Two-way sync for data fields (Dynamics 365)

Set up data field mapping in Dynamics 365

Data fields let you populate your Oneflow contracts with data from Dynamics 365 entities. The primary purpose is to transfer data from Dynamics 365 into the contract when it's created. Optionally, you can enable two-way sync so changes in Oneflow can be written back to Dynamics 365.

Navigate to data field settings

1. In Dynamics 365, click the current app name (e.g., Sales Hub) to go to the apps page.

   

2. Select Oneflow Administration.

   

   NOTE If you use an older version of Dynamics 365: If you use an older version of the integration (before 3.8.0.8), then Oneflow Settings appears under the main Settings menu in the Advanced settings page of the legacy UI of Dynamics 365. If you use an older version of the integration (before 3.8.0.8) with the new Dynamics 365 UI, then Oneflow Settings appears in the side panel in the Advanced settings page of Dynamics 365.

3. Open the Setup Entities tab. From the list on the left, select the entity you wish to configure (e.g., Opportunity, Quote).

   

4. Click on the Data fields sub-tab.

   

Configure custom data fields

Data fields let you populate your Oneflow contracts with data from Dynamics 365 entities. The primary purpose of this feature is to transfer data from Dynamics into the contract at the time of contract creation.

Your data field settings have three sections. Each section uses details from a different place in Dynamics.

• Main record fields: Use details from the record you create contracts from, such as its name, amount, or close date. This section uses the record type’s name, such as Opportunity data fields.
• Participants data fields: Use details from the contacts you select as contract participants, such as their names, email addresses, phone numbers, or job titles.
• Related entity data fields: Use details from related records. For example, include the address of an opportunity’s account or the name of that account’s main contact.
  • These map fields from entities linked to the current entity through N:1 (many-to-one) relationships, meaning a lookup field on the current entity points to the related record. For example, if you create contracts from Opportunity, you can pull fields from the Contact or Account the opportunity references, even though the contract is created from the opportunity.
    • The Dynamics entity list shows record types linked to your main record through a lookup field. A lookup field links one record to another.
    • If a record type has more than one link, check the lookup name in brackets. For example, Contact (Primary Contact) identifies the primary contact link.
    • You can follow links to other records, such as Opportunity → Account → Primary Contact. This lets you use details from the account’s main contact.

    • Each link must lead to one record. For example, you can use the account linked to an opportunity. You cannot use a list, such as all opportunities linked to an account.

      

• Dynamics field: A specific field from the selected related (child) entity to map into Oneflow.
• Oneflow field: The destination data field in Oneflow.
• Sync direction:
  • Sync once: Transfer once at contract creation. Any changes made after contract creation will not be synced back.
  • Dynamics to Oneflow: Keep Oneflow updated from Dynamics. Allows you to push changes using the Push updates to Oneflow button.
  • Two-way sync: Updates flow both ways (Dynamics ↔ Oneflow). This enables both "Push updates" and "Fetch updates".

Push updates to Oneflow

Once you change data fields in Dynamics 365, you can then sync (push) these changes to their mapped data fields in Oneflow.

• To push updates, click the Push updates to Oneflow button on the Oneflow widget in Dynamics 365.
  • This rewrites all data field values in the Oneflow contract with data from your Dynamics data fields.

Fetch updates from Oneflow

Once you change data fields in Oneflow, you can sync (fetch) these changes to their mapped fields in Dynamics 365.

To fetch updates, click on the three dots in the contract card, then click Fetch updates from Oneflow.

• As the fetch feature works using Webhooks, this is usually automated. However, you may fetch updates manually in the following scenarios:
  • Your instance missed a webhook update due to temporary technical issues.
  • The contract is still in draft state (webhook events trigger only after the contract is sent to counterparties).
  • Webhooks are not enabled for your Oneflow integration.

Limitations

Although bidirectional data synchronization is a powerful tool, it comes with a set of limitations.

• Two-way sync direction is not available for the following field data types:
  • Lookup
  • Optionset Value
  • Unique identifier
  • Calculated
  • Multi-select optionset
  • Customer
• It is also not possible to sync Participant or Party type data fields from Oneflow to Dynamics 365.
  • This is due to technical limitations in the way data is stored at the database level, which is different from the way it is displayed.
• Date and time values could sync incorrectly from Oneflow to Dynamics 365 due to timezone differences. Any time value synchronized from Oneflow to Dynamics 365 is always assumed to be in UTC time.
• Boolean properties can be synced to Oneflow using a limited set of custom text labels. Data fields containing values like Yes/No, True/False, 1, or 0 will be synced to a boolean property in Dynamics 365 while any other values will be ignored.