When building recipes, sometimes we come upon sets of fields which conceptually are similar, but their actual values don't match up.
For example, if I wish to sync tickets from a ticket management app, (i.e. Zendesk) into a project management app (i.e. Trello), I would want the statuses of the tickets to be maintained across systems. But what if my ticket management app has the statuses: "new, pending, solved, closed" for tickets while my project management app represents projects as only either closed or not closed?
With Workato's lookup tables, you can define which value on system A should be mapped to which value in system B. So if I'm building a recipe that syncs Zendesk tickets to Trello cards as follows:
When creating a card or updating a card in Trello upon new or updated tickets in Zendesk, I want to ensure that the Trello card's "closed" status corresponds to the Zendesk ticket status. Therefore, let's use formula mode for the input field "Closed" in Trello's create card action (or update card action), and select lookup_table.
By default, the following should show up:
But because we have 4 inputs to map from, let's add a couple more key-value pairs manually:
Now, I'll replace the keys on the left-hand-side with the value of my Zendesk statuses (new, pending, solved, or closed), and replace the values on the right-hand-side with true or false, as "Closed" is a boolean field. I'll also put my pillbox into the square brackets on the extreme right [ ]. With this, what we're essentially saying is: take the value of my Zendesk ticket [Status] pill, and, depending on what its actual value (new, pending, solved, closed) is, substitute it out for the right-hand-side value (true or false). We then pass this right-hand-side value into the action.
You can substitute the above into any other scenarios. For example, when syncing the type of employee from your HR management system into your payroll system (i.e. full-time, part-time, contractor), or for syncing the type of customer from your sales/customer management system into your accounting/customer service system (i.e. VIP, levels of priority, SLA type). Whenever there are two sets of conceptually similar values across systems that does not map directly to each other in terms of actual labels/values, lookup tables can come in handy to map them.
Also, if none of the above scenarios exist in the system, we can also input a value (Nil/ any) as well.