Best practices for using Kissflow Integrations
As integration admins, you must correctly configure and test your integrations to reduce errors and ensure they work as intended. Here are some best practices to create more robust, efficient, and maintainable integrations.
Handling email addresses in text fields
Follow these steps while using the Send an email action in a process with an email address fetched in a text field:
Test with a valid email: To ensure the action works, manually enter a valid email address in the To field of the email action.
Map the To field: Once successful, map the text field containing the fetched email to the To field.
Finalize without retesting: After mapping, click Done without re-testing.
Using newly added fields in integrations
When you add a new field to your process, make sure to follow these steps:
Go live: Click Go live to apply your updates.
Refresh fields: In the associated integration, click Refresh fields in the trigger to include the new field. Then, test the trigger to verify its functionality.
Repeat for actions: Apply the refresh and retest steps for all actions in the integration.
Using sample data in integration
To avoid errors like SampleInstance001 could not be located, use the Use sample data option when creating integrations for a new process. Follow these steps:
Test with sample data: Use sample data by clicking Use sample data option instead of the Test or Retest option.
Proceed without retesting: Skip the retest step and click Done to finalize.
Searching for an item effectively
For optimal use of the Search an Item action, follow the steps below:
Test manually: Enter values from the process directly into the Search term field to verify expected data in the output.
Map fields: After testing, map the appropriate field in the Search term section.
Finalize without retesting: After mapping, click Done without retesting the action.
Assignee requirements for the Approve an item action
To allow proper approval of workflow steps in the Approve an item action, ensure the authenticated account is assigned to one of the assignees for the workflow step. This helps prevent the error: This item has moved out of your queue.
Scheduling daily triggers
When scheduling a daily trigger, follow the steps below:
Select time: Set the time in the Select hour of the day field to at least 15 minutes ahead of the current time.
Test the trigger: Verify the trigger's functionality, then click Done to finalize.
Avoiding concurrency issues in child table updates
To prevent concurrency issues while updating rows in a child table, use the Update an Item action directly rather than iterating over rows. This ensures efficient updates and reduces data conflicts.
Optimizing data retrieval in the find records from a dataset action
For optimal results in the Find records from a dataset action, follow the steps below:
Manual testing: Enter values manually in to the dataset columnโs filter condition to test data retrieval.
Map fields: Once tested, map the field in the filter condition and click Done without retesting.
Identifying integrations in a process
Process admins can identify integrations linked to a process by simulating the workflow and viewing the Triggered integrations section, which displays a list of integrations activated at each step.
Handling integration connections for deactivated users
When deactivating a user, you must ensure integration connections are reassigned. Follow the steps below:
Share connections: Reassign the integration connections to an active user to avoid disruptions.
Reconfigure authentication: In the integration settings, active users can reauthenticate by selecting My Kissflow Account.
Managing similar actions in integrations
To manage multiple similar actions in an integration, follow the steps below:
Check step number: Review the integration step number to confirm which action corresponds to the respective process or dataset.
Rename actions: Rename actions to distinguish them for simpler field mapping and management.