How to Create Your First Flow

Welcome to Unito! Setting up your first flow only takes a few minutes. Here's how to get it done.

In this article:

In a nutshell, Unito will automatically create and sync data for you based on existing information in your apps and tools. All you have to do is tell it where, when, and how to sync your data, known generally as "work items" or items in sync. 

What are items in sync?

Connect your app or tool accounts to each flow

The first step is signing in to and adding your tools, accounts, and blocks of work to a flow. 

From the Unito dashboard, click +Create flow, then Start here.

The Unito Flow Builder

On the next screen, +Add a tool to this flow and choose your tool from the dropdown menu.

Searching for a tool to connect to Unito

If you haven't added your tool to Unito before, you'll have to go through a quick authorization process. It takes just a minute and a few clicks.

Pick the tool account you want to sync

Then, choose the projects, spreadsheets, databases, etc. (aka the blocks of work) that contain your work items (e.g., tasks, tickets, spreadsheet rows, etc.).

Connecting a tool to Unito from the flow builder screen

Here's an example of a completed set of connected tools:

Zoho Projects connected tools

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 Google Ads, 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

Your flow is the connection established in Unito that allows data to sync between tools. Flow direction determines where Unito creates new work items to keep in sync with a source and destination.

In the example below, the 2023 Roadmap Initiatives project is the source and the Shareholder Report sheet is the destination. 

Zoho Projects Flow Direction

With a one-way flow direction, work items from your source tool will appear in the destination and both may be kept in sync (based on your rules).

In a two-way flow, work items will be created by Unito in both connected accounts. So both tools will contain a source and destination.

Read more about Flow direction.

Set rules to pick which items to sync

Rules tell Unito how to filter specific work items from syncing (or not) based on conditions you choose.

All rules follow the same structure:

First you'll see a series of IFAND triggers which determine whether or not a work item will sync. Any work items that match the conditions of your rules will be created in the destination block of work by Unito.

Below that is the THEN / AND action, which tells Unito what should happen to the newly created work item(s) in the destination block of work. 

The default rules will sync all work items created after you launch your flow from your chosen block of work (again, that's a project, spreadsheet, calendar, etc.).

If you click the bin icon beside any of your rules, you can remove it from your flow. You'll have to do this for the creation date rule if you want to sync historical data (items created before you launch your flow).

Zoho Projects Rules

In the above example, Unito will only sync tasks from the 2023 Roadmap Initiatives project to the Shareholder Report spreadsheet if they are:

  • open (e.g., not completed, deleted or archived);
  • created after the date mentioned;
  • include any of the statuses: Closed, Delayed, In Review.

Those tasks will then appear as new spreadsheet rows that Unito will keep updated in real-time based on field mappings.

Here are some of other ways you can try using rules with Unito:

You could set a rule so only work items assigned to a specific person sync with Unito.  Rules can also be used to filter work items with or without a certain label or tag

Alternatively, your rules can be used to:

  • Exclude work items from syncing based on a specific field;

  • Only include or exclude work items in specific lists or sections.

Read more about setting rules in Unito.

Pick individual fields to keep in sync

Next you get to decide what information you want to see in your synced work items.

Do you want to sync Attachments and Assignees? Labels or Tags? Descriptions or Comments? This is where that happens. 

By default, Unito can automatically match up similar fields or you can manually set your own field mappings. In most cases you can select Auto map my fields to start with a pre-built template.

auto map

Here's an example of an auto-mapped set of fields. 

Zoho Projects Field Mappings

In this example, any fields with 2-way sync selected (the icon with 2 directional arrows highlighted in the middle) will allow changes in either app to update the same field in the other app. Meanwhile, fields with only one arrow selected indicate one-way updates for those fields.

How to add field mappings

Click + Add mapping to apply additional field mappings.

Pick a field in one work item and Unito will automatically narrow the list down to the fields it can actually be mapped to. 

TIP - not all fields are compatible with every other field: If you have a field in Tool A that's incompatible with your fields in Tool B, you can always try syncing that Tool A field to the description footer of Tool B. That's a common workaround we learned from users just like you!

Read more about field mappings.

Review and 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:

Launch your Unito FlowYou 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 the general term we use for 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.

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, new work items you create will start syncing right away. But if you want to sync historical data, you'll have to change your default rules.

Flow safeguard: The default setting in your rules for all new flows includes a condition to only sync work items created after you launch your flow. 

This safeguard is designed to protect your historical work items and allow you to test your flow before syncing historical data.

You can sync historical data (items created before launching your flow) by selecting the bin icon beside the creation date condition in your rules:

Safeguard in Unito rules

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.

Two Trello boards synced by Unito and visually represented in Unito's Workflow Designer

If you run into any issues, just click on the chat bubble in the bottom right and we'll answer any questions you have.


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