Set up and use custom data fields (Dynamics)

Data Field

Data fields allow information to be shared between Dynamics records and Oneflow contracts.

Custom Data Fields

Custom data fields let you map additional Dynamics fields to Oneflow data fields and choose a supported sync direction.

Standard Data Fields

Standard data fields are predefined by the integration. You can review them under Standard Data Fields.

Add new field mappings

1. Log in to Dynamics.

2. Open the app selection window.

   

3. Open Oneflow Administration app.

   

   

4. Click on the Setup Entities tab.

   

5. Select the entity you would like to configure data fields for (i.e. Opportunity, Quote).

   

6. Click on the Data fields tab.

7. Select Custom Data Fields at the top of the tab. Select Standard Data Fields to review the list of standard data fields.

   

Your existing custom field mappings appear in three sections. A mapping links a Dynamics field to a Oneflow data field.

The table below describes each mapping section and the data fields it includes.

Click a section's header to open it. Only one section is open at a time. Sections stay empty until you add field mappings.

Map fields from the main entity

1. Expand the section for your record type, such as Opportunity data fields. Click Add data field to add an empty row at the top.

   

2. Complete the row:
   1. Dynamics field: Select the source field on the main Dynamics entity, such as the Opportunity field Budget amount.
   2. Oneflow field: Enter a name for the data field in Oneflow, such as “Budget Amount.” You can enter a name only after selecting a Dynamics field. This name appears in the Oneflow contract’s data fields list.
   3. Sync direction: Select how the field should sync (see Sync Direction below).

Map participant fields

1. Expand Participants data fields and click Add data field.

2. Select a contact field in Dynamics field. Enter a name in Oneflow field, then select Sync once. Participant fields support only this sync direction.

   

Map related entity fields

1. Expand Related entity data fields and click Add related entity.

   

2. In Select a related entity, follow the links from your main record to find the record type whose fields you need:

   

   • Click the arrow beside a record type to see its linked record types. Keep opening arrows until you find the one you need.

     

   • Select the checkbox beside the record type you need. At the bottom, you can see its links to the main record and the number of fields already mapped.

3. Click Configure data fields.

   

   • If you have not added this related entity before, a new card appears with one empty row.

   • If you have already added it, the window closes and the page scrolls to its card.

     

On the card, select a Dynamics field, enter a name in Oneflow field, and choose a Sync direction. 

Click Add data field on the card to add more fields from the same record type.

Each card shows the record type and its links to the main record. The number in brackets shows how many links there are.

For example, Opportunity → … → Primary Contact (2) means two links from the opportunity. Point to the path to see all links.

Sync Direction

Two-way sync is available only when all of the following are true:

• The Dynamics field uses one of these supported types:
  • Yes/no: Boolean
  • Date and time: DateTime
  • Numbers: Decimal, Double, Integer, or BigInt
  • Text: Memo or String
  • Currency: Money
• The field is not a participant field.

For related entities, Two-way sync works only across one link, such as Opportunity → Account. With two or more links, such as Opportunity → Account → Primary Contact, use Sync once or Dynamics to Oneflow.

If an option is unavailable, it appears greyed out. If you change the Dynamics field and the selected direction is no longer allowed, the system switches to the first available direction.

Save changes

Click Save changes at the bottom of the tab to save all three sections.

• You cannot save if there are errors or the selected entity is inactive. The button is also unavailable when you have no changes to save.
• If you have changes to save and no errors, a message reminds you to click Save changes.

• After a successful save, this message appears: "Custom data field mapping was saved successfully!"

  

Remove a mapping

Remove one data field (in any section)

1. Click the Delete icon at the end of the row.
2. Confirm in the dialog. You won't be asked to confirm if the row is still empty.

3. Click Save changes.

   

Remove a related entity and its field mappings

1. Click the Delete icon on the related entity card.

   

2. Confirm in the Delete related entity and mappings? window. This removes the card and all its field mappings.
3. Click Save changes.

Validation errors

Each time you add, change, or remove a field mapping, the app checks for errors. It highlights fields with errors and shows a message explaining what to fix.

You may see the following validation messages:

Use custom fields in a Oneflow contract

After custom data field mapping is set up, let’s create a contract.

1. Go to an existing Opportunity or create a new one. Pay attention to the Topic of the opportunity and Account name. These fields will be transferred to Oneflow.

   

2. Click the Create contract button in the widget. Ensure you select the template that contains the text body (it will be needed to insert custom fields).
3. Select three participants (remember the sequence of your selection, participant’s fields will appear in Oneflow in the same sequence) and click the Create contract button in the dialog.

4. Click on the contract to open it in Oneflow.

5. In Oneflow, click inside a text body, then click on the Insert data-field icon on the tools panel.

   

6. The mapped custom fields will appear in the data field list.

7. Select a data field from the list to insert it into text.

   

Congratulations! Now you can compose a text using new custom fields.