Dynamic Fields in BetterCloud

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Dynamic Fields make it possible to target unique values from across your domain's Connectors, and use them to personalize and scale the actions you take in BetterCloud. This functionality can broaden the scope of both standalone actions and automated workflows, increasing productivity and efficiency, and making targeted customizations easier to achieve. 

About Dynamic Fields

What is a Dynamic Field?

In BetterCloud, a Dynamic Field is a field in the app (such as those that appear in action and workflow setup) that can accept a predefined text entry. This predefined entry will be comprised of specific syntax, which will reference back to other fields in the app that are already defined, filled and saved. The Dynamic Field entry will pull those definitions forward into the context of your current field. 

For example, in your Dynamic Field you can save an entry that references the predefined "First Name" field, which exists in all user profiles in BetterCloud. Although your field will only contain the syntax for this "First Name" reference, when used as part of an action taken against multiple users, the content of the field will now scope to contain the unique "First Name" entry from each user profile. 

The result is that you will be able to save a single text entry in a given field, but this entry will scope and its contents will change, based on the context in which it's used. 

 

How are Dynamic Field entries defined and contextualized?

A Dynamic Field entry is made up of syntax that defines: the context in which the entry is being used, the Connector instance involved, and the specific field reference whose content will be pulled forward for use. 

Here's an example of what a Dynamic Field entry in a standalone action will look like, and how it's defined: 

Here's an example of what a Dynamic Field entry in the Workflow Builder will look like, and how it's defined:

 

Where are Dynamic Fields located?

All fields in BetterCloud that accept Dynamic Field entries are marked with the following icon:

When this "{{" icon is clicked, a dropdown menu of relevant entries to choose from will appear. Entries are organized by Connector; there may only be a few applicable entries to choose from, or you may be able to select from a full library of available Dynamic Field entries. In the latter case, Connector listings contain dropdown carrots, which will expand or contract their full list of entry options. There will also be a search bar available, to help you locate fields quickly.

Clicking on a selection will add this entry to the field. 

If a field does not contain this icon and dropdown menu, then the field can only accept plain text entries.  

Dynamic Fields can be found in two locations in the app:

When you make selections from a grid in BetterCloud, then select an action to take from the "Actions" menu in the top right corner of the app, the action's right side flyout tab will contain Dynamic Fields, that you can use to help contextualize and scope your action to each unique grid selection you've made. 

Dynamic Fields can also be found in the "Properties" section of the Workflows Builder, after you select the WHEN, IF and THEN components of your workflow. The "Properties" pane is used to define the context of your workflow components, and Dynamic Fields can be used to scope, optimize and reference automations that your workflow will take, based on the selection that is used to trigger it. 

How are Dynamic Fields used?

Dynamic Fields can accept entries in one of two ways:

When the context of the field allows for free text entry, you'll be able to select as many Dynamic Field entries as you wish, from the dropdown menu that appears below the "{{" icon in your field. Plain text can also be added to these entries. 

Examples of this behavior include fields to name a label, set an auto-reply, send a Slack message, or compose other free and unique entries. 

Here's an example of what this type of entry can look like: 

Alternately, if the context of the field refers to another field or selection that is already predefined, the Dynamic Field entries that you can choose from in the field's dropdown menu will be limited, as they must adhere to that same contextual relation in order to be used successfully. 

For example, if you are building a workflow that will transfer all group memberships to a user's manager upon that user's suspension, employing a Dynamic Field entry to reference the user's "Manager" field in their profile would be applicable, and will be visible in the dropdown menu. However, a Dynamic Field that references the user's "Department" field would not be logical in this scenario, and therefore won't appear in your dropdown menu. 

Here's an example of what this type of entry can look like: 

Dynamic Fields in Actions

When you have entities across multiple Connectors that you wish to manage manually, utilizing Dynamic Fields in your action can help you pinpoint unique properties from entity to entity, and deliver customized results in one broad step; relying on common properties to sort and target entities is no longer necessary.

You can find more information on Dynamic fields in manual actions, including example use case templates, here: Using Dynamic Fields in Actions

Dynamic Fields in The Workflows Builder

Dynamic Fields can now be used in the Workflow Builder to define the properties of your chosen conditions and actions, making the possible parameters of the Workflow far more broad across data from all of your Connectors. At the same time, Dynamic Fields will also help customize the actions taken by your Workflow, based on the unique qualities of each entity that passes through it.

You can find more information on utilizing Dynamic Fields in your Workflows, including example use case templates, here: Using Dynamic Fields in Workflows

Important / Requirements

Please note the following details about the behavior of Dynamic Fields: 

  • In order to ensure compatibility with all actions in BetterCloud, "Copy User" actions that were previously available have been deprecated. These actions were intended to copy new or existing user accounts from one enabled Connector into another, but would not support Dynamic Field entries. Instead, these actions will be replaced with new "Create User" actions, allowing for the same functionality will including Dynamic Fields. 
    If you have an existing active workflow that includes a "Copy User" action, your workflow will continue to trigger and execute as expected. However, you will not be able to make edits to any other parts of your workflow until this action is removed; therefore, we recommend removing this action from your workflow as soon as possible. Please contact Support if you have any questions. 
  • Please ensure that the syntax of a Dynamic Field entry remains intact and unaltered, within its {{  }} brackets. If the syntax of a Dynamic Field entry is changed, or if any brackets are removed, the entry will either be nullified in the context of your action, or will be converted to plain text and inserted as-is into your field. 
  • If the content being pulled to fill your Dynamic Field entry does not exist yet (for example, if you utilize the {{target.Google.Gsuite.User.Manager}} entry, but the user's "Manager" profile field does not yet contain an entry) an "undefined" entry will be added, instead. 
  • The "Properties" pane now includes a "<<" icon, which can be used to expand or contract the pane, to allow for more comfortable entries into fields.

 

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