Orders

FieldFX Back Office to FieldFX Mobile

Work Orders sync to FieldFX Mobile based on the following rules:

Table 23. Work Order sync decision rules from FieldFX Back Office → FieldFX Mobile
Question Yes No

Does the Work Order record have Sync selected?

Continue to the next question

Work Order does not sync

Does record ownership grant access?

Continue to the next question

Continue to the next question

Do Sharing settings grant the user access?

Continue to the next question

Work Order does not sync

Is AltSync used on the Work Order object?

Continue to the next question

Work Order syncs

Does the Work Order record have AltSync selected?

Work Order syncs

Work Order does not sync

Back to Record Types

For more information, see:

FieldFX Documentation Salesforce Documentation

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