Smart Sync (SuperOffice)

Overview

Smart Sync automatically updates your SuperOffice records when all parties sign a Oneflow contract. It transfers data from Oneflow data fields to your SuperOffice Sales, Companies, and Contacts, eliminating manual data entry.

After you configure Smart Sync, it runs automatically in the background. When a Oneflow contract created from SuperOffice is signed by all parties, Smart Sync pushes the values from mapped Oneflow data fields back to the corresponding fields in SuperOffice.

Enable smart sync

1. Navigate to Oneflow Settings in SuperOffice.
2. Select the Smart sync tab.
3. You will see two toggles: Data fields and Products.
4. Under Sync Options, turn on one or both toggles:
   • Data fields: Syncs contract data fields to SuperOffice properties. Updates contract information (like PO numbers or dates) in SuperOffice.
   • Products: Syncs product tables to SuperOffice Sale products. Updates pricing, quantity, and discounts in SuperOffice products.

Once enabled, Smart Sync runs automatically for all signed contracts.

What data is synced?

Smart Sync for SuperOffice focuses on updating Data fields for the specific resources linked to the contract.

Identifying Smart sync-ready fields

Not all fields in SuperOffice support Smart sync updates. System-controlled fields are restricted to ensure data integrity. Smart Sync will skip these fields even if they are mapped.

To identify which fields are supported:

1. Go to Oneflow Settings > click on the Mapping SuperOffice properties tab.
2. Refer to the Smart sync column. Only fields with a ⚡ (lightning icon) in this column will be updated during the sync when Smart sync is enabled.

Data fields

When the Data fields toggle is enabled, and when a contract is signed, Oneflow looks at the mapped data fields and updates the corresponding entities in SuperOffice. Supported entities include:

• Sale: Updates fields on the Sale object (e.g., custom values, PO numbers, or status fields).
• Company: Updates fields on the Company card linked to the contract.
• Contact: Updates fields for the Contact associated with the contract.

Multi-Instance Mapping

Smart Sync can update details for multiple people in the same contract. For example, if your contract maps fields for "Participant 1" and "Participant 2," Oneflow automatically matches them to the correct people in SuperOffice and updates their individual contact cards.

Products

When the Products toggle is enabled, and when a contract is signed, Smart Sync pushes product details in the Oneflow product table to SuperOffice products.

• Updates: Changes made to product price, quantity, and discounts in the Oneflow contract’s product table will be reflected in SuperOffice products in the Sale.

Monitoring sync activity

You can verify if a Smart Sync was successful directly within SuperOffice by checking the Activities (or Document log) associated with the Sale or Contact.

• Success: Oneflow creates an Activity in SuperOffice with a description indicating which resources were updated. Example: [Smart sync] Successfully updated the properties of the following SuperOffice resource types: Sale, Contact.
• Failure: If the sync encounters an issue (e.g., a permission error or network issue), an Activity log will be created detailing the failure. Example: [Smart sync] Failed to update the properties of the following SuperOffice resource types: Company.

Use case: automating sale updates

Scenario: A sales representative is closing a deal using a Oneflow contract created from a SuperOffice Sale.

1. Contract Creation: The rep creates a contract. The Oneflow contract includes a custom data field called "Purchase Order Number" which is mapped to a corresponding field in the SuperOffice Sale.
2. Data Entry: During the negotiation, the counterparty fills in the "Purchase Order Number" field inside the Oneflow contract.
3. Signing: All parties sign the contract.
4. Automatic Update:
   • Oneflow triggers the Smart Sync process.
   • The "Purchase Order Number" field on the Sale card in SuperOffice is automatically updated with the value the client typed into the contract.
5. Confirmation: The sales rep sees a new Activity in SuperOffice confirming the Sale properties were updated.