Knowledge base

Building integrations

Triggers, field mapping, testing, failures, emails and connector recipes.

31 answers· 9 tips

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How-toHow do I update a dataset, dataform, or another item's table from a process?Build an integration with a process trigger, then use a Dataset, Dataform, or Process action to update the target record, matched by its key or ID.
How-toHow do I add form fields, labels, tables or conditional text to an email body?Type / in the email body to insert field values and tables, type labels as plain text, and use conditions or a generated PDF for anything conditional or formatted.
How-toHow do I auto-approve a process item with an integration?Use the Approve an item action with the item's instance ID and current activity instance ID, and make the connection owner an assignee of that step.
FixWhy does testing an integration action fail with "Text data could not be located"?Tests run on placeholder sample data, so use Use sample data, or test with real static values, then map your fields and click Done without retesting.
FixI added fields to my process or board, but they don't appear in the integration. How do I refresh them?Publish the flow, then click Refresh fields and retest the trigger and every action that needs the new field.
FixHow do I email the user picked in a user field or the step's assignee?Add the User details connector's Get user data action, map the user's ID, select Email address, then map the returned email into the To field.
FixWhy does my integration email say Success but never arrive, skip people, or lose attachments?Send an email allows 10 MB of attachments and up to 40 addresses in To; extra recipients are skipped. If nothing was skipped, check spam and your mail filtering.
How-toHow do I add or update rows in Excel or Google Sheets from Kissflow?Create the sheet with column headers first, loop over child-table rows with the Control connector's Loop action, and update rows by their sheet row number.
How-toHow do I automatically create an item in another process when one is submitted or approved?Add a Run a process step to connect the processes, or build an integration with a Kissflow Process trigger and the Create and submit a new item action.
How-toHow do I send a Slack message with a link to the item from a process?Look up the assignee's email with Get user data, find their Slack user by email, send a direct message, and build the item link with concatenate.
FixWhy does my integration run twice or create duplicate items?Send-backs refire step triggers, so add a flag field and a condition that stops the create action from running again.
How-toWhere did Integrations go? I can't find the Integration menu or my connectionsFind integrations and connections under Explore > Managed by me > Integrations; create new ones from Create > Integration.
FixWhy are empty, zero or numeric values mapped wrongly in my integration?Turn on the option to stop sending NULL values, map a dummy value to clear a field, and convert text to numbers with a formula before mapping.
How-toCan an integration wait or pause between steps, for example until an external record exists?Use the Delay connector to pause for a set time or until a date. To wait for an external event, split the work into two integrations triggered at different workflow points.
How-toHow do I run an integration on a daily schedule?Start the integration with the Scheduler by Kissflow trigger set to Daily, then add the Kissflow Process, Board or Dataset actions you need.
How-toHow do I trigger an integration when a board item reaches a status or date?Use the board status trigger with a condition for the target status, or the When an item starts trigger for start dates.
How-toWhy do items created by an integration show my name instead of the real user's?Integration actions run as the connection owner. Use a service account with impersonation, or copy the real initiator into a field.
FixWhy does Update or Search an item fail on the Process Instance ID?Map the Process Instance ID from the trigger's _id, or from Data > 0 > _id after Search an item, and refresh fields if fields are missing.
FixWhy is a lookup or user field blank, or "User does not exist", after an integration update?Map the system _id of the record or user, not its name or key, and pass the board item's own ID when you update a board item.
How-toCan I rerun an integration from the beginning, or retrigger it for a completed item?Rerun restarts a failed run from the step that failed, using saved data. You can't restart from the trigger or retrigger an integration for a completed item.
How-toCan I trigger an integration from a button instead of a workflow step?Yes. Start the integration with the Webhooks by Kissflow trigger and call its webhook URL from the button's action, using kf.api with a relative path inside an app.
How-toHow do I handle integration failures, alert someone, or skip a step while testing?Later steps don't run after a failure, so you can't write a failed status back. Use the failure notification setting, and wrap actions in an impossible condition to skip them while testing.
FixHow do I map a board date field correctly in an integration?Rebuild the date as year-month-day text in a helper field and map that field instead of the raw date.
How-toHow do I trigger a Kissflow integration from an external system with a webhook?Start the integration with the Webhooks by Kissflow trigger Catch a webhook (POST), copy its URL, and send POST requests to it from the external system.
FixWhy are fields missing or wrong when mapping in a process-to-process integration?Go live on the source process, then refresh fields and retest the trigger and each action so new fields appear, and check for duplicate field names and conflicting formulas.
FixWhy does Create an item force me to fill required, calculated or hidden fields?The create action needs every required field; remove required from computed fields, refresh the action, and keep mapped fields editable at the first step.
How-toHow do I clear an attachment or lookup field through an integration?Update an item can't clear a field, so use Make an HTTP call (Custom) to the process admin update endpoint with the field set to null.
FixWhy does a Yes/No filter or update on a dataset give wrong results?A Yes/No column can also be empty, so filter with Not equal to Yes instead of Equal to No.
FixWhy does my integration condition fail with "can't compare offset-naive and offset-aware datetimes"?Compare the date-time field with Last Action Performed At, or with a hidden date-time field set to now(), instead of now() inside the condition.
How-toHow do I stop integration failure emails going to every collaborator?Turn off the collaborator failure notification in the integration's settings, and share the integration only with the people who should hear about failures.
How-toWhat do the integration run statuses Queued and Not Started mean?Both mean Kissflow is holding the run during heavy load; it starts on its own, usually within a few minutes, and you don't need to rerun it.

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