How to use API and Connectors in your Processes

Enrich your Workflows with API

You just connected Virtus Flow with your favorite App or Database, and now you are wondering how you can use it in your Workflow.

First of all, it is essential to mention that you have two options:
1. You can use your API to READ or IMPORT data in your Workflow
2. You can Call an API as an "output" or an "action."

These are some use cases:

1. You want to build a Workflows that includes a search field that "read directly" from an external data source (database or application).

2. You want to import data from an external data source to "manipulate."

3. You want to start a process in a third-party application when a specific condition is triggered.

READ FROM 3rd PARTY SYSTEMS

An example can be: You want to streamline a Vendor Management process, and your company is using SAP to centralize information about Vendors and Suppliers.

The Purchasing department receives a request to verify a New Vendor.

The first step is to design a Workflow that includes a "Search Field" connected with SAP to verify if the Vendor was previously credentialed.

To do so:

- Add a Form section in your Workflow

- Add a Field selecting Value Type "Connector"

- Select the specific API that you previously mapped

- Select the specific use of that Field - e.g. Search Input

- Customize the parameters for the desired outcome

- Test the New Field to see if everything works correctly

- Save your new Workflow

 

Do you need to manage APIs with with multiple fields?

If your search or submit Field has multiple options (for example, you're calling an API that includes various fields), you need to map each Field with a result from a previous Field.

As you can see in the image below, you use the # to map the API fields with Virtus Flow previously created fields.

IMPORT DATA TO MANIPULATE

Like the previous process, in this second case, we want to import data from a source and use it as part of another step or change some conditions.
An example can be: In the same Vendor Management Process you want to edit some Vendor information. You want to read from your source but also write back.

Note: For this specific example you need a two step process, first you need to Call an API to Pull data, second you need to Call a second API to Write.

To do so:

1. Repeat the step described before for the "Reading step."

2. Now Add the "Write step":

- Add a Form section in your Workflow

- Add a Field selecting Value Type "Connector."

- Select the specific API that you previously mapped

- Select the particular use of that Field - e.g., Submit Input

- Customize the parameters for the desired outcome

- Select the specific API that you previously mapped

- Select the specific use of that Field - e.g. Submit Input

- Customize the parameters for the desired outcome 

- Test the New Field to see if everything works correctly

- Save your new Workflow *remember to connect the different steps

If you want to execute a "submit" with specific Conditions

You can apply Conditions to any field present in Virtus Flow.

Learn how to manage it from this KB Conditional fields

 

START A PROCESS IN A THIRD-PARTY SYSTEM

If you want to execute a script to generate the desired output in an external system with Virtus Flow is a matter of minutes.

After designing your form or Workflow, go to SECTION 7. DEFINE NEW ACTION

Select the option "Call API."

A new section will pop up, and you can now customize your desired "actions."

- Define status conditions "completed" as the default one.

- Conditions - add a specific logic (see KB for more info)

- Select the Connector (for example, Salesforce, Zendesk, Office 365...)

- Select the API that you previously mapped

- Map each Field of the API with the fields that you populated in Virtus Flow.

Conditional Formatting of cells in the Connector Table:

Within the connector APP it is possible to create conditional formatting of rows, this functionality is used very little and the connector APP is something our team manages. If you believe you need this feature, please contact our team to discuss it.

Reminder: Our team manages this feature, you will not be able to change this on your own. If you feel you need to use this functionality, please contact our team.