Unito creates items in different tools and keeps them in sync automatically. To make that happen, you'll need to set up a flow, which represents the connection between your tools.
In this article:
- Add your tool accounts
- Pick a flow direction
- Set your rules
- Real-time updates and field mappings
- Field configurations
- Review and launch your flow
- Frequently Asked Questions
Connect your app or tool accounts
The first step to setting up a Unito flow is to connect your accounts for each app or tool you want to sync.
Which accounts should I sync? Unito only has access to the same items as the account(s) connected to your workspace. This can be your own account for that app or tool, or you can create a bot or service account in that app or tool to use exclusively for syncing data with Unito.
- Sign in to app.unito.io and click +Create flow from the Unito dashboard.
- If you don't have any flows already created, you'll automatically be brought to the flow builder screen instead of the Unito dashboard.
- Then select Start here.
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Click +Add a tool to this flow and choose your tool from the dropdown menu.
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Connect a new tool account. If you haven't added your account to Unito before, you'll have to go through a quick authorization process. It takes just a minute and a few clicks, though some tools require specific permissions.
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Finally, choose a container or block of work that holds the items you'd like to sync. Depending on your tool, this can be a project, sheet, table, database, etc.
Here's an example of a completed set of connected tools:
For Unito's Salesforce connector, there is no container and instead you select all objects of a specific type within your organization.
What are items in sync / work items? These are tasks, tickets, issues, records, rows, contacts, events, etc. in your projects, spreadsheets, tables, repositories, lists and so on.
Unlike automation tools or other integration solutions out there (such as coding in JavaScript), this is a no-code process, meaning you don't have to write scripts to keep your work in sync.
Watch us connect a pair of tools to Unito
Why does this step look different for my flow?
For some integrations, there are additional specifics involved when picking your block of work. With our Google Ads connector, for example, you'd need to pick the Account, Resources, and Reports you want to sync data from. Then you'll have to specify the Dimensions, Metrics, and Data Range you want to sync.
Pick a flow direction
Flow direction determines where Unito will pull items from and where it will create new items.
One-way flow direction:
- How it Works: When you manually create a new work item in the "source" tool, Unito automatically creates a synced item in the "destination" tool. Items manually created in the destination will not sync back to the source.
- Best For: Scenarios where you want to dispatch assignments from one place to another, send reporting data, and maintain more control over the flow of information.
- Example: GitHub issues created in the connected repository will automatically be added to the connected Asana project where they will appear as new tasks:
Two-way flow direction:
- How it Works: Manually creating a new work item in either tool triggers the automatic creation of a synced item in the other tool.
- Best For: Collaborative workflows where you need to create and track new items in both tools seamlessly.
- Example: Records created by a team in ServiceNow automatically generate linked work items in Azure DevOps and vice versa.
Tip: Flow direction does not impact your flow's 2-way sync for real-time updates. That will be configured in your field mappings table.
Read more about Flow direction.
Add rules to include or exclude items
Every Unito flow starts with a set of default rules to sync all items created after launching your flow. You can add additional rules to exclude items from syncing based on specific fields in your source tool.
How rules work
Your flow follows a simple "if this, then that" logic:
- Rules - (IF / AND): These conditions determine which work items will sync. You can set multiple conditions, all of which must be met for an item to sync.
- Actions - (THEN/AND): These determine what happens to the synced work items in the destination tool (e.g., setting a specific status, assigning to a particular person).
Syncing historical data
You can modify or remove this rule if you need to sync historical data or have different filtering criteria. Simply select the bin icon beside a rule to remove it.
In the next example, Unito will only sync tasks from Internal IT Requests to Demo Bug Report Project if they are:
- open (e.g., not completed, deleted or archived);
- created after the date mentioned;
You could also set a rule so Unito only syncs work items with a certain label or tag, status or section, assigned to a particular user, or based on other field-related criteria.
Read more about setting rules in Unito.
Field mappings and real-time updates
Next, you get to decide what information you want to see in your synced work items, as well as pick directions for real-time updates for each pair of fields.
Which field types can Unito sync?
- Standard, default, or native fields: Unito automatically matches similar fields, including: titles, descriptions, due dates, assignees, etc.
- Custom fields: You can also sync custom fields specific to your tools (e.g., priority levels, tags, labels, picklist, choice, single-select fields etc.).
You can always choose to Map fields automatically to begin with a prebuilt template. In either case, you'll be able to then modify and personalize your field mappings.
- Start, by selecting + Add mapping to add a new pair of fields to your flow.
- Then, click Select a field for each tool.
- You can then set an update direction for that pair of fields.
More about update direction:
For each pair of fields, you can decide whether you want updates to flow:
- Two-way (↔): Manual changes in either tool will update the other.
- One-way (→): Only changes on one side will update the other.
Here's an example of a completed table of field mappings:
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In this example, any fields with arrows pointing in both directions will allow manual changes on either side to update the other automatically. Meanwhile, fields with only one arrow selected indicate that only changes to the source field will update the destination automatically.
TIP: If a field is incompatible with anything in the other tool, try syncing it to the description footer as a workaround!
Field configurations
Some field types include additional options for configuration. These are identifiable by the gear (or cog) icon.
TIP: An important example of this is any status field in your flow. Here's a guide to best practices for syncing statuses with Unito.
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Launch your flow
Once you've finished setting up your flow, it's time to launch! When you click Launch you'll see a pop-up similar to this:
You have the option to toggle Auto Sync on or off. This determines whether or not Unito will automatically create and sync work items, or if you'd rather do so manually.
FAQ - The Unito Flow Builder
What's a work item?
Unito syncs work items. These include tasks, tickets, spreadsheet rows, contacts, calendar events, issues, forms, etc. Here's a full list of supported work items.
What's a block of work?
This is a general term we use to represent anything that contains a work item: projects, spreadsheets, repositories, lists, epics, calendars, etc. Here's how to pick the best block of work for your flow. These are also sometimes referred to as containers.
What's a Unito flow?
A flow is the connection you set up between your apps or work tools. It represents the rules and conditions you choose and customize in order to sync the data you want.
Here's a breakdown of each step involved.
- You start by connecting tool accounts. This means you have to give Unito permission to access specific projects, spreadsheets, calendars, etc.
- Then, you choose a "flow direction". Here you tell Unito where to automatically create new work items based on your activity.
- Next you set rules. These are the conditions which determine whether or not your data will sync. It's the "if this happens, then that should happen" step of your flow.
- Pick fields to sync. This is where Unito truly shines. You don't just pick tasks or tickets, for example, you get to pick the exact fields (details) of each work item you want synced somewhere else. You can even sync custom fields in most tools.
How do I sync historical data?
Once your flow is launched, open work items you create will start syncing right away. But if you want to sync historical data, you'll have to change your rules to include closed items. This is found with the rule Status is Open or Status is Open and Archived (not available on Trial or Basic plans).
Flow safeguard: If you are concerned about impacting your live work before testing the flow, a rule is available for all new flows called Create Date which applies a condition to only sync work items created after you launch your flow.
This safeguard is designed to protect your existing work items and allow you to test your flow before impacting live work.
Once you are satisfied with how your flow works, you can remove this rule.
What is the workflow designer?
If you prefer working in a visual space, you can add your flows to Unito's Workflow Designer, which lets you see how your flows interact with each other.
If you run into any issues, just click on the chat bubble in the bottom right and we'll answer any questions you have.
NEW: Browse Unito's resources library for step-by-step guides, videos, templates, tutorials and more!
For those of you who prefer more control or advanced configurations however, there are advanced manual options.