Tip:New and improved content available! The topic Set Up a Salesforce Data Destination replaces this article.

• About
• Match Handling
  • Update Handling
  • If multiple matches are found...
• Query Option
  • Query Builder
  • Custom SOQL Query

About

Salesforce Data Destinations can be set up to update existing records in Salesforce.  

When a form is submitted, ProntoForms can run a search for matching records that already exist in Salesforce.  Control what happens when a match (or more than one match) is found - whether the record is updated or a new record is created. 

For example, a form can be used to create accounts in Salesforce.  However, if the account already exists, a duplicate account entry may not be desirable.  Instead, the existing account can be updated to match the newly-collected information. 

Find the options below in the "Update Query" tab in any Salesforce data destination.

Match Handling

Update Handling

This controls whether new records are created or existing records are updated when the data destination executes.

Never update, always create new

• A new record will always be created.
• There will be no search of existing records.
• This option will use fewer SalesForce API calls.

Update if exists, otherwise create new

• The query will run and search for matches.
• If no matches are found, a new entry will be created.
• If a match is found, the Salesforce entry will be updated with the new information.

Update if exists, do not create new

• The query will run and search for matches.
• If a match is found, that entry will be updated.
• If there is no match found, no new entry will be made.
• Note: If "Create a new record" is chosen for handling of "multiple matches", a new record will still be created when this option is selected.

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If multiple matches are found...

This option controls what happens when multiple matches are found. By default the query will return results by creation date, with newest records first. To change this, use the Custom SOQL query option and add an "order by" statement in your custom query.

• Update the first record found: The first entry will be updated.
• Update the last record found:  The last entry will be updated.
• Create a new record:  If multiple matches are found, a new entry will be created, rather than updating an existing entry.

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Query Option

Two options are available for building the query to search for matches.

• Query builder (default): Simply list fields to check for a match in.
• Custom SOQL query: Build a query from scratch using Data Record Expression Language (DREL) and Salesforce Object Query Language (SOQL).

Query Builder

Query Operator

• And: ALL the following fields must match in order to consider the record a match.
• Or: ANY of the following fields must match in order to consider the record a match.

Matching Criteria

Select "Describe Salesforce Object" to retrieve a list of available fields and their API names.

• Salesforce Field or API Name: enter the API name of the field to match.
• Value Expression: enter a value to match using Data Record Expression Language
  • To check if the field matches the answer to a form question, type %a[Question Label].  
  • Date/Time values must match the expected Saleforce format.
    • Date only: YYYY-MM-DD
    • Date and Time: YYYY-MM-DD:mm:ss+hh:mm

Note: If you are using the Salesforce Custom Object Data Destination, on the Custom Object Fields tab you must specify the Salesforce API Name of the custom object you are updating prior to using the "Describe Salesforce Object" link.

Tip: For many scenarios, the best matching criteria to use is a unique identifier for the record. In Salesforce, every record has an Id. Using this Id will ensure you always update the correct record. To use Id as the matching criteria the Id will need to be in a field in the ProntoForms form.

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Custom SOQL Query

Custom Salesforce SOQL Query

Optionally write your own query using Salesforce SOQL, combined with the ProntoForms DREL. 

Sample query:

Select FirstName, LastName, CompanyName from Contact where FirstName= '%a[FormFieldFirstName]' and CompanyName = '%a[FormFieldCompanyName]' and LastName = '%a[FormFieldLastName]' order by CreatedDate DESC

• When creating your custom query the DREL expression must be surrounded by single quotes.
• Date/Time Fields in the form must match the only acceptable format by Salesforce:
• Date only: YYYY-MM-DD
• Date and Time: YYYY-MM-DD:mm:ss+hh:mm

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