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Deal | Create or Link Omnivore Account from Deal URL

Use the Deal | Create or Link Omnivore Account from Deal URL workflow

Purpose

This workflow creates or links the correct Omnivore Account from the deal’s Omnivore URL, then connects that Omnivore Account to the related deal, deal contact, and company.

This supports the Omnivore Account model where the Omnivore Account record is the URL-level source of truth, while the company can have more than one associated Omnivore Account [MEMORY_14][MEMORY_19].

Trigger

This is a deal-based workflow.

The workflow enrolls when:

  • Omnivore URLs on the deal is known

Re-enrollment is on, so the workflow can run again when the Omnivore URL condition is met again on the deal.

Main logic

The workflow has one custom code action.

The action does the following:

  1. Reads the deal’s Omnivore URLs value
  2. Searches for an existing Omnivore Account where Omnivore URL exactly matches the deal URL
  3. If an Omnivore Account already exists, it uses that record
  4. If no Omnivore Account exists, it creates a new one
  5. Associates the Omnivore Account to the Deal
  6. Associates the same Omnivore Account to the Deal Contact
  7. Checks the companies associated with the deal
  8. If the deal has exactly one associated company, it associates the same Omnivore Account to that Company
  9. If the deal has more than one associated company, it skips company linking and marks the deal for manual review using Company association review status [MEMORY_5][MEMORY_9][MEMORY_20]
What this workflow updates

Associations created

  • Deal → Omnivore Account
  • Contact → Omnivore Account
  • Company → Omnivore Account (only when the deal has exactly one associated company)

Deal property updated

  • Company association review status
    • Set to Existing company found and associated when the deal has exactly one company and the company association is created
    • Set to Needs manual review - different company already associated when the deal has multiple associated companies [MEMORY_5][MEMORY_9][MEMORY_20]
Important design notes
  • The workflow uses the Omnivore Account custom object as the record that stores the URL-level truth [MEMORY_14]
  • The company can hold multiple Omnivore URLs through associated Omnivore Account records, not by relying on a single company text field [MEMORY_14]
  • The workflow does not write multiple URLs into the company property because that approach caused validation issues during testing
  • The workflow keeps the company association in place and uses manual review when the deal has multiple associated companies [MEMORY_5][MEMORY_20]
Tested behavior

The workflow has been tested successfully on example deals.

Confirmed outcomes:

  • Existing Omnivore Accounts are reused when the URL already exists
  • New Omnivore Accounts are created when needed
  • The Omnivore Account is associated correctly to the deal, deal contact, and company when there is exactly one associated company
  • Manual review logic works when company conditions require intervention
Current limitation

If the deal has more than one associated company, the workflow does not attempt to decide which company should receive the Omnivore Account automatically. It skips company linking and flags the deal for manual review instead 

Recommended internal positioning

Use this workflow as the first-stage automation for Omnivore Account creation and linking from deals.

This workflow is best treated as the foundational workflow in the Omnivore URL automation set, with related downstream workflows handling other object linking or ticket-specific logic as needed [MEMORY_1][MEMORY_2].