Understanding the Validation Check

Overview

We’ve created a validation process to help manage the increased complexity of configuring Active Forms. The Validation Check component on the workflow step’s record page evaluates several complex scenarios and ensures the steps you create work in your organization as you intended.

Once you run the check, the results will appear in a table within the component and display error messages guiding you on how to resolve the failed step(s). This makes it easy to identify what issues need resolving, how to resolve the errors and what will happen in your workflow and organization if they’re left unresolved.

This article contains guidance to assist you in troubleshooting issues surfaced by the Validation Check. For information on creating your own validation rules for specific Active Form Fields, see our Configuring Active Forms article.

If you’re looking for help with a specific error message, we recommend using Ctrl+F or Command+F to jump to the relevant instructions.

• Validation Check Considerations
• Active Forms
  • Active Form Tables
  • Active Form Screens
  • Active Form Prompts
  • Display Criteria
  • Prefill Logic
  • Repeating Form Field Sections
  • Flow Builder
• Quik! Forms
• Action Types
  • Create an Asset/Liability
  • Create a Person
  • Create a Client Entity
  • Create a Reference Document
  • Create an Asset/Liability Role
  • Create a Relationship
  • Save to Related Record
• Workflow Checklists
• Workflows for Portals

Validation Check Considerations

The validation check doesn’t affect whether your workflow steps are available to Practifi users. If issues raised during the check cause problems when team members complete the workflow step, they’ll receive a prompt explaining this.

If a workflow step is edited after running a check, the Validation Check component will display a prompt to inform you that the check needs to be rerun as the results may have changed. 

Active Forms

The following table displays the scenarios that are checked by the validation check, the method used by the system to check the scenario and the error message returned by a failed validation check. 

Validation	Checked on	Method	Error Message
Incompatible field types	Form Fields assigned to Create an Event, Create a Deal, Create a new Service, Send to Related Record or Start a new Process Actions (excluding File upload fields)	Compare the field type specified in the Form Field’s Type field against the field it’s mapped to in the Form Field Assignment’s Map to Action Field field, and ensure they’re compatible.	The Action Field that’s mapped to this Form Field has a field type ({Field Type of Action Field}) that’s not compatible with its own ({Form Field Type}. This means it won’t be a part of the record {created/updated} by the Action.
Lookup field mapped to incompatible object	Lookup Form Fields mapped to Send a Notification Actions	Check that the Lookup Object is User.	The object specified for this Form Field must be User, as it’s mapped to Notification Recipients. This means it won’t appear in the form.
Lookup object doesn’t exist	Lookup Form Fields	Checks the Object API Name specified in the Form Field’s Lookup Object field against the existing objects in the org.	The object specified for this Form Field doesn’t exist; this means it won’t appear in the form. Confirm the name is spelled correctly, and that the API Name is being used (not the Label).
Mapped field doesn’t exist	Form Fields assigned to Create an Event, Create a Deal, Create a new Service, Send to Related Record or Start a new Process Actions (excluding File upload fields)	Checks the Field API Name specified in the Form Field Assignment’s Map to Action Field field against the existing fields in the relevant object, e.g., Event for Create an Event actions.	The Action Field field mapped to this Form Field doesn’t exist; this means it won’t be a part of the {created/updated} record. Confirm the name is spelled correctly, and that the API Name is being used (not the Label).
Mismatched picklist values	Picklist Form Fields	Compares the options specified in the Form Field’s Picklist Values field against the options available in the picklist it’s been mapped with.	If the picklist isn’t restricted: One or more picklist values specified for this Form Field don’t appear in the Action Field it’s mapped to. Values aren’t strictly enforced, so the record will still save successfully. If the picklist is restricted: One or more picklist values specified for this Form Field don’t appear in the Action Field it’s mapped to. Values are strictly enforced, which means this field won’t be included in the Action.
Multiple mappings for a single field	Create an Event, Create a Deal, Create a new Service, Send to Related Record or Start a new Process Actions (excluding File upload fields)	Checks if a field has been referenced more than once. This applies to the Form Fields assigned to the Action and the fields predefined on the Action itself, as there can be overlaps between the two. Scenarios Where there is a Form Field and predefined Action values, the Form Field takes precedence. Where there are multiple Form Fields, the first alphabetically takes precedence.	{Label Name of Target Field} has been mapped multiple times within this Action. Only one field mapping will be used when {creating/ updating} the record. Form Fields take precedence over predefined values, and alphabetical order is used to select a mapping in cases of multiples.
No fields to send	Send to Related Record Actions	Checks if the Action has any Form Field Assignment records related to it.	This Action has no Form Fields to send to its related record. This means it won’t do anything when activated during a Process.
Not assigned to a Field Section, unlike other fields	All Form Fields	Checks if the Form Field’s Field Section is blank, and if it is, but one or more Form Fields on the Process Task have Sections assigned, then it’s possible this one was missed (it could also be intentional).	This Form Field isn’t assigned to a Field Section, however other fields in the form are. When fields with and without assigned Sections exist on the same form, the unassigned fields appear in the Other Fields section at the bottom of the form.
Not linked to an Action	All Form Fields & Outcomes	Checks if the Outcome or Form Field has been linked to an Action, either directly for the former or with an Assignment record for the latter.	This {Form Field/Outcome} isn’t linked to an Action. This means when the Task is completed no Actions will be taken using the field, but it will still be archived on the record page.
Required fields missing	Create an Event and Create a Deal Actions	Checks the required Event or Deal fields and ensures that the Action has mappings provided for each one (either directly on the Action record or via Active Form Assignments).	This Action is missing one or more fields required to create {a Deal/an Event}: {List of missing fields, comma-separated, alphabetical}. These fields need to be mapped for records to be created successfully.
Rich Text formatting won’t apply to mapped fields	Text Area (Rich) form fields mapped to Text, Text Area and Text Area (Long) Salesforce fields	Checks if the criteria in Checked on is true.	This Form Field captures rich text, but is mapped to one or more plain text fields: {Field Labels, sorted alphabetically, comma-separated}. These fields will still receive inputs from the Active Form, but without any formatting the user applies.
Required fields not marked as required	Create an Event and Create a Deal Actions	Required fields in these Actions can be either predefined by the Action or set dynamically by the Active Form. If the Action fields are blank, then the Active Form Fields must be set to required.	This Action has one or more required fields coming from the Active Form, however, the Form Fields are not marked as required: {List of missing fields, comma-separated, alphabetical}.
Role doesn’t exist	Process Tasks with Specify by Role or Specify by Business Role as their Assignment Type	Checks the Role/Business Role Name specified on the Process Task against the org’s existing Roles/Business Roles.	The {Role/Business Role} specified as this Task’s Assignee ({Specified Value}) doesn’t exist. This means the Task will instead be assigned to the user who either completed the preceding Task or started the Process.
Shared Activities isn’t enabled	Lookup (multiple records) Form Fields	Checks if the Shared Activities feature is enabled in their Salesforce org.	Your Practifi instance doesn’t have Shared Activities enabled yet, so this Form Field will not appear in the Active Form. Consult Salesforce Help for guidance on how to activate this feature.
Dynamic Picklist Object doesn’t exist	Dynamic Picklist Object field	Check the API Name specified in this field against the existing fields for the specified Dynamic Picklist Object.	The field specified as the Dynamic Picklist Value Field doesn’t exist; this means Name will be used instead. Confirm the field name is spelled correctly, and that the API Name is being used (not the Label).
Dynamic Picklist Value Field doesn't exist	Dynamic Picklist Value Field field	Check the API Name specified in this field against the existing fields for the specified Dynamic Picklist Object.	The field specified as the Dynamic Picklist Value Field doesn’t exist; this means Name will be used instead. Confirm the field name is spelled correctly, and that the API Name is being used (not the Label).
Picklist Values and Value Labels don’t have the same number of comma-separated values	Active Form Field	Count the number of comma-separated values in Picklist Values and Picklist Value Labels. If there’s a difference between the two, then this issue is flagged.	You’ve specified a set of labels for this field’s picklist values, however the number of labels is different from the number of values; values will only appear in the field if they have both a value and a label defined.
File types formatted incorrectly	Form fields where Supported File Types is not null	The Supported File Types field must be formatted as a comma-separated list, where every file type is expressed as a file extension with a leading period, e.g. “.txt, .pdf, .docx”. If one or more list items either do not start with a period, or those periods are not immediately followed by a single word, then this issue is flagged.	There’s an issue with the formatting you’ve provided when naming the supported file types for this field; this means no limitations will be applied in the Active Form. Please review what you’ve entered and make sure it’s formatted properly, e.g. “.pdf, .xlsx, .csv”.
Pinned field does not appear within a Task where it’s been mapped to an Action	Actions that have one or more pinned fields assigned to them	If there are one or more Task Availability Settings records for the pinned field, check if this Process Task is included among them. If not, then this issue is flagged.	This Action references a pinned field that doesn’t appear within the Task; this means users won’t be able to view or edit the value that the Action is referring to. Consider making the field available within the Task.

Active Form Tables

Validation scenarios are run when saving an Active Form Table. These are described in the table below:

Validation	Checked on	Method	Error Message
Fields coming from related records, despite new record creation being possible	Field Path (Active Form Field)	If the Field’s Field Path points to a related record, and the Table is creating new records, then this issue is flagged.	This field is taken from a related record, but the table it resides in is being used to create new records, which won’t have a relationship defined. As a result the field will appear as disabled for new records, but work as intended for existing ones.
The specified Object is valid	Object (Active Form Table)	Check the API Name of the Object, and ensure it corresponds to an existing object in the org.	The object you’ve specified for this Table doesn’t exist. Confirm the name is spelled correctly, and that the API Name is being used (not the Label).
Address field included in the table	Field Path (Active Form Field)	Check that the field type of the specified field is compatible with Tables. Address fields cannot be supported, as they’re compound fields.	The field you’ve specified has an Address field type, which is not supported by Active Form Tables, and will not be displayed. Considering representing each of the address field’s composite parts as individual fields, e.g. Street, City, State/Province, etc.
Display Lookup as Dynamic Picklist is enabled for a non-lookup field	Field Path (Active Form Field)	If Display Lookup as Dynamic Picklist is enabled, confirm that the field specified in Field Path is a Lookup field.	The field you’ve specified has Dynamic Picklist enabled, however it’s not a Lookup field. Any picklist configuration will be ignored.

Active Form Screens

There is one validation scenario specific to Active Form Screens, as detailed below:

Validation	Checked on	Method	Error Message
Form section is not mapped to a screen	Active Form Sections	Check the number of Active Form Screen records related to the Process Task. If there’s two or more, then check every Active Form Section record to see if it has a related Active Form Screen specified. Show an error for each Section that doesn’t.	This section hasn’t been added to a screen; this means the form elements contained within it won’t appear in the Active Form.

Active Form Prompts

When adding Active Form Prompts to a form, there is one Validation Check scenario:

Validation	Checked on	Method	Error Message
Identical Order values in the same Section	Fields, Pinned Fields, Prompts and Tables in the same Form Section	Compare all their Order values to each other. If two or more share a value, an issue is flagged.	This form element has the same Order value as one or more elements in the same section; they will appear based on which was most recently modified. To adjust the display order, modify their Order values, using decimals where necessary.

Display Criteria

Like Salesforce’s visibility rules in Lightning App Builder, display criteria for Active Forms combine a Field, Operator and Value to arrive at something the workflow engine can properly evaluate for inclusion in the form. The following validation check scenarios are run on Active Forms that include display criteria:

Validation	Method	Error Message
Incompatible operators	Check that the operator selected is compatible with the field type of the nominated field, as per the help text above. If it isn’t, this issue is flagged.	The operator used for this display criteria isn’t compatible with the field type of the selected field. The criteria won’t be used to determine field visibility.
Incorrect field path	Evaluate the Field Path to ensure it leads to an existing field in the data model. If it doesn’t, this issue is flagged.	The field specified in this criteria’s field path can’t be located. The criteria won’t be used to determine field visibility. Please check the API Names of the field/s used to ensure their accuracy.
Incompatible criteria value	Check that the value captured is compatible with the field type of the nominated field. If it isn’t, this issue is flagged.	The value used for this display criteria isn’t compatible with the field type of the selected field. The criteria won’t be used to determine field visibility.

Prefill Logic

Sometimes the information you want to capture in an Active Form already exists in Practifi, and you need to confirm it’s still correct or update it if it isn’t. For example, you might want to double-check a client’s contact information. Prefill logic allows administrators to specify lookup values for form fields and enable prefilling if data exists. The following Validation Check scenario is run on Active Forms that include prefill logic:

Validation	Checked on	Method	Error Message
Prefill Field’s type isn’t compatible with Active Form Field	Active Form Field	Evaluate the string to ensure it leads to a field in the data model and that that field is of a compatible type for the Active Form Field. If it isn’t, this issue is flagged.	The prefill field for this Form Field either doesn’t exist, or is of an incompatible field type. The Form Field won’t be prefilled upon Task creation until this issue is resolved. Please check the API Names of the field/s used to ensure their accuracy.
Field is prefilling from a related record via Active Form lookup, but the specified Form Field isn’t a Lookup	Active Form Field	If Prefill this field with is “With a value from a related record” and Prefill Lookup Location is “Active Form” and Prefill Form Field specifies a Form Field of a type other than “Lookup (single select)”, then this issue is flagged.	This form field is trying to prefill from a related record, but the form field being used to reach the related record isn’t a single-select lookup field; this means the field won’t be prefilled. Use an Active Form Field with a Type of “Lookup (single select)”.
Field is prefilling from a related record via Active Form lookup, but the specified Form Field is from an unpinned field	Active Form Field	If Prefill this field with is “With a value from a related record” and Prefill Lookup Location is “Active Form” and Prefill Form Field specifies a Form Field related to a Process Task, then this issue is flagged.	This form field is trying to prefill from a related record, but the form field being used to reach the related record isn’t a pinned field; this means the field won’t be prefilled. Use an Active Form Field that’s also a pinned field.
Field is prefilling from a related record via Active Form lookup, but the specified Form Field is from a different Process Task	Active Form Field	If Prefill this field with is “With a value from a related record” and Prefill Lookup Location is “Active Form” and Prefill Form Field specifies a Form Field related to a different Process Task, then this issue is flagged.	This form field is trying to prefill from a related record, but the form field being used to reach the related record isn’t from the same workflow step; this means the field won’t be prefilled. Use an Active Form Field that’s also found within this workflow step.
Field is prefilling with a value from another Active Form Field in this workflow, but the specified Form Field has an incompatible Type	Active Form Field	If Prefill this field with is “With a value from another Active Form Field in this workflow” and Prefill Form Field specifies a Form Field that’s not compatible with this one (based on the compatibility matrix), then this issue is flagged.	This form field is trying to prefill from another form field in this workflow, but the two fields have incompatible field types. Use Active Form Fields that are compatible with each other, refer to the Configuring Active Forms guide in the Practifi Success portal for more information.

Repeating Form Field Sections

Sometimes, users must repeat a workflow action several times, such as filling out a Client record with multiple Client Entities and People. Repeating field sections allow administrators to place a field in an Active Form that defines how many times a field section should appear, with each field section running its own version of the workflow action. The following Validation Check scenarios are run on Active Forms incorporating repeating form field section logic:

Validation	Checked on	Method	Error Message
Action fields spread across multiple repeating field sections	All actions that support Active Form Field Assignments	Check the Form Fields mapped to each Action in the workflow step. Each Action’s fields must only be mapped to a single repeating field section or non-repeating sections. If two repeating field sections contain fields mapped to an Action, this issue is flagged.	This Action is mapped to Form Fields contained in two or more repeating Sections; this means it will not be executed successfully when completing the workflow step. Only one repeating Section can be used per Action.
Field used as repetition basis contained in repeating field section	Repeating field sections	Check the Section in which each Form Field specified in a Repeat Using field is contained. If the Section it’s contained in has a Repeat Using value specified, then this issue is flagged.	This Form Field determining how many copies of this Section appear on-screen is itself contained in a repeating Section; this makes it impossible to determine which value to refer to when calculating how many sections to display, and as such the repeating logic will not work. Ensure that the field referenced in the Repeat Using field is itself contained in a non-repeating field.

For more information on all of this functionality, please see our Configuring Active Forms article.

Flow Builder

Flows built with Flow Builder are not evaluated by Validation Check, but the configuration that links them with the workflow as a whole is. Here’s how that works in practice:

• Fields on a Flow Screen mapped to an action inside that same Flow are not evaluated by Validation Check because everything occurs within the Flow.
• Fields on a Flow Screen mapped to a workflow action, i.e. an action outside the Flow, are partially evaluated. Validation Check can confirm whether all the required fields in a workflow action have mappings assigned. It can’t confirm the data type of the Flow Variable, so if there’s a mismatch between that and the data type of the mapped field, this won’t be flagged.
• If there’s a Flow configured to appear during the launch action but not one configured to appear on the Task record page, or vice-versa, that is evaluated because all the necessary information to do so can be accessed from the data model.

We recommend taking full advantage of Flow Builder’s extensive testing capabilities to validate the Flow itself and double-checking any variables you map to workflow actions, as these won’t be addressed by Flow Builder’s testing or Validation Check.

Here are the specific scenarios covered by the Validation Check component:

Validation	Checked on	Method	Error Message
Launch task has a record page Flow but no launch action Flow	Process Task record	If the Process Task is either a Task Template or Suppress at Launch is false, and there’s an Active Form Flow set to appear on the record page and no Flow set to appear in the launch action, then this issue is flagged.	This Task is part of the workflow’s launch action, however the Active Form it contains isn’t configured to display there.
Launch task has a launch action Flow but no record page Flow	Process Task record	If the Process Task is either a Task Template or Suppress at Launch is false, and there’s an Active Form Flow set to appear in the launch action and no Flow set to appear on the record page, then this issue is flagged.	This Task is part of the workflow’s launch action, however the Active Form it contains is configured to appear there, but not on the Task record page.

Quik! Forms Validation Check Scenarios

For firms leveraging the Quik! Forms integration with Practifi, our Validation Check compares the mappings entered against the Field Definition Guide to ensure you’re providing values that Quik! accepts. Please note that it doesn’t check whether the mapped fields appear in the form you’re targeting. Here’s how the Validation Check scenarios work: 

Validation	Method	Error Message
Incorrect field format	If the Map to Action Field field value does not include a period, then the mapping is not set up correctly.	The Quik! field in the Active Form Field Assignment record is not formatted properly; this means the Active Form Field value will not be sent to Quik!. To successfully send the Active Form Field to Quik!, please ensure the following format is observed: ##[ParentField].[BaseField]. The ## represents a counter that indicates the instance of the parent name.
Parent Field does not exist in Quik!	If the string value of the Map to Action Field field before the period does not match any field in the Parent Field List, then the Parent Field does not exist in Quik!	The Active Form Field Assignment includes a Quik! Parent Field that does not exist; this means the Active Form Field value will not be sent to Quik!. To successfully send the Active Form Field to Quik!, please enter a valid Parent Field in the Map to Action Field field.
Base Field does not exist in Quik!	If the string value of the Map to Action Field field after the period does not match any field in the Base Field List, then the Base Field does not exist in Quik!	The Active Form Field Assignment includes a Quik! Base Field that does not exist; this means the Active Form Field value will not be sent to Quik!. To successfully send the Active Form Field to Quik!, please enter a valid Base field in the Map to Action Field field.

Action Type Validation Check Scenarios

The workflow engine in Practifi includes several actions intended for use with Active Forms. The following tables display the scenarios that are checked by the Validation Check for each action type, the method used by the system to check the scenario and the error message returned by a failed check. 

Create an Asset/Liability

Validation	Method	Error Message
Multiple Asset/Liability records related to the Process	Refer to the Actions that exist for this workflow step. If more than one has the Relate to Process checkbox checked, this issue is flagged.	This Asset/Liability is being related to the Process at the same time as one or more others. Only one of these will be successfully related to the Process at the completion of the step.
Incompatible field types	Compare the field type specified in the Form Field’s Type field against the field it’s mapped to in the Form Field Assignment’s Map to Action Field field, and ensure they’re compatible (as per the supported field types).	The Action Field that’s mapped to this Form Field has a field type ({Field Type of Action Field}) that’s not compatible with its own ({Form Field Type}. This means it won’t be a part of the record {created/updated} by the Action.
Mismatched picklist values	Compare the options specified in the Form Field’s Picklist Values field against the options available in the picklist it’s been mapped with.	If the picklist isn’t restricted: One or more picklist values specified for this Form Field don’t appear in the Action Field it’s mapped to. Values aren’t strictly enforced, so the record will still save successfully. If the picklist is restricted: One or more picklist values specified for this Form Field don’t appear in the Action Field it’s mapped to. Values are strictly enforced, which means this field won’t be included in the Action.
Multiple mappings for a single field	Check if a field has been referenced more than once. This applies to the Form Fields assigned to the Action and the fields predefined on the Action itself, as there can be overlaps between the two. Scenarios Where there is a Form Field and predefined Action values, the Form Field takes precedence. Where there are multiple Form Fields, the first alphabetically takes precedence.	{Label Name of Target Field} has been mapped multiple times within this Action. Only one field mapping will be used when {creating/ updating} the record. Form Fields take precedence over predefined values, and alphabetical order is used to select a mapping in cases of multiples.
Required fields missing	Check the object’s required fields and ensure that the Action has mappings provided for each one (either directly on the Action record or via Active Form Assignments).	This Action is missing one or more fields required to create an Asset/Liability: {List of missing fields, comma-separated, alphabetical}. These fields need to be mapped for records to be created successfully.
Required fields not marked as required	Required fields in these Actions can be either predefined by the Action or set dynamically by the Active Form. If the Action fields are blank, then the Active Form Fields must be set to required.	This Action has one or more required fields coming from the Active Form, however the Form Fields are not marked as required: {List of missing fields, comma-separated, alphabetical}.

Create a Person

Validation	Method	Error Message
Multiple Person records related to the Process	Refer to the Actions that exist for this workflow step. If more than one has the Relate to Process checkbox checked, this issue is flagged.	This Person is being related to the Process at the same time as one or more others. Only one of these will be successfully related to the Process at the completion of the step.
Incompatible field types	Compare the field type specified in the Form Field’s Type field against the field it’s mapped to in the Form Field Assignment’s Map to Action Field field, and ensure they’re compatible (as per the supported field types).	The Action Field that’s mapped to this Form Field has a field type ({Field Type of Action Field}) that’s not compatible with its own ({Form Field Type}. This means it won’t be a part of the record {created/updated} by the Action.
Mismatched picklist values	Compare the options specified in the Form Field’s Picklist Values field against the options available in the picklist it’s been mapped with.	If the picklist isn’t restricted: One or more picklist values specified for this Form Field don’t appear in the Action Field it’s mapped to. Values aren’t strictly enforced, so the record will still save successfully. If the picklist is restricted: One or more picklist values specified for this Form Field don’t appear in the Action Field it’s mapped to. Values are strictly enforced, which means this field won’t be included in the Action.
Multiple mappings for a single field	Check if a field has been referenced more than once. This applies to the Form Fields assigned to the Action and the fields predefined on the Action itself, as there can be overlaps between the two. Scenarios Where there is a Form Field and predefined Action values, the Form Field takes precedence. Where there are multiple Form Fields, the first alphabetically takes precedence.	{Label Name of Target Field} has been mapped multiple times within this Action. Only one field mapping will be used when {creating/ updating} the record. Form Fields take precedence over predefined values, and alphabetical order is used to select a mapping in cases of multiples.
Required fields missing	Check the object’s required fields and ensure that the Action has mappings provided for each one (either directly on the Action record or via Active Form Assignments).	This Action is missing one or more fields required to create a Person: {List of missing fields, comma-separated, alphabetical}. These fields need to be mapped for records to be created successfully.
Required fields not marked as required	Required fields in these Actions can be either predefined by the Action or set dynamically by the Active Form. If the Action fields are blank, then the Active Form Fields must be set to required.	This Action has one or more required fields coming from the Active Form, however the Form Fields are not marked as required: {List of missing fields, comma-separated, alphabetical}.

Create a Client Entity

Validation	Method	Error Message
Incompatible field types	Compare the field type specified in the Form Field’s Type field against the field it’s mapped to in the Form Field Assignment’s Map to Action Field field, and ensure they’re compatible (as per the supported field types).	The Action Field that’s mapped to this Form Field has a field type ({Field Type of Action Field}) that’s not compatible with its own ({Form Field Type}. This means it won’t be a part of the record {created/updated} by the Action.
Mismatched picklist values	Compare the options specified in the Form Field’s Picklist Values field against the options available in the picklist it’s been mapped with.	If the picklist isn’t restricted: One or more picklist values specified for this Form Field don’t appear in the Action Field it’s mapped to. Values aren’t strictly enforced, so the record will still save successfully. If the picklist is restricted: One or more picklist values specified for this Form Field don’t appear in the Action Field it’s mapped to. Values are strictly enforced, which means this field won’t be included in the Action.
Multiple mappings for a single field	Check if a field has been referenced more than once. This applies to the Form Fields assigned to the Action and the fields predefined on the Action itself, as there can be overlaps between the two. Scenarios Where there is a Form Field and predefined Action values, the Form Field takes precedence. Where there are multiple Form Fields, the first alphabetically takes precedence.	{Label Name of Target Field} has been mapped multiple times within this Action. Only one field mapping will be used when {creating/ updating} the record. Form Fields take precedence over predefined values, and alphabetical order is used to select a mapping in cases of multiples.
Required fields missing	Check the object’s required fields and ensure that the Action has mappings provided for each one (either directly on the Action record or via Active Form Assignments).	This Action is missing one or more fields required to create a Client Entity: {List of missing fields, comma-separated, alphabetical}. These fields need to be mapped for records to be created successfully.
Required fields not marked as required	Required fields in these Actions can be either predefined by the Action or set dynamically by the Active Form. If the Action fields are blank, then the Active Form Fields must be set to required.	This Action has one or more required fields coming from the Active Form, however the Form Fields are not marked as required: {List of missing fields, comma-separated, alphabetical}.

Create a Reference Document

Validation	Method	Error Message
Can’t populate Entity and Person on the same record	Check the predefined field values in the Action and the fields mapped to it from the Active Form to see if one is being populated by the Action and the other by a Form Field.	This record is being related to an Entity and a Person at the same time; only one of these fields can be populated. This means the action won’t be executed by the workflow engine.
Form fields specifying both Entity and Person appear on-screen at the same time	If fields are mapped to both Entity and Person on the Reference Document object, evaluate their conditional display logic (if there is any). If they appear on-screen at the same time, this issue is flagged.	Only one of the Entity and Person fields can be mapped when creating this record, however fields to populate both are visible on the form at the same time. If both fields are populated by the user, this action won’t be executed by the workflow engine.
Incompatible field types	Compare the field type specified in the Form Field’s Type field against the field it’s mapped to in the Form Field Assignment’s Map to Action Field field, and ensure they’re compatible (as per the supported field types).	The Action Field that’s mapped to this Form Field has a field type ({Field Type of Action Field}) that’s not compatible with its own ({Form Field Type}. This means it won’t be a part of the record {created/updated} by the Action.
Mismatched picklist values	Compare the options specified in the Form Field’s Picklist Values field against the options available in the picklist it’s been mapped with.	If the picklist isn’t restricted: One or more picklist values specified for this Form Field don’t appear in the Action Field it’s mapped to. Values aren’t strictly enforced, so the record will still save successfully. If the picklist is restricted: One or more picklist values specified for this Form Field don’t appear in the Action Field it’s mapped to. Values are strictly enforced, which means this field won’t be included in the Action.
Multiple mappings for a single field	Check if a field has been referenced more than once. This applies to the Form Fields assigned to the Action and the fields predefined on the Action itself, as there can be overlaps between the two. Scenarios Where there is a Form Field and predefined Action values, the Form Field takes precedence. Where there are multiple Form Fields, the first alphabetically takes precedence.	{Label Name of Target Field} has been mapped multiple times within this Action. Only one field mapping will be used when {creating/ updating} the record. Form Fields take precedence over predefined values, and alphabetical order is used to select a mapping in cases of multiples.
Required fields missing	Check the object’s required fields and ensure that the Action has mappings provided for each one (either directly on the Action record or via Active Form Assignments).	This Action is missing one or more fields required to create an Asset/Liability: {List of missing fields, comma-separated, alphabetical}. These fields need to be mapped for records to be created successfully.
Required fields not marked as required	Required fields in these Actions can be either predefined by the Action or set dynamically by the Active Form. If the Action fields are blank, then the Active Form Fields must be set to required.	This Action has one or more required fields coming from the Active Form, however the Form Fields are not marked as required: {List of missing fields, comma-separated, alphabetical}.

Create an Asset/Liability Role

Validation	Method	Error Message
The field referenced in Asset/Liability Field must return an Asset/Liability record ID	Check the field path specified to ensure it ends at a field of type Lookup (Asset/Liability).	The field path specified in Asset/Liability Field doesn’t lead to the right type of field; this means the action will not execute successfully. Ensure all Field API Names are spelled correctly, and that the last one in the field path is of type Lookup (Asset/Liability).
Asset/Liability Location is Captured by Active Form Field, yet no field is mapped	Check the Form Field Assignments for one mapped to the Asset/Liability field. If none exists, this issue is flagged.	This Action is expecting a Form Field to be mapped to Asset/Liability, however none are. This means the action won’t be executed by the workflow engine.
Form fields specifying both Entity and Person appear on-screen at the same time	If fields are mapped to both Entity and Person on the Asset/Liability Role object, evaluate their conditional display logic (if there is any). If they appear on-screen at the same time, this issue is flagged.	Only one of the Entity and Person fields can be mapped when creating this record, however fields to populate both are visible on the form at the same time. If both fields are populated by the user, this action won’t be executed by the workflow engine.
Can’t populate Entity and Person on the same record	Check the predefined field values in the Action and the fields mapped to it from the Active Form to see if one is being populated by the Action and the other by a Form Field.	This record is being related to an Entity and a Person at the same time; only one of these fields can be populated. This means the action won’t be executed by the workflow engine.
The field referenced in Entity/Person Field must return either an Entity or Contact record ID	Check the field path specified to ensure it ends at a field of type Lookup (Entity) or Lookup (Contact).	The field path specified in Entity/Person Field doesn’t lead to the right type of field; this means the action will not execute successfully. Ensure all Field API Names are spelled correctly, and that the last one in the field path is of type Lookup (Entity) or Lookup (Contact).
Entity/Person Location is Captured by Active Form Field, yet no field is mapped	Check the Form Field Assignments for one that’s mapped to the Entity or Person field. If none exist, this issue is flagged.	This Action is expecting a Form Field to be mapped to either Entity or Person, however none are. This means the action won’t be executed by the workflow engine.
Trusted Contacts must be People	If the predefined Role associated with the Action is Trusted Contact, then the Entity field cannot be mapped to; only the Person field. If Entity mapping occurs either in the Action Settings or a Form Field, this issue is flagged.	This Action is attempting to create a Trusted Contact, however the Entity field is included in the mapping. This means the action won’t be executed by the workflow engine.
Incompatible field types	Compare the field type specified in the Form Field’s Type field against the field it’s mapped to in the Form Field Assignment’s Map to Action Field field, and ensure they’re compatible (as per the supported field types).	The Action Field that’s mapped to this Form Field has a field type ({Field Type of Action Field}) that’s not compatible with its own ({Form Field Type}. This means it won’t be a part of the record {created/updated} by the Action.
Mismatched picklist values	Compare the options specified in the Form Field’s Picklist Values field against the options available in the picklist it’s been mapped with.	If the picklist isn’t restricted: One or more picklist values specified for this Form Field don’t appear in the Action Field it’s mapped to. Values aren’t strictly enforced, so the record will still save successfully. If the picklist is restricted: One or more picklist values specified for this Form Field don’t appear in the Action Field it’s mapped to. Values are strictly enforced, which means this field won’t be included in the Action.
Multiple mappings for a single field	Check if a field has been referenced more than once. This applies to the Form Fields assigned to the Action and the fields predefined on the Action itself, as there can be overlaps between the two. Scenarios Where there is a Form Field and predefined Action values, the Form Field takes precedence. Where there are multiple Form Fields, the first alphabetically takes precedence.	{Label Name of Target Field} has been mapped multiple times within this Action. Only one field mapping will be used when {creating/ updating} the record. Form Fields take precedence over predefined values, and alphabetical order is used to select a mapping in cases of multiples.
Required fields missing	Check the object’s required fields and ensure that the Action has mappings provided for each one (either directly on the Action record or via Active Form Assignments).	This Action is missing one or more fields required to create an Asset/Liability: {List of missing fields, comma-separated, alphabetical}. These fields need to be mapped for records to be created successfully.
Required fields not marked as required	Required fields in these Actions can be either predefined by the Action or set dynamically by the Active Form. If the Action fields are blank, then the Active Form Fields must be set to required.	This Action has one or more required fields coming from the Active Form, however the Form Fields are not marked as required: {List of missing fields, comma-separated, alphabetical}.

Create a Relationship

Validation	Method	Error Message
Form fields specifying both From Entity and From Contact appear on-screen at the same time	If fields are mapped to both From Entity and From Contact on the Relationship object, evaluate their conditional display logic (if there is any). If they appear on-screen at the same time, this issue is flagged.	Only one of the From Entity and From Contact fields can be mapped when creating this record, however fields to populate both are visible on the form at the same time. If both fields are populated by the user, this action won’t be executed by the workflow engine.
Can’t populate From Entity and From Contact on the same record	Check the predefined field values in the Action and the fields mapped to it from the Active Form to see if one is being populated by the Action and the other by a Form Field.	This record is being related to the From Entity and From Contact fields at the same time; only one of these fields can be populated. This means the action won’t be executed by the workflow engine.
The field referenced in From Field must return either an Entity or Contact record ID	Check the field path specified to ensure it ends at a field of type Lookup (Entity) or Lookup (Contact).	The field path specified in From Field doesn’t lead to the right type of field; this means the action will not execute successfully. Ensure all Field API Names are spelled correctly, and that the last one in the field path is of type Lookup (Entity) or Lookup (Contact).
From Location is Captured by Active Form Field, yet no field is mapped	Check the Form Field Assignments for one that’s mapped to the From Entity or From Contact field. If none exist, this issue is flagged.	This Action is expecting a Form Field to be mapped to either From Entity or From Contact, however none are. This means the action won’t be executed by the workflow engine.
Form fields specifying both To Entity and To Contact appear on-screen at the same time	If fields are mapped to both To Entity and To Contact on the Relationship object, evaluate their conditional display logic (if there is any). If they appear on-screen at the same time, this issue is flagged.	Only one of the To Entity and To Contact fields can be mapped when creating this record, however fields to populate both are visible on the form at the same time. If both fields are populated by the user, this action won’t be executed by the workflow engine.
Can’t populate To Entity and To Contact on the same record	Check the predefined field values in the Action, as well as the fields mapped to it from the Active Form, to see if one is being populated by the Action and the other by a Form Field.	This record is being related to the To Entity and To Contact fields at the same time; only one of these fields can be populated. This means the action won’t be executed by the workflow engine.
The field referenced in To Field must return either an Entity or Contact record ID	Check the field path specified to ensure it ends at a field of type Lookup (Entity) or Lookup (Contact).	The field path specified in To Field doesn’t lead to the right type of field; this means the action will not execute successfully. Ensure all Field API Names are spelled correctly, and that the last one in the field path is of type Lookup (Entity) or Lookup (Contact).
To Location is Captured by Active Form Field, yet no field is mapped	Check the Form Field Assignments for one that’s mapped to the To Entity or To Contact field. If none exist, this issue is flagged.	This Action is expecting a Form Field to be mapped to either To Entity or To Contact, however none are. This means the action won’t be executed by the workflow engine.
Incompatible field types	Compare the field type specified in the Form Field’s Type field against the field it’s mapped to in the Form Field Assignment’s Map to Action Field field, and ensure they’re compatible (as per the supported field types).	The Action Field that’s mapped to this Form Field has a field type ({Field Type of Action Field}) that’s not compatible with its own ({Form Field Type}. This means it won’t be a part of the record {created/updated} by the Action.
Mismatched picklist values	Compare the options specified in the Form Field’s Picklist Values field against the options available in the picklist it’s been mapped with.	If the picklist isn’t restricted: One or more picklist values specified for this Form Field don’t appear in the Action Field it’s mapped to. Values aren’t strictly enforced, so the record will still save successfully. If the picklist is restricted: One or more picklist values specified for this Form Field don’t appear in the Action Field it’s mapped to. Values are strictly enforced, which means this field won’t be included in the Action.
Multiple mappings for a single field	Check if a field has been referenced more than once. This applies to the Form Fields assigned to the Action and the fields predefined on the Action itself, as there can be overlaps between the two. Scenarios Where there is a Form Field and predefined Action values, the Form Field takes precedence. Where there are multiple Form Fields, the first alphabetically takes precedence.	{Label Name of Target Field} has been mapped multiple times within this Action. Only one field mapping will be used when {creating/ updating} the record. Form Fields take precedence over predefined values, and alphabetical order is used to select a mapping in cases of multiples.
Required fields missing	Check the object’s required fields and ensure that the Action has mappings provided for each one (either directly on the Action record or via Active Form Assignments).	This Action is missing one or more fields required to create an Asset/Liability: {List of missing fields, comma-separated, alphabetical}. These fields need to be mapped for records to be created successfully.
Required fields not marked as required	Required fields in these Actions can be either predefined by the Action or set dynamically by the Active Form. If the Action fields are blank, then the Active Form Fields must be set to required.	This Action has one or more required fields coming from the Active Form, however the Form Fields are not marked as required: {List of missing fields, comma-separated, alphabetical}.

Save to Related Record

Validation	Method	Error Message
Incompatible field types	Compare the field type specified in the Form Field’s Type field against the field it’s mapped to in the Form Field Assignment’s Map to Action Field field, and ensure they’re compatible (as per the supported field types).	The Action Field that’s mapped to this Form Field has a field type ({Field Type of Action Field}) that’s not compatible with its own ({Form Field Type}. This means it won’t be a part of the record {created/updated} by the Action.
Mapped field doesn't exist	Checks the Field API Name specified in the Form Field Assignment’s Map to Action Field field against the existing fields in the relevant object, e.g., Event for Create an Event actions.	The Action Field field mapped to this Form Field doesn’t exist; this means it won’t be a part of the {created/updated} record. Confirm the name is spelled correctly, and that the API Name is being used (not the Label).
Mismatched picklist values	Compare the options specified in the Form Field’s Picklist Values field against the options available in the picklist it’s been mapped with.	If the picklist isn’t restricted: One or more picklist values specified for this Form Field don’t appear in the Action Field it’s mapped to. Values aren’t strictly enforced, so the record will still save successfully. If the picklist is restricted: One or more picklist values specified for this Form Field don’t appear in the Action Field it’s mapped to. Values are strictly enforced, which means this field won’t be included in the Action.
Multiple mappings for a single field	Check if a field has been referenced more than once. This applies to the Form Fields assigned to the Action and the fields predefined on the Action itself, as there can be overlaps between the two. Scenarios Where there is a Form Field and predefined Action values, the Form Field takes precedence. Where there are multiple Form Fields, the first alphabetically takes precedence.	{Label Name of Target Field} has been mapped multiple times within this Action. Only one field mapping will be used when {creating/ updating} the record. Form Fields take precedence over predefined values, and alphabetical order is used to select a mapping in cases of multiples.

Checklist Validation Check Scenario

Checklists on process tasks help end users track to-do items on a specific task. Practifi System Administrators can configure Checklists in the Settings app. The following validation check scenario is run on Checklist items:

Validation	Method	Error Message
Criteria Location is not a checkbox field	Evaluate the field type of the Criteria Location specified on automatic checklist items.	The Criteria Location for this checklist item is not a checkbox field. This means it can’t be evaluated by the workflow engine, and will not be included in the checklist.

Workflows for Portals

To ensure portal tasks are configured correctly, the Validation Check component has been enhanced to support additional scenarios. These are detailed in the table below:

Validation	Checked on	Method	Error Message
Multiple portal tasks launching at once	Process Task records where Suppress at Launch is “false”, Portal Task is “true”, and it has one or more related Active Form Fields.	If two or more records meet these criteria within a single Process Type, then this issue is flagged for each one.	Multiple tasks with Active Forms are set to launch when a portal user selects this Process, however only one can be displayed; this will be the Active Form related to the most recently updated Process Task.
Launch task has no Active Form	Process Task records where Suppress at Launch is “false”, Portal Task is “true”, and it has no related Active Form Fields.	If the criteria are true, and there is only the one record where Suppress at Launch is “false” and Portal Task is “true” for a given Process Type, then this issue is flagged.	This task is set to launch when a portal user selects {it}/{this Process}, however it has no Active Form associated with it. The portal user will not be able to complete the task unless a form is provided.