Sync Assignments

Overview

Sync Assignments determine whether supported records can synchronize to individual FieldFX Mobile users.

For long-running Jobs with multiple crew members or crew rotations, the Job’s syncable status might not be sufficient to determine how long the Job should remain available to each user. Beginning in FX26R1, the Sync Jobs field on a Crew Planning record provides per-crew-member control over Job synchronization.

A Job Sync Assignment determines whether a Job is synchronized for an individual crew member.

Job Sync Assignments

After a Sync Assignment is created, it can be viewed from the Job Sync Assignments related list on the associated Contact record.

Creating Sync Assignments

These steps outline the creation flow of a Job Sync Assignment:

  1. A crew member is dispatched to a Job.

  2. FieldFX evaluates synchronization eligibility.

  3. If the crew member meets all synchronization requirements, a Job Sync Assignment is created.

  4. Optional customer automation can update the Sync Jobs field and affect future synchronization eligibility.

Sync Assignments can be created from:

Action Sync Assignment Created/Reevaluated Notes

Dispatch Crew Member

Yes

Change Job Status

Maybe

Only if the status change affects synchronization eligibility; not currently verified from available documentation.

Change Sync Jobs

Yes

Changing the crew assignment’s Sync_Job__c flag affects eligibility.

When true, a sync relationship is created; when false, auto-created sync relationships are removed.

Crew Member Removed

Yes

May result in removal of the existing sync assignment if the crew member no longer qualifies for Job synchronization.

Removing a crew member from a Job triggers a review of synchronization eligibility. If the crew assignment was providing access to the Job, the corresponding sync relationship may be removed and the Job may no longer be included in future mobile syncs for that user.

Crew Planning Record Deleted

Yes
Deleting a Crew Planning record updates the crew assignment associated with a Job and may affect synchronization eligibility for the assigned user. If the crew assignment was providing access to the Job, the related sync record may be removed and the Job may no longer be included in future mobile syncs for that user.

Effect of Clearing Sync Jobs

When Sync Jobs are cleared for a crew member, FieldFX reevaluates synchronization eligibility and may remove the corresponding Job Sync Assignment.

If the Job Sync Assignment was created automatically based on the crew member’s assignment, clearing Sync Jobs can cause that synchronization relationship to be removed. Manually created sync assignments are not affected and must be removed separately if they are no longer needed.

Removing a Job Sync Assignment affects future synchronization eligibility. The Job may continue to appear on a mobile device until the user completes a subsequent successful sync.
Condition Result Exception

Sync Jobs is cleared for a

FieldFX reevaluates the crew member’s synchronization eligibility for the Job.

N/A

The crew member received the Job through the crew assignment.

The Job is no longer eligible for future synchronization for that crew member when Sync Jobs is cleared.

No other synchronization criteria override the Sync Jobs setting for that crew member.

The synchronization relationship was created automatically.

The associated Job Sync Assignment may be removed.

Manually created sync assignments are not removed automatically.

A Job Sync Assignment is removed.

The Job is no longer eligible for future synchronization through that assignment.

The Job may remain visible on the mobile device until the next successful sync.

Control Job Synchronization by Crew Member

Sync Jobs field

FX26R1 adds a Sync Jobs checkbox to Crew Planning records. It is selected by default to preserve existing synchronization behavior for current customers.

Sync Jobs takes precedence over other eligibility criteria

When Sync Jobs is cleared, the Job does not sync for the crew member on that Crew Planning record, even when the Job is in a syncable status or Crew Planning is not otherwise used to determine Job synchronization.

Selecting Sync Jobs does not guarantee synchronization. The Job and user must still meet the other applicable synchronization requirements.
Field Description

Sync Jobs

Controls whether the Job can sync to the FieldFX Mobile user associated with the Crew Planning record. This field provides per-crew-member control over Job synchronization. When selected and the Job is in a syncable status, FieldFX creates the applicable Sync Assignment.

When cleared, the Job does not sync for that crew member, even if the Job otherwise meets synchronization requirements or Crew Planning is not otherwise used to determine Job synchronization. The field is selected by default.

Sync Jobs Behavior

Table 1. Default behavior
Sync Jobs Setting Result

Selected

Sync Assignment can be created when the Job qualifies for synchronization.

Cleared

Job is not synchronized for that crew member.

The field is selected by default to preserve existing behavior after upgrading.

Table 2. Behavior details
Condition Result

Created when

  • Sync Jobs is selected

  • The Job is in a status that is eligible for synchronization

Not created when

  • Sync Jobs is cleared, even if other synchronization conditions would normally allow synchronization

Crew Planning does not override the Sync setting on the Job. If Sync is cleared on the Job, the Job does not sync even when Sync Jobs is selected and crew members are dispatched.

Synchronization Eligibility

To make a Job available on a mobile device, FieldFX determines whether the user is eligible to receive the Job during synchronization. Eligibility helps ensure that users receive only the Jobs that are relevant to their work. The following criteria are used to determine whether a Job can synchronize to a user.

Table 3. Sync Assignment eligibility
Criterion Effect

The Job’s Sync field

If cleared, the Job does not sync.

Job status

The Job must be in a status that is eligible for synchronization.

Active Sync Configuration

The user must have an active Sync Configuration that matches the Job. If no active matching Sync Configuration exists, the Job does not sync to that user.

Crew Planning Sync Jobs

If cleared, the Job does not sync for that crew member, even if the Job otherwise meets the synchronization requirements.

Other applicable synchronization configuration

The Job and user must meet any remaining synchronization requirements configured for the organization.

Automating Sync Jobs

The Sync Jobs field can be updated through Salesforce Flow or Apex.

When automation updates Sync Jobs, FieldFX reevaluates the crew member’s synchronization eligibility. Clearing Sync Jobs prevents the Job from synchronizing to that crew member, even if the Job otherwise meets synchronization requirements. Selecting Sync Jobs allows normal synchronization processing, but the Job must still satisfy all other applicable synchronization criteria

For example, an organization could create automation that clears Sync Jobs when its own crew-related criteria indicate that a crew member should no longer receive the Job.

Organizations can use Flow or Apex to implement company-specific synchronization rules.

Example automation scenarios

  • Restrict specific Jobs to designated crews

  • Prevent Jobs from synchronizing during planning phases

  • Control mobile visibility without relying on complex filtering strategies

  • Remove Job access after a crew member’s assignment end date

  • Manage Job synchronization for crew rotations on long-running Jobs

Administrative considerations

Administrators should review both Sync Configuration settings and Crew Planning controls when troubleshooting synchronization behavior. Sync Configuration determines which records are eligible for synchronization and drives the creation of Sync Assignments (or Sync Links in newer implementations).

Crew Planning settings can further affect whether jobs are synchronized to individual crew members. For example, if synchronization is not occurring as expected, verify that the user has a matching active Sync Configuration and that Crew Planning settings such as Sync Jobs are configured appropriately for the affected crew member.

Because synchronization eligibility depends on the combined evaluation of these settings, issues in either area can prevent jobs from appearing on mobile devices

Viewing Sync Assignments

Sync Assignments can be viewed for each crew member through their Contact record in Back Office.

From the Contact Record

To view sync assignments for a crew member:

  1. In Back Office, navigate to the crew member’s Contact record.

  2. Click on the Related tab.

  3. Find the Job Sync Assignments section and open the related list.

    The Job Sync Assignments related list displays all assignments for the crew member, including those created through Crew Planning synchronization.

The Job Sync Assignments related list displays information about each sync assignment, such as the assignment name, related job, synchronization source, status, and other assignment details configured for the organization. After opening the related list, you can review all sync assignments currently associated with the crew member.

Assignments created through Crew Planning synchronization appear in the same related list as manually created assignments. After opening the related list, you can review all sync assignments currently associated with the crew member.

Troubleshooting

Missing Jobs

If a crew member expects a Job to appear in FieldFX Mobile, verify:

  • The Job’s Sync field is selected.

  • The Job is in a syncable status.

  • Sync Jobs is selected on the crew member’s Crew Planning record.

  • The Job and user meet the organization’s other applicable synchronization requirements

See Sync Configuration Manager.

What Happens When a Crew Planning Record Is Deleted?

If a Crew Planning record that was previously synchronized is deleted, the next Sync Assignments run removes the related assignment record created from that Crew Planning record.

If the deleted Crew Planning record was the basis for a crew member’s access to the Job, the Job might no longer be included in future mobile synchronizations for that crew member.

Deleting a Crew Planning record only affects assignment records that were created through the Crew Planning synchronization process

If a record does not appear for the expected mobile user, confirm the following:

  • The SyncLink references the correct user.

  • Exactly one supported entity lookup is populated.

  • The SyncLink references the intended Job, Work Order, Quote, or Price Book.

  • The user’s mobile configuration includes the applicable record type.

  • The associated record meets the organization’s synchronization requirements.

If FieldFX created the SyncLink automatically, review the applicable Sync Configuration or Job Crew Planning record rather than changing the SyncLink directly.

Recommended Reading

For more information, see: