Using the Clear Fields of Associated Record Workflow Action
Overview
The Clear Fields of Associated Record action is a workflow tool that lets you reset the values of specific fields on a custom object record that is linked to a contact. This is ideal for scenarios where you need to refresh or remove old data without deleting the entire associated record, such as resetting a form, clearing outdated information, or processing a transaction.
Prerequisites
Before you can use this action, certain setup must be complete in your CRM:
- You must have created at least one custom object in your subaccount.
- You must have established an association label linking that custom object to contacts.
- The contact triggering the workflow must have at least one associated record of that custom object type.
Configuring the Action
Within your workflow builder, add the Clear Fields of Associated Record for Contact action. You will need to configure the following details:
- Object to Update: Select the custom object (e.g., Loyalty Program, Application) whose record you want to modify.
- Association Label: Choose the specific label that defines the relationship between the contact and the custom object record.
- Fields to Clear: Select one or more fields from the chosen custom object. The action will set the value of each selected field to empty, but the record itself will remain.
Example Use Case
Consider a business that manages a customer loyalty program. They use a custom object called Loyalty Program to track each customer's points balance and last redemption date.
When a customer redeems their points for a reward, a workflow can be triggered (for instance, by a form submission or manual action) to handle the redemption. This workflow would use the Clear Fields of Associated Record action with the following setup:
- Object to Update: Loyalty Program
- Association Label: Customer Rewards
- Fields to Clear: Loyalty Points, Last Redemption Date
Executing this action resets the customer's point balance to zero and clears the redemption date, accurately reflecting the completed transaction. The customer's loyalty record is preserved for future activity, but the old data is cleaned up, preventing accidental reuse of already-redeemed points.