Introduction
This case explains how to use Automation Pro to automatically sync related customer information when a new contact is created.
Specifically:
If a matching customer already exists in the Customers form, the customer record will be updated.
If no matching customer is found, a new customer record will be created.
Solution Design
Create a Customers form to store basic customer information.
The form must include a Customer Name field.Create a Contacts form to store contacts information.
The form must also include a Customer Name field.Create an automation to update or create related customer data when a new contact is added.
Expected Result
Previously, the Customers form contained only one record:
Customer Name: GreenTech
Customer Level: General Customer
When a new contact is created with Customer Name = "MediCore", a new customer record will be automatically added to the Customers form.
When a new contact is created with Customer Name = "GreenTech" and Customer Level = "Key Customer", the existing customer record for GreenTech will be updated, and its customer level will change to Key Customer.
How to Set it Up?
This case involves two forms:
Step 1 Creating a "Customers" Form
Create a Customers form with the following fields:
Field Name | Field Type |
Customer Name | Single Line |
Source | Single Select |
Status | Single Select |
Level | Single Select |
Industry | Single Select |
Details | Multi-line |
Step 2 Creating a "Contacts" Form
Create a Contacts form with the following fields:
Field Name | Field Type |
Contact Name | Single Line |
Department | Single Line |
Title | Single Line |
Phone | Single Line |
Single Line | |
Key Decision Maker | Radio |
Customer Name | Single Line |
Source | Single Select |
Status | Single Select |
Level | Single Select |
Industry | Single Select |
Details | Multi-line |
Step 3 Creating and Configuring an automation
1. Go to "Extension >> Automations", click "+New Automation", and name it Sync Customer Information When Creating a Contact
Set the trigger type to Form Trigger, and select Contacts as the trigger form.
2. Select the trigger node and add a trigger: When Add record.
This ensures the automation runs whenever a new contact is added.
3. Add a Query Record node to find the corresponding customer based on the contacts' customer name.
1) Add a Query Record node below the trigger node.
2) Rename it to Query Customer Information and configure it as follows:
Query Object: Form Data >> Customers
Conditions: Customer Name equals to any Trigger Data — Customer Name
4. The query result leads to two possible scenarios:
Customer exists → update the record
Customer does not exist → create a new record
Use an Add Path node to handle both cases.
After the node is added, two branches will appear.
Branch 1: Customer Exists
Rename the path to Customer Exists, and set the condition:
Query Customer Information → Customer Name is not empty
2) Update Customer Data
Add an Update Record node under this branch.
Configure the node:
Node Name: Update Customer
Target Record: Record at the node → Query Customer Information
Set Field Value: Set fields such as Source, Status, Level, etc., using values from the trigger data.
Branch 2: Customer Does Not Exist
Note:
This branch uses the default Other Conditions, so no additional condition is required.
Pick an Add Record node under Other Conditions.
And configure the node:
Node Name: Add Customer Record
Target Form: Customers
Set Field Value: Map all relevant fields to values from the trigger data.
5. Save and Enable
After completing all configurations, click Save and Enable to activate the automation.
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