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Introduction to TrackVia Integrations Powered by Workato

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Overview

TrackVia Integrations, powered by Workato, allows organizations to connect TrackVia with external systems using a low-code, drag-and-drop integration platform.

With Workato, you can automate business processes and synchronize data between TrackVia and thousands of other systems without writing custom integration code.

Common integration scenarios include:

  • Syncing TrackVia records with Salesforce
  • Creating documents with Formstack
  • Sending TrackVia notifications to Slack
  • Creating Outlook calendar events from TrackVia workflows
  • Updating Google Sheets automatically from TrackVia data
  • Integrating with ERP, HRIS, and accounting platforms

This article introduces the core concepts of the integrations platform and explains how integrations are structured within Workato.

Accessing the Integrations Platform

Requirements

To access TrackVia Integrations:

  • You must be a TrackVia Super Admin
  • The Integrations feature must be enabled for your account

If the feature is not enabled, contact your Account Manager or Customer Success Manager.

How to Access Workato from TrackVia

  1. Log into TrackVia
  2. Open the profile menu in the upper-right corner
  3. Select the "Integrations" option from the menu drop down list
  4. Click Take me to TrackVia Integrations

A new browser tab will open and automatically sign you into the integrations platform, and the menu options will appear on the upper lefthand side of the screen. Hover over the options to expand them.

Core Integration Concepts

Before building integrations, it is important to understand the foundational concepts used throughout Workato.

The primary concepts include:

  • Connectors
  • Connections
  • Recipes
  • Triggers
  • Actions
  • Jobs
  • Recipe Versions

Each concept plays a specific role in how integrations are configured and executed.

What Is a Connector?

A Connector allows Workato to communicate with a specific application or system.

Each external system requires its own Connector.

Examples include:

  • TrackVia
  • Salesforce
  • Slack
  • Google Sheets
  • Microsoft Outlook

Connectors define:

  • Authentication methods
  • Available Triggers
  • Available Actions
  • Data operations supported by the system

Example

If you want to create a Salesforce record whenever a TrackVia record is created, you would use the TrackVia Connector and the Salesforce Connector. If you also wanted to send a Slack message, you would additionally use the Slack Connector.

Available Connectors

Workato provides thousands of prebuilt Connectors. To browse available Connectors, open the Community Library 

and use the search bar to locate a Connector.

What If a Connector Does Not Exist?

If a prebuilt Connector is unavailable, integrations may still be possible using HTTP APIs, SQL connections, SFTP connections, or Connector SDKs. Most modern systems with REST APIs can be integrated through Workato.

What Is a Connection?

A Connection is the authentication relationship between Workato and another system. Before a Connector can be used, Workato must first authenticate into that system.

Examples include:

  • Logging into TrackVia
  • Using an API Key and Auth Token
  • Signing into Google
  • Authenticating into Salesforce

Connections securely store credentials and permissions needed to execute integrations.

Creating Connections

Steps

  1. Open a project
  2. Click the "Create" menu in the upper-right corner
  3. Select Connection from the drop down list
  4. Search for the application using the "Search for an app" search bar
  5. Select the Connector
  6. Authenticate into the system

Once connected, the Connection becomes available for use within Recipes.

Note: Authentication steps vary by Connector. Some Connectors use OAuth (such as Google or Salesforce), while others use API keys or username and password credentials. Follow the prompts provided by each Connector during setup. For more details, see Workato: Best Practices for TrackVia Connections.

What Is a Recipe?

A Recipe is the automation workflow that defines how systems interact. Recipes consist of one Trigger and one or more Actions.

Triggers

A Trigger defines when the Recipe runs.

Examples include:

  • A new TrackVia record is added to a view
  • A Salesforce opportunity is updated
  • A spreadsheet row changes
  • A scheduled time occurs

Each Recipe has exactly one Trigger.

Actions

Actions define what the Recipe does after it is triggered.

Examples include:

  • Create a TrackVia record
  • Update a Salesforce opportunity
  • Send a Slack message
  • Add a Google Sheets row
  • Create an Outlook calendar event

Recipes may contain multiple Actions.

Example Recipe Flow

Trigger: New record added to a view in TrackVia

Actions:

  • Add row to Google Sheets
  • Send Slack notification
  • Create Salesforce record

⚠ Important: Record IDs

When updating TrackVia records through Workato, always use the internal primary key (the ID field), NOT the visible Record ID field. These are two different values. Using the wrong field will cause updates to fail or target the wrong record.

Building Recipes

Creating a Recipe

  1. Open a project
  2. Click Create in the upper right corner of the screen
  3. Select "Recipe" from the drop down list of options
  4. Name the Recipe
  5. Select the Trigger type
  6. Configure the Trigger
  7. Add Actions
  8. Save the Recipe

Using TrackVia as a Trigger

The TrackVia Connector supports Triggers such as New Record, Updated Record, and Deleted Record. These Triggers monitor a selected TrackVia view.

Example: Trigger when a new product is added to a view, then add the product to Google Sheets.

Using TrackVia as an Action

TrackVia can also act as the destination system within Recipes. Common TrackVia Actions include:

  • Create Record
  • Update Record
  • Delete Record
  • Create User
  • Get all view records

What Are Jobs?

A Job is a single execution instance of a Recipe. Each time a Recipe runs, a Job is created.

Job History

Workato stores historical Job information for troubleshooting and monitoring. Job details include:

  • Execution time
  • Success or failure status
  • Runtime duration
  • Trigger data
  • Action outputs
  • Error messages

Repeat Failed Jobs

If a Job fails, diagnose the issue, apply the fix, then repeat the failed Job. Repeat allows integrations to recover without losing transactions.

⚠ Note: If you attempt to repeat a failed Job but the triggering record is no longer included in the triggering view, the repeat will not work.

Task Limits

Workato Recipes are subject to task limits based on your plan. When a Recipe reaches its task limit, it will stop processing new Jobs until the limit is reset or the plan is upgraded. If your Recipes stop running unexpectedly, check whether a task limit has been reached. See How to Restart Workato Recipes After Reaching the Task Limit for recovery steps.

Recipe Versioning

Recipes maintain version history automatically. Whenever a Recipe is modified, a new version is created and previous versions remain accessible.

Benefits of Versioning

Versioning allows teams to:

  • Audit Recipe changes
  • Restore prior configurations
  • Troubleshoot regressions
  • Safely test updates

Restoring Previous Versions

To restore a prior Recipe version:

  1. Stop the Recipe
  2. Open the Versions tab
  3. Select the desired version
  4. Click Restore This Version
  5. Restart the Recipe

Best Practices for TrackVia Views

Avoid using default views for integrations whenever possible. Default views often include unnecessary fields and can negatively impact performance.

Instead:

  • Create integration-specific views
  • Include only required fields
  • Optimize filters and sorting

This improves Recipe speed and reliability.

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