Workflow Setup

Prerequisites

Complete these before starting. Each card links to where you get or confirm the requirement.

Field Nation configured

The connector is installed, credentials saved, and connection test passed.

Trigger URL in hand

Copied from Configure Field Nation Step 5 and stored securely.

Salesforce admin access

System Administrator profile — needed to create Flows and Outbound Messages in Setup.

Trigger field ready

A checkbox or status field on your object that signals when to dispatch to Field Nation.

Architecture Overview

The Salesforce workflow consists of two components:

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Flow: Monitors records and evaluates conditions Outbound Message: Sends record ID to Field Nation Field Nation: Fetches full record data and creates work order

Step 1: Create Outbound Message

Outbound Messages send record IDs to Field Nation's trigger URL.

Navigate to Setup

Salesforce Setup → Quick Find → "Outbound Messages"

Create New Message

Click "New Outbound Message"

Outbound Message

Select Object

Choose the same object you configured in Field Nation (e.g., Case)

Configure Message

Name: Descriptive name (e.g., "Send to Field Nation") Unique Name: Auto-populated (can customize) Endpoint URL: Paste Field Nation trigger URL

https://api.fieldnation.com/integrations/trigger/{YOUR_CLIENT_TOKEN}

Select Fields

Important: Only select the ID field

Field Nation retrieves all other fields via API using the ID.

Why only ID?

Reduces message size
Ensures latest data (fetched at processing time)
Prevents stale data if record updates between trigger and processing

Additional Settings

☐ Send Session ID: Leave unchecked (not needed)
☐ Protected Component: Leave unchecked (unless in managed package)

Save Message

Click "Save" - Salesforce generates WSDL and endpoint configuration

Step 2: Prepare Trigger Field

Create or identify the field that will trigger work order creation.

Option A: Create Checkbox Field

Most common approach - gives users explicit control.

Navigate to Object Manager

Setup → Object Manager → Your Object (e.g., Case)

Fields & Relationships

Click "Fields & Relationships" → "New"

Select Checkbox

Field Type: Checkbox

Configure Field

Field Label: "Send to Field Nation" Field Name: Auto-populated (e.g., Send_to_Field_Nation__c) Default Value: Unchecked Description: "Check to create Field Nation work order"

Trigger Field Example

Field-Level Security

Grant access to appropriate profiles

Page Layouts

Add field to relevant page layouts so users can see/modify it

Option B: Use Existing Status/Picklist

Alternative approach - trigger based on status change.

Example Configurations:

Case Status = "Dispatch Required"
Priority = "High" AND Status = "Approved"
Record Type = "Field Service" AND Stage = "Scheduled"

Best Practice: Checkbox provides better control and prevents accidental triggers. Status-based triggering requires careful condition design to prevent unwanted work order creation.

Step 3: Create Record-Triggered Flow

Flows provide the automation logic to trigger outbound messages.

Open Flow Builder

Setup → Quick Find → "Flows" → "New Flow"

Flows Page

Select Flow Type

Choose "Record-Triggered Flow"

New Flow

Record-Triggered Flow

Configure Trigger Settings

Flow Trigger Configuration

Object

Select the Salesforce object (must match Field Nation configuration and Outbound Message)

Example: Case

Trigger Event

Choose when the Flow should run:

A record is created or updated (Most common)

Creates work order for new records
Updates work order when record changes
Flexible for various scenarios

A record is created (Initial dispatch only)

Only triggers on new records
Subsequent updates don't trigger
Use when you want one-time creation

A record is updated (Updates only)

Only triggers on updates to existing records
Won't create work orders for new records

A record is deleted (Rare)

Triggers when record deleted
Use for cleanup scenarios

Entry Conditions

Define exactly when the Flow should run.

Option 1: Simple Condition (AND logic)

Select "All Conditions Are Met (AND)"

Add condition:

Field: Send to Field Nation (your trigger checkbox)
Operator: Equals
Value: True

Option 2: Complex Conditions (Custom logic)

Select "Custom Condition Logic (Advanced)"

Examples:

1. Send_to_Field_Nation__c = TRUE AND Status = "Approved"

2. (Status = "Dispatch Required" OR Priority = "High")
   AND RecordType.Name = "Field Service"

3. Send_to_Field_Nation__c = TRUE
   AND Account.Type = "Customer"
   AND NOT(ISBLANK(Description))

Additional Conditions (Optional)

Add filters to control when work orders are created:

By Status:

Status = "Approved"
Status != "Cancelled"
Status IN ("New", "Assigned", "In Progress")

By Record Type:

RecordType.Name = "Field Service"
RecordType.DeveloperName = "On_Site_Service"

By Owner/Assignment:

Owner.Department = "Field Operations"
Owner.UserRole.Name CONTAINS "Service"

By Field Validation:

NOT(ISBLANK(Account.Name))
NOT(ISBLANK(Priority))
Amount > 0

Optimize the Flow For

Select "Actions and Related Records"

This enables:

Calling Outbound Messages
Accessing related object data
Better performance for this use case

Click Done

Save the trigger configuration

Add Outbound Message Action

Add Action

Add Action Element

Click the + icon after the Start element → Select "Action"

Find Outbound Message

In the left panel, scroll to "Outbound Message" category → Expand it

Select Your Message

Choose the Outbound Message you created earlier

Select Outbound Message

Configure Action

Label: Descriptive name (e.g., "Send to Field Nation") API Name: Auto-populated Description: Optional description

Set Input Values

No configuration needed - Outbound Message automatically uses the triggering record

Click Done

The action is added to your Flow

Complete Flow

Your Flow should now look like this:

Complete Flow

Start: Trigger conditions evaluated
Action: Outbound Message sent
End: Flow completes

Flow exists but doesn't run
Good for testing configuration

After Activation:

Flow actively monitors records
Triggers when conditions met
Can be deactivated later if needed

Verify Status

Return to Flows page → Verify status shows "Active"

Active Flow

Important: Flow must be Active to process records. Saved but inactive Flows won't trigger.

Subject/Title: "Test FN Integration"
Description: "Testing Salesforce to Field Nation sync"
Priority: Select appropriate value
Any other required/mapped fields

Title matches Case Subject
Description matches Case Description
Location/Company from Salesforce Account
Custom fields populated
All required fields present

Field Nation credentials expired
Regenerate security token
Update Field Nation configuration

"INSUFFICIENT_ACCESS"

Salesforce API user lacks permissions
Grant "API Enabled" permission
Verify object and field permissions

"REQUIRED_FIELD_MISSING"

Missing required Field Nation work order fields
Add field mappings or default values
Check Field Nation logs for specific field name

Outbound Message Timeout

Field Nation processing too slow
Contact Field Nation Support
Usually resolves within seconds

Advanced Configurations

Multiple Outbound Messages

Create separate Flows for different scenarios:

Example:

Flow 1: Urgent Cases → Priority handling
Flow 2: Standard Cases → Normal processing
Flow 3: Updates Only → Sync status changes

Benefits:

Different field mappings per scenario
Conditional routing
Better monitoring/debugging

Custom field FN_Sync_Status__c = null OR "Not Sent"

Route Logic

Met Criteria: Send Outbound Message
Not Met: End (don't send)

Update After Send

Add another action after Outbound Message:

Update Record: Set FN_Sync_Status__c = "Sent"

Schedule-Based Triggering

Use Scheduled Flow instead of Record-Triggered for batch processing:

When to Use:

High volume (avoid API limits)
Off-peak processing
Batch creation vs real-time

Configuration:

Flow Type: "Scheduled Flow"
Frequency: Daily, Weekly, etc.
Query: Get Records where Send_to_FN__c = TRUE AND FN_Sync_Status__c = null
Loop through records → Send Outbound Message for each

Production Deployment

Pre-Launch Checklist

☐ Sandbox testing complete and successful
☐ All field mappings validated
☐ Error handling tested
☐ User training completed
☐ Monitoring/alerting configured
☐ Rollback plan documented

Launch Steps

Deploy to Production

Use Change Sets or Salesforce DX to deploy:

Outbound Message
Custom fields (if created)
Flow (initially as Inactive)
Page layout changes

Update Field Nation Configuration

Switch Field Nation from Sandbox to Production:

Update credentials (production Salesforce user)
Update instance type to "production"
Test connection
Copy new trigger URL

Review Outbound Message queue for failures
Check Field Nation integration logs
Monitor API usage in Salesforce

Monthly:

Review and update field mappings
Test integration with sample records
Update documentation for any changes

Quarterly:

Rotate security token (update Field Nation)
Review and optimize Flow conditions
Audit integration usage and performance

Flow Not Triggering

Outbound Message Not Sending

Field Nation Not Receiving

Field Mappings Incorrect

On this page

Workflow Setup

Flow Not Triggering

Outbound Message Not Sending

Field Nation Not Receiving

Field Mappings Incorrect