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Create or Update Data Source writes the values of a finished task into a data source. It finds the record by its Title: if a record with the same Title already exists, it is updated; otherwise a new record is created. Field work keeps your master data current: customer addresses, stock counts, service history, sales leads. Available for: On Task Finished only, because it needs the task’s complete data.
Required permission:
  • View automation
  • Create automation

Automation detail

Create or Update Data Source detail
  1. Data Type: required. It lists only the data types the selected flow uses as a data source, for example Store. If the flow uses none, the list says This flow doesn’t use a data source yet. Add one in the flow first. See Flow Configuration › Data source.
  2. Title: required. Pick the flow field whose value finds the record. The record is created if none has that Title, and updated otherwise.
  3. Field Mapping: the other fields of the data type. For each one, type a fixed value or click the search icon to copy a field of the finished task, exactly as in Create Task. If the flow has no data source fields, the Data Source tab of the value picker says so.
Create or Update Data Source settings

The Title select picks the flow field that finds the record.

Data Source tab with nothing to pick

The Data Source tab explains when the flow has no data source fields.

  1. Data Source Access: shown only for data types with Scope Data by User on. Tick it to control who can see the records this automation writes, then choose how:
    • Update: add the chosen users to the record’s existing access list.
    • Replace: replace the record’s access list with the chosen users.
  2. Scope Data by User: who gets access. Either one option from Auto scope data based on, which takes the person from the task when it runs:
    • Same assignee: the user assigned to the task.
    • Assigned by: the user who assigned it.
    • Done by: the user who finished it.
    or one or more named users from the User group.

How it works

  1. A task of the automation’s flow is finished, and the rules, if any, are checked.
  2. The value of the task field chosen in Title is looked up in the data type.
  3. A record with that Title exists: it is updated with the mapped values. Fields that aren’t mapped keep their values.
  4. No record has that Title: a new record is created with the mapped values.
  • Pick a task field in Title. Without it, records can’t be matched.
  • The Title is matched exactly, including upper and lower case.
  • Required fields of the data type must get a value, fixed or copied.
  • The data type’s field validation applies.
  • A Relation field takes the ID of the linked record, not its Title.

Examples

Customer database after delivery Inventory after a stock check Service history Sales leads from canvassing

Good practice

  • Choose a Title field that really is unique, such as a customer ID or order number.
  • Prefer copied values over typed ones, and map only fields that matter.
  • Use rules to write only when it makes sense, for example only successful deliveries.
  • Test with a sample task, then check the record on the Data Source page and the run in the log.

Troubleshooting

No record is created or updated.
  • Check that the automation is Active, the flow matches, and the rules don’t exclude the task.
  • Check that the task field chosen in Title had a value in the task.
  • Check that every required field of the data type has a value.
A new record is created every time instead of updating. The Title value doesn’t match the existing record exactly (case included), or the wrong task field is chosen in Title. Some fields don’t change. They’re not mapped, or the task’s field was empty. The wrong data type is updated. Edit the automation and check Data Type; look for other automations on the same event.