How to upload data for use in workflows

Assess.one provides you with the ability to upload data to your workspace in .csv format allowing you to reference that data in your workflow forms. This powerful functionality opens up many flexible use case scenarios where you can use your own data in your workflows without complexity.

Some example use cases for uploading data to your workspace might include:

1. Customer Data
2. Addresses
3. Historical records for review and remediation
4. Statistical data
5. Any other data to reference in your workflow

This article will detail the simple process of uploading your data into a workspace data store and how to use that data in your form workflows.

Step 1: Sign up for Assess.one

If you haven't signed up for Assess.one, you'll need to create an account to get started. You can sign up for a 30-day free trial to explore the platform's features.

Step 2: Upload your data

Once you're logged in, click on the "Data" button on the left hand menu followed by the "+ Upload Data" button. On the Upload data from file page you will have the following primary options:

• Upload Data to Workspace
• Upload Data & Create Assessments

As we are uploading data for use in workflows, we will be using the "Upload Data to Workspace" option which will create a data store in your workspace. Think of your data store as a database in your workspace with the data you will upload.

Provide a name for your data store in the "Data name" field and click on the file upload area to select your .csv file or simply drag the .csv file to the file upload area. In this guide I am going to upload 500 dummy customer sample records to create a data store called "Customers".

Once you have input the data name and selected your .csv file for upload, click on the "Upload File" button to upload your data and create your data store.

Once your data has been successfully uploaded, you will see a preview of the uploaded data allowing you to scroll through the data to ensure that the data was uploaded correctly. If the data was not uploaded correctly, simply click on the "Data" icon on the left hand menu to delete the data store and try uploading your data again.

Step 3: Map your workflow to uploaded data

Now that you have uploaded your data and created a data store, we are going to use the uploaded data in a workflow.

Click on the "Flows" button on the left hand menu and select an existing flow or click on the "+ Flow" button followed by the "Blank Flow" button to create a new workflow. You could also use the starter flow or use a workflow template if you prefer.

Once you are viewing the flow builder canvas, select the "Lookup Field" from the component tool bar to add a lookup field to your workflow. Lookup fields provide you with the ability to link your data store to your workflow form so that you can query the data when creating assessments.

Once your lookup field has been added to the flow builder canvas, in the "Lookup settings" on the right hand side of the page, click on the "Data store" drop-down and select your data store. In the example below, I am going to select the "Customers" data store that I created in Step 2.

Now that my lookup field is mapped to the "Customers" data store, I am going to select which data store columns I would like to use and display in the lookup field when I query the lookup field in my assessments. As this is a customer data store, I would like to use and query the following fields:

• first_name
• last_name
• company_name
• address
• city
• state
• zip
• phone1

In the "Lookup settings", click on the "Columns" dropdown fields to select the data that you would like to search and reference.

Now that my customer data store columns are selected, if I was to publish this flow and create an assessment I would be able to query my "Customers" data store. I might have a good use case for that, but we are going to take this one step further by adding text input fields to the flow builder canvas and automatically populate those fields based on a record that I select in the lookup field.

To do this, I am going to add text input fields to the flow builder canvas by clicking on the "Text Input Field" component on the component toolbar for each column that I previously selected from my data store.

Now that I have added my text input fields to my flow builder canvas, I am going to map the selected columns to each of my fields using the "Map to fields" drop-down in the lookup field settings. To do this, click on the "Select field" drop-down to select the field on the flow canvas and click on the "Select column" drop-down to map to the desired data store column.

Now its time to publish the workflow. Click on the "Unpublished" button in the top right hand corner to publish the flow and start creating assessments using your data store.

Step 4: Query your data in assessments

Now that I have published my workflow, I can start creating assessments and query my data store using the Lookup Field.

To create a new assessment, click on the "New Assessment" button in the top left hand corner of the screen or the bottom left of the screen if using a mobile device. As per my customer workflow example, when I query the lookup field, I can see a list of records from my data store and the columns that I selected are displayed.

When I select a suggested record from the lookup field, my text input fields are automatically populated based on the record that I selected.

And that's it! In a few minutes we have been able to upload data into a data store, select data store columns that we want to use in our workflows, mapped those columns to workflow fields, published the workflow and created assessment records that query the data store.

Thanks to www.briandunning.com for providing the dummy customer data used in this guide.

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