Smart Sync (Upsales)

Angelica Angelis
Angelica Angelis
  • Updated

Using Smart Sync with the Oneflow × Upsales integration

The Smart Sync feature for Upsales automates the process of updating your CRM records with the latest information from your signed Oneflow contracts.

Once a document is signed, Smart Sync automatically transfers key data fields and product details back to the corresponding opportunity, company, or contact in Upsales. This keeps your data consistent and up to date without manual entry.

Enable Smart Sync

  1. Navigate to Upsales Settings > App Directory.
App Directory menu in Upsales
  1. Search for and select Oneflow to open the integration settings page.
Oneflow app in Upsales directory
  1. Scroll to the Smart sync section. Enable one or both toggles and click Save.
Smart sync settings toggles
  • Data fields: Automatically sync data from Oneflow data fields back to the corresponding fields on the Upsales object (e.g., Opportunity, Company, Contact).
  • Products: Automatically sync updates to product details (price, quantity, discount) from the Oneflow product table back to the products on your Upsales opportunity.

How Smart Sync runs

  • You create a Oneflow contract from an object in Upsales (for example, an opportunity).
  • During negotiations, you may update data fields or product details (e.g., apply a discount) in the Oneflow document.
  • With Smart Sync enabled, once all parties have signed in Oneflow, Smart Sync runs in the background and transfers changes to Upsales.
  • The original opportunity, contact, or company in Upsales is updated with the new information from the signed contract.

WARNING

If you remove a product from the Oneflow product table and sign the document, that product will also be removed from the associated opportunity in Upsales.

NOTE

To ensure products transfer correctly from Upsales to your Oneflow document, the Oneflow template used to create the document must contain exactly one product table.

See Troubleshooting Upsales to learn more.

Viewing sync updates in Upsales

Track the changes made by Smart Sync directly within the relevant Upsales record. Navigate to the opportunity, company, or contact the contract was created from. In the History section, you’ll find a comment describing the sync result, including which fields were updated and which were not.

History log in Upsales showing Smart Sync updates

NOTE

  • Known behavior - Object naming in history logs: If an associated Contact or Company name is updated, the activity log may still display the previous name (from the time the contract was created).
  • Price column behavior: Your Upsales price field maps to a specific price column in Oneflow (e.g., Price Column 1). Smart Sync reads updates only from the mapped column. Moving a value to a different column in Oneflow will be ignored by the sync.

INFORMATION

Current limitations

  • Automatic sync on sign only: Sync is triggered only when the contract is signed; manual syncing isn’t supported.

The following changes will prevent data field updates from syncing correctly:

  • A product’s type is changed in Upsales after the Oneflow document is created.
  • The price column’s configuration is changed in Upsales after the Oneflow document is created.
  • A product listed in the Oneflow document can’t be found in the Upsales product library.

Product sync: Unsupported changes:

  • Adding new products to the Oneflow document’s product table after contract creation.
  • Changing product names in the Oneflow document.

Product sync: Supported changes:

  • Updating price, quantity, and discount values.
  • Removing a product from the Oneflow document’s product table.
  • If the order of products is changed in the Oneflow document after creation, the new order will not be reflected in Upsales after signing/syncing.

USE CASE: STREAMLINING A SALES DEAL

Scenario: Sarah, a sales representative, is finalizing a deal tracked as an Upsales opportunity with two products: Standard Subscription and One-off Setup Fee.

  1. Contract creation: Sarah creates a Oneflow contract from the Upsales opportunity. The client’s details and product table are included automatically.
  2. Negotiation: The client requests a 15% discount on Standard Subscription. Sarah applies the discount in the Oneflow product table and updates a custom data field Go-live Date from Aug 1 to Aug 15.
  3. Signing: The client signs the contract digitally in Oneflow.
  4. Automatic update:
    • The Standard Subscription line on the Upsales opportunity reflects the 15% discount.
    • The opportunity’s Go-live Date updates to Aug 15.
  5. Confirmation: Sarah reviews the opportunity and sees a new entry in the comment history log confirming “Smart sync was completed,” with details of updated fields and discounts.

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