The WorkflowMax-to-HowNow Contact Sync uses the Business Fitness Data Sync Service to connect to the WorkflowMax database and download client data that is then updated in HowNow.

This document will list and explain the different considerations that need to be made before changing your current HowNow database connection to sync with WorkflowMax. These are:

The record storage field is the identifier that HowNow uses to create backend client folders for the saving of records. The default field used when setting up HowNow is generally either ClientCode or EntityName, however long term HowNow clients may have multi-field record storage fields that could contain both the ClientCode and the EntityName.

E.g. ClientCode – EntityName (ABC01 – ABC Company)

EntityName – This will result in duplicate folders for individual clients due to WorkflowMax requiring client names to be in the format of ‘FirstName LastName’ instead of HowNow’s standard of ‘LastName, FirstName’.

ClientCode – This field isn’t mandatory in WorkflowMax, so it is up to the user to ensure a code is always entered when setting up a new client.

Other Fields – Generally speaking any other field that is not a standard field in WorkflowMax will suffer from the same pitfalls of the ClientCode issue above, and require user maintenance.

In the case of a multi-field record storage some or all of the above outcomes could apply to your data.

If the record storage field is set to EntityName or another field:

Because WorkflowMax is a cloud service, the data isn’t as easily accessible as it is with a traditional SQL databases installed on a server. This means the time required to extract the data and update HowNow is considerably longer when extracting data from WorkflowMax. Depending on the amount of contacts stored in your WorkflowMax the process can take between 10-30mins to complete.

Prior to conducting a data sync, the following inquiries with the client can assist in a smooth implementation:

Follow the procedure to manually setup the HowNowServer.

For the Data Sync to connect to the HowNowServer it will need to be setup in the TAS Client as an Authorised Application. You need to create an API key for the particular client against the Data Sync Application.

3.1 Select Administration > Organisation then click New

3.2 Windows Logon - must use the Admin logon used when setting up the Data Sync.

4.1 Select System Tools > General > Display Field Editor, select Contacts and then click New

The Data Sync service is simple to install. As the Data Sync service is unable to locate the HowNow.ini file, a copy of this file is placed in the Data Sync folder

5.1 Copy the DataSync.zip to the HowNow folder on the client's server. The DataSync.zip is located on the Business Fitness Server:
G:\Product\HowNow\Common\Software\HowNow CD Files\Source Files 420\DataSync_WorkflowMax

5.2 Extract the zip file to a subfolder of the HowNow directory named - ie:
H:\HowNow\Data Sync

5.3 Copy the HowNow.ini file from the HowNow directory to the Data Sync folder

5.4 Update the new API key in the DataSync.exe.config file with the one generated in the TAS Client:

- Right-click on the DataSync.exe.config file and edit using Notepad

- replace the existing API key with the new key

- Save and close the config file

5.5 Test the DataSync login by double-clicking of the DataSync.exe - you will need the support code
- check that the services load, that the status displays READY
- check that the application does not crash
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5.6 The Data Sync service is now setup and ready to have plugins installed and connections setup. Close the Data Sync Services.

5.7 If buttons are greyed out - run the following script in the Support Utility:

INSERT INTO SYNCHRONIZATIONSERVICES (SERVICEID, SERVICENAME, SERVICETYPE, SERVICEKIND, CONTACTIDENTIFIERFIELDNAME) VALUES ('1', 'WorkflowMax', 'BusinessFitness.DataSync.WorkflowMax', 'Contacts', 'WORKFLOWMAXCLIENTID');

NOTE: If unable to run script - stop the HN server service, backup database and drop each of the 3 synchronization* tables. Restart HNServer service and then run above script.

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6.1 Run the Initial Data Sync Service

- Login to the Data Sync.exe using the daily support code

- Click Add > Service > Contact

6.2 Update the synchronization services fields - Determine primary field to sync

This initial sync is performed to set the primary [key] field to the ClientCode*.

- Service Name : select WorkflowMax

- Contact Identifier Field : select ClientCode*

- API Key : copy the HowNow WorkflowMax API Key - search in HowNow Central for HowNow WorfklowMax API Key

- Account Key : the API key generated earlier in WorkflowMax - refer to Generate Workflow Max API Key

6.3 Click OK.

There is no requirement to run an initial sync. However it is preferred to communicate with the client to set the record storage field to WorkflowMaxClientID.

Then map the main fields as follows

ClientCode with ClientCode and Workflowmaxclientid with ID (WorkflowMax)

you can now assign other field mappings - please refer to Configuring WorkflowMax Field Mappings.

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8.1 Setting up the initial field mappings Synchronize (update) fields: ClientCode with ExportCode (WorkflowMax) and then Workflowmaxclientid with ID (WorkflowMax)
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WorkflowMax column

Each field in this column must be contained in either [] or <> as follows:

- Add the following fields:

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Note: WorkflowMax column fields are case-sensitive. Typical error: [Postcode] - actually uses [PostCode]. Suggest to select field from the combo list and add the brackets afterward.

8.2 Preview the output

- Click Preview - Check the output displays correctly

- Sort by Clientcode column header - ensure each row contains data**

**if this column contains empty fields - contact the client to update their WorkflowMax data before proceeding

Updating information in WorkflowMax

Users can search on information in the ID field (it should be a 7-8 digit number)

If they open any client in WorkflowMax and look at the URL in the address bar it will consist of something like https:\\www.workflowmax.com\clients\XXXXXXX\etc.

The XXXXXXX corresponds to the ID number, and if you replace it with the ones from the Preview it will load the appropriate client

- Re-run Initial Field Mappings after changes to Clientcode in WorkflowMax

- Click Preview

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8.3 Run initial field mappings

- If the ClientCode column is complete, Click OK and then Refresh All to run the initial mapping.

8.4 Check Contacts in HowNow

When it is finished, go into HowNow and check that contacts have a value in the WorkflowMaxClientID field on the Other tab.

8.5 Change the Client Sync Field Set the sync field to WorkflowMaxID

- If the contacts are displayed in HowNow with a WorkflowMaxClientId, From the Data Sync program, click Settings and then change the Contact Identifier Field to WorkflowMaxClientId.

- Click OK.

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Now that the WorkflowMax data connection and initial sync has been performed, you will need to assign field mappings - please refer to Configuring WorkflowMax Field Mappings.

We set up a scheduled task to run the Data Sync at regular intervals for the client. Follow the procedure to Configure a DataSync Scheduled Task.