Workflow Action: Update Contact Field

Workflow Action: Update Contact Field

The Update Contact Field action within workflows allows you to change the value of a specific field for a contact. This feature enables you to replace an existing field value with a new one, and it now includes the option to clear the field entirely, resetting it to an empty state or its default value.

This article will guide you through setting up the Update Contact Field or Clear Contact Field actions effectively.

Important Notes

• Custom Fields Only: The clearing feature applies solely to custom contact fields, not to standard fields.

• Testing is Crucial: Always utilize the Test Workflow feature to ensure that both the Update Contact Field and Clear Contact Field actions perform as intended before making them live.

• Proper Setup: Confirm that the correct field is selected and that any dynamic values are set accurately to avoid errors or unintended data changes.

Ideal Use Cases for Updating and Clearing Contact Fields

• Personalization: Use the Update Contact Field action to tailor your email marketing campaigns by updating fields like first or last name.

• Sales Pipeline Management: Adjust the stage of a contact in your sales pipeline according to their progress.

Differences Between Update and Clear Field

• Update Field Data: This action updates the selected field with the new value you provide, such as a phone number, email address, or a custom field. To use it, add the action to your workflow, select the field to be updated, and specify the new value. You can set the field with either a static or a dynamic custom value generated from other workflow data.

• Clear Field Data: This action resets the selected field to an empty value. It is particularly useful for removing outdated information from custom contact fields. Note that this feature is restricted to custom fields and does not apply to standard fields.

Step-by-Step Guide to Setting Up Update Contact Field/Clear Contact Field Actions

Step 1: Start a new workflow or edit an existing one.

Step 2: Set up the applicable workflow trigger(s). Multiple articles are available to explain the setup of each workflow trigger; feel free to explore them for more information.

Step 3: Configure the Update Contact Field/Clear Contact Field action

1. Click the “+” symbol below the trigger to add an action.

2. From the Actions Menu in the CRM section, select Update/Clear Contact Field.
   Note: You can modify the display name of this action in the workflow builder using the textbox below the Action Name field. This change only affects the display name and does not alter the functionality of the action.

3. Click the blue “Add Filter” button. A dropdown will appear, allowing you to select the field you wish to update or clear. For instance, if you choose “Business Name,” enter the specific information in the provided box.
   Tip: Clicking the tag icon will pull up custom values that you can select to automatically populate this action. (Please ensure that the required information is already entered into your account.)

4. After entering the desired information, click Save Action in the bottom right corner.

Step 4: Save the workflow

1. Click Save in the top right corner of your browser.

2. If your workflow is ready to be enabled, ensure the toggle switch under Save is set to Publish.

3. Be sure to test your workflow to verify that everything is correctly configured using the Test Workflow button next to the Publish toggle switch.

For more details, see our article on Using the Testing Features in Workflows.

Now your workflow is set up and ready to utilize the Update Contact Field action!

FAQs: Update Contact Field and Clear Contact Field Actions

1. What does the "Update Contact Field" action do?
The Update Contact Field action allows you to set a new value for a specified contact field, replacing the existing value with the new information you provide.

2. How does the "Clear Contact Field" action differ from the "Update Contact Field"?

• Update Contact Field: Replaces the current value of the contact field with a new specified value.

• Clear Contact Field: Resets the selected field to an empty state or its default value, applicable only to custom contact fields, not standard ones.

3. What are some common use cases for the "Update Contact Field" action?

• Personalization: Update fields like first name or last name to personalize communications.

• Sales Pipeline Management: Adjust a contact's stage within your sales pipeline as they progress.

• Data Correction: Correct or update inaccurate contact information.

4. What are some use cases for the "Clear Contact Field" action?

• Data Reset: Remove outdated information to maintain accurate records.

• Field Management: Clear custom fields that are no longer relevant.

• Reinitialization: Prepare a contact for new data entry by clearing previous values.

5. How do I set up the "Update Contact Field" action in a workflow?

1. Create or edit a workflow.

2. Add the Update Contact Field action from the CRM section of the Actions Menu.

3. Select the contact field to update and specify the new value, which can be a static or custom value.

4. Save the action and the workflow.

6. How do I set up the "Clear Contact Field" action?
Similar to the update action, add the Update Contact Field action to your workflow, select the custom contact field to clear, and ensure you leave the value field empty to reset it. Save the action and the workflow.

7. Are there any limitations to using the "Clear Contact Field" action?
Yes, this action only supports custom fields created in your contact profiles. Standard fields, such as first name or email, cannot be cleared using this action.