User Guide: Using the Data Essentials SyncGate Node

Overview

The SyncGate node in Data Essentials is a powerful tool for coordinating multiple workflows. By using paired Syn Gate nodes, you can synchronize workflows, ensuring they only progress when both nodes are activated. This is particularly useful for complex, team-centric workflows, such as onboarding or sales and marketing processes, where alignment is critical.

How It Works

A SyncGate node blocks workflow progression until it is activated by its paired Syn Gate node. Both nodes must have equal numbers of executions to release their respective workflows. This synchronization ensures that workflows progress only when their prerequisites are met.

For example:

• Workflow 1 has SyncGate 1.
• Workflow 2 has SyncGate 2.
• SyncGate 1 waits for Syn Gate 2 to be activated, and vice versa.

Once both SyncGates are activated, the workflows proceed, and subsequent actions are executed.

Step-by-Step Instructions

1. Set Up the SyncGate Nodes

1. Open the workflow editor in HubSpot.
2. Locate the SyncGate node in the Data Essentials actions menu.
3. Drag and drop a SyncGate node into each of the workflows you want to synchronize.
4. Pair the SyncGate nodes by configuring each to reference the other.

2. Configure the Workflows

Workflow 1 Example:

1. Add desired actions before SyncGate 1 (e.g., sending an in-app notification).
2. Place SyncGate 1 in the workflow.
3. Add actions after SyncGate 1 to execute when the paired Syn Gate is activated.

Workflow 2 Example:

1. Add desired actions before SyncGate 2.
2. Place SyncGate 2 in the workflow.
3. Add actions after SyncGate 2 to execute when the paired Syn Gate is activated.

3. Test the Workflows

1. Enroll tasks into Workflow 1.
   • Example: Enroll 10 tasks.
   • Workflow 1 will pause at SyncGate 1, waiting for Workflow 2 to activate Syn Gate 2.
2. Enroll tasks into Workflow 2.
   • Workflow 2 will pause at SyncGate 2 until Syn Gate 1 is activated by Workflow 1.

When both SyncGates have equal activations, the workflows will release and execute subsequent actions.

Example Scenario

Workflow Setup

• Workflow 1:

  • Action 1: Send in-app notification (“Before Sync”).
  • SyncGate 1.
  • Action 2: Send in-app notification (“After Sync”).

• Workflow 2:

  • Action 1: Perform an action.
  • SyncGate 2.
  • Action 2: Send in-app notification.

Execution

1. Enroll one task in Workflow 1.
   • Result: The task pauses at SyncGate 1.
2. Enroll one task in Workflow 2.
   • Result: The task pauses at SyncGate 2.
3. Both workflows proceed once the SyncGates are equally activated.

Results

• Workflow 1 sends notifications before and after synchronization.
• Workflow 2 executes its post-sync actions.
• All tasks remain synchronized to ensure alignment.

Benefits of the SyncGate Node

• Coordinate Complex Workflows: Align long and team-centric workflows across departments.
• Ensure Prerequisite Completion: Prevent workflows from progressing until prerequisites are met.
• Flexible Pairing: Use SyncGates to synchronize multiple workflows efficiently.

By incorporating SyncGate nodes into your workflows, you can achieve seamless coordination and maintain alignment across your processes.