Data mapping

Data mapping

Introduction

How to map

Mapping custom values

Common problems with mapping

Introduction

Data mapping is using the variables of a trigger or action as input for the next steps of the flow. It lets you decide how data should be organized when the flow is processing. With mapped data you can create a consistent flow of information through your apps.

Variables are fields provided by the trigger or action as output after an execution. The value of these variables may change with each execution.

insert variables

For example, every time an event is created in Google Calendar, you want to send a message to a Slack channel to notify your team. You can have a standard message every time: 'A new event has been created'. This does not provide your team with any details of the event and they have to keep switching between Slack and Google Calendar. Instead, you can map variables to the Slack message and provide a helpful text such as 'Content Strategy Meeting at 10 am'.

How to map

  1. When you configure an action, all the available variables will be listed on the right of the configuration window under Insert Variable. You can view variables from all previous steps. They will be classified by the trigger or action they came from.
  2. Click the trigger or action to view all variables it provides.
  3. Click the field in the action that you are configuring. Once your cursor is there, click the variable you want to map.
  4. You can map as many variables as you need.

Note: Make sure that you map the variables to the right fields. The icons to the left of the variable indicate what type of data each variable provides.

 

Mapping custom values

When configuring a dropdown in an action, you can pick from the available values or use a custom value.

For example, every time a ticket is created, you want to create a task in it. You can't define a particular ticket to create a task in while setting up the flow. If you do so, a new task will be created in the selected ticket every time instead of in the new ticket you want to create the task in.

In cases like these, you can use a custom value. Map the ticket ID from the previous step to this field. When a ticket is created, the ticket ID will be fetched and a task will be created for that ticket.

Note that not all dropdowns can be configured with a custom value. If the other fields in the configuration change depending on the value selected in the dropdown, then you can't use a custom value. For example, consider the Form field in Zoho Forms. The fields in the form in Zoho Forms appear as configuration fields in Zoho Flow. These change with each form, so they won't have the option of using a custom value.

Common problems with mapping

Mapping variables to mandatory fields
When you map variables to mandatory fields, ensure that the variables always return data. If the mandatory fields do not contain data while the flow is processing, the flow will fail.

Modifying the trigger or action after the flow is set up
If you change the trigger or action after the flow is set up, modify the mapped fields accordingly.

Incorrect mapping
Sometimes, a variable with the same name will be provided by multiple steps in the flow. Common examples of this are name or date. Though the variable names are the same, they may provide different values. Make sure that you map the variable from the right step.

Using "$" as a text
Use $$ to include a $ symbol as a part of text. The flow will assume it to be a part of variable if only one $ symbol is used.
E.g: $$${trigger.price} will display the output with a $ symbol.

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