If you are trying to configure a deep backup in order to backup your organizations contact records, but also need to include relevant sales records for that contact, we’ve got you covered. Here at Cobalt, our CRM Snapshot team has put together a step-by-step guide to help you get started.

So where do we set this up? Deep backups of records are set up using the Instructions entity and workflows. 

Configuring the Workflow

  1. Navigate to Settings -> Processes
  2. In the ribbon, select new
  3. The Create Process dialog box will appear
  4. Name the process something descriptive enough to distinguish it from others (i.e. Deep Backup – Contact with Sales), select Workflow for the Category, and select the relevant entity (in this case, Contact)
  5. Select Okay
  6. The Process Information page will open in a new window
  7. For Available to Run, select As an On-Demand Process
  8. Set the scope to Organization
  9. Under Start When: uncheck Record is created   deepcopy_no9
  10. In the area where you build your workflow, select Add Step
  11. Select  Cobalt Snapshot -> Configurable Backup
  12. Select Set properties
  13. The Set Custom Step Input Properties box will appear
  14. The property name will automatically be set to Saved Instructions
  15. In the Value lookup field, select the lookup tool
    • This field will look for Snapshot Instructions
  16. Select look up more records
  17. Select New
    • This will take you to the Snapshot Instruction entity where you will build the details of your deep backupdeepcopy_no17a
  18. In the first box, select the entity you want to set up Instructions for
    • In this example, the Contact entity
  19. Once an entity is selected, box 2 will load all of the available relationships
  20. Select the relationships you wish to include in the clone
    • For this example, we would select Invoice, Order, Opportunities, and any custom sales related entities you may have in your system.
  21. While an individual entity is selected, the third box will load Fields that can be excluded from the backup
  22. After all of your information is selected, save the Snapshot instruction Recorddeepcopy_no_22
  23. Close the Snapshot Instructions Window
  24. Your new instructions will automatically be highlighted, select Adddeepcopy_no24
  25. Save and close the set custom step input properties box
  26. Hit Save and Close
  27. Activate the workflow

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