Contents:

• Overview
• Use Cases
• Get Records Match Node
• Getting a Record
• Advanced Settings
• Using Related Objects in the General Decision Node
• Summary

 

Overview

Get Records in BookIt for Forms FlowBuilder allows admins to query Salesforce records that are relevant to the record moving through a BookIt for Forms graph. With Get Records, you can use related lists or SOQL queries to select a Salesforce record, store it in a variable, and use it in downstream decisions and routing logic.

This brings the same Get Records capability available in LeanData Orchestration into BookIt for Forms FlowBuilder, so BookIt for Forms graphs can take advantage of related Salesforce data without that data needing to live directly on the routed record.

 

Use Cases

The Get Records Node is useful any time a BookIt for Forms graph needs information from a Salesforce record that is not the record submitting the form. Common scenarios include:

• Routing to the owner of a related Contact. When a prospect submits a website form, find the most recently created Contact on the matched Account and display the calendar for that Contact's owner.
• Using a related custom object. Look up a related Partner, Territory, or other custom object record on the matched Account to drive which calendar is shown.
• Querying unrelated records with SOQL. Pull in a Salesforce record that is not directly related to the routed record (for example, a configuration or reference record) by using a SOQL query.
• Driving decisions on fields not on the routed record. Store a related record in a variable so a later General Decision Node can branch on that record's field values, such as the Title of a related Contact.

 

Get Records Match Node

The Get Records Match Node gives you the tools to identify a related record during a BookIt for Forms graph. You can find the Get Records Match Node in the node selector alongside the other match nodes. Options include:

• Node Name
• Find Records
• Store Records
• Set Variable
• Advanced Settings

Node Name

By default, the Node Name is set to Match Node. You can change this label to anything you need. Give this node a meaningful name, such as the goal of the match or simply Related Record Match. This helps others understand what the node is doing.

Getting a Record

There are two steps to configuring the node to get a record:

• Step 1: Find Records.
• Step 2: Select Record.

Step 1: Find Records

What type of records (object) are you looking for?

First, choose the object you want to access. The picklist displays the relevant Salesforce objects that can be queried. Select the desired object.

How do you want to Get Records?

There are two radio buttons under this option: Related List Search and SOQL Search.

Related List Search

This picklist includes the routed record and any Object Variables you have defined upstream in the graph. You can navigate through the objects related to these variables to find the related list you want. Since this is being used in a BookIt for Forms graph, on an incoming prospect, you will only be able to use a related list if you have first identified an object in a prior Match node.

If an object has a related list, such as the matched Account, you may see it displayed twice on the picklist. An arrow next to the object means you can follow a lookup relationship to a different object and select a related list there. Selecting the option with no arrow confirms that the related list lives directly on that object.

Filter Records

• The Filter Records section gives you the tools to filter for records that meet specific conditions, or to exclude records based on specific conditions. You can select No Filter if you do not need filters.

SOQL Search

SOQL Search provides advanced querying using Salesforce Object Query Language. You can directly query for objects without a prior Matched object in the graph. With the SOQL Builder, you can also construct queries without needing to know SOQL syntax.

To use SOQL Builder, click Build SOQL Conditions (or Replace Conditions) to open a page where you can use dropdowns and operators to define your conditions. Click Create Conditions (or Replace Conditions) to confirm.

• Write custom SOQL queries in free-form mode. Once you switch to free-form, you cannot convert back to SOQL Builder.
  • Click Switch to Free-Form to enter your SOQL conditions directly into the text box.

• The root object type for your SOQL query must match the object you selected in the previous dropdown. If you change the object type after entering a SOQL query, your filters will be reset.
• When using the SOQL search option, LeanData returns records from the selected object that meet your SOQL conditions. These records do not need to be related to any previous Object Variable in your graph.

Step 2: Select Record

The Select Record step lets you store the record found in Step 1 in a variable for use in downstream nodes.

Provide tiebreakers so LeanData can pick the best matched record when multiple records are returned. Click New Rule to add new rules. Use the drag handles on the left to re-order your tiebreaker rules.

Set Variable to Selected Record

This setting stores the selected record in an existing variable or in a new variable that you name. The variable can then be used in later nodes.

To set a variable:

• To save a new variable, enter a new variable name. New variables show (custom) at the end of the name.
• Selecting an existing variable overwrites that variable.
• To set the variable, click on its name.

Advanced Settings

Node Edges

The Get Records Node has two exit edges. In Advanced Settings, select a target node for each edge for what you would like LeanData to do in each scenario.

• Match: LeanData has identified a best match based on the algorithm, after applying your tiebreakers and filters.
• No Match: LeanData has not identified a match, after considering your filters.

 

Using Related Objects in the General Decision Node

To reference fields on the related record identified in a Get Records Node, use the General Branch Decision Node. The General Decision Node lets you make routing decisions on any variable in the graph, including the record stored by Get Records.

Compare Items

In the Compare Items section, set the items to compare for the decision. You can select the routed record, any matched objects, or any saved variable on the left side or right side.

To use a record identified in a previous Get Records node, find the variable you used to store that record from the Get Records Node.

Whichever object variable you select for Item 1, the node uses that object's fields for the routing conditions. For example, if you selected a variable for a Contact identified in a prior Get Records Node, the node uses those fields for the condition.

Configure the conditions as needed:

• Select which field from the object you want to reference.
• Select the operator to use for comparing the field with the value or field of Item 2.
• Select the value or field from Item 2 (right side) to compare to Item 1.

Set the target for the condition to indicate the next node this edge should proceed to, or End of Flow.

 

Summary

The BookIt for Forms Get Records Node lets you query any Salesforce object relevant to the record moving through a BookIt for Forms graph and use the result in downstream decisions. You can store the selected record in a variable and reference it in nodes like the General Decision Node to drive scheduling logic.

For questions or additional assistance, please contact LeanData Support.