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Edit Client Task

Overview

The Edit Client Task changes an existing client: its company name, status, responsible manager and custom field values. The client is named by its id — usually an output of an earlier task such as Match to Client or a CRM Trigger.

These are the changes a person makes on the Clients page — see Edit clients.

When to use this task:

  • Update a client from a form submission
  • Move a client to another status
  • Assign a responsible manager
  • Keep custom field values current

Key Features:

  • Company name
  • Client status and responsible manager
  • Any custom field, set by its value or its option's label
  • Values take {{variables}} from earlier tasks
  • Changes are logged and run your field-change workflows, as a change made by hand does

The Edit a Client task opened to its settings: the client to edit, and one field to change, Client Status set to Paid

Quick Start

Builder fields

The Field column is the label as it appears in the task builder; Key is the name the value is stored under and referenced by.

Field Key Type Default Notes
Client Fields _rows client-edit-rows –
  1. Add the Edit Client task to the workflow
  2. Set Client ID, usually {{task_15001_match_client_id}}
  3. Add a row for each field to change, and its new value
  4. Save and test

Simple Example:

Client ID:      {{task_15001_match_client_id}}
Client Status:  Customer
Source:         {{task_55001_utm_source}}

Choosing the client

The task edits one client, by its id. Map it from the task that found or created the client:

  • Match to Client: {{task_15001_match_client_id}}
  • New Client: the id it outputs
  • CRM Trigger: the client the event happened to

The run fails — and the tasks after it do not run — when the client id is missing, is not a number, names no client in your account, or names a deleted client.

Fields you can change

Field What it takes
Company name Text
Client status A status of your account — see Client statuses
Responsible manager A user of your account; one who may not manage clients falls back as the CRM does
Custom fields A value for the field's type — a dropdown takes one of its options (by label), a date a date. See Field types

Client field values longer than 200 characters are cut to 200; custom field values to 700.

How values are applied

  • A value equal to what the client already holds is not a change. Nothing is written, logged or announced, and field-change workflows do not run for it. A date in another format, or an option's label for the option already stored, counts as the same value.
  • An empty value empties the field. So does a {{variable}} that resolves to nothing.
  • A {{variable}} that does not resolve at all — the task it names did not run, or has no such output — leaves the field as it is, and the field is listed in left_unchanged.
  • A custom field value that cannot be stored — an option the dropdown does not have, a date that cannot be read — is stored empty and listed in values_not_set.
  • Client status must resolve to a status: an empty or non-numeric value fails the run.

The Custom Fields section of a client panel, with a count of 15, the pencil, Hide Empty, a search box and Add Field. The first fields are Property Type: Single-family home, Service Area: North Shore, Lead Source: Website Form, Maintenance Plan: None, Water Heater Age (yrs): 11 and Next Service Due: 2026-11-03

Custom fields are defined per tenant on the client record itself — the pencil edits the set, Add Field creates one.

Outputs

Field Type Example Notes
edited boolean true Whether anything changed. false when every value already matched.
run_text string Successfully updated client. Or Nothing was edited (no changes).; on failure, the reason.
left_unchanged list ["client_field_id_3272"] Only when present: fields whose {{variable}} did not resolve, so they were left as they were.
values_not_set list [{"field_id": 3272, "field_label": "CRM Status", "value": "Gold"}] Only when present: custom field values that could not be stored.

To use the updated values, read them back

The task does not return the client it changed. Follow it with a Match to Client task on the same client if a later task needs the client's current field values.

Real-World Examples

Update a client from a form submission

Form Submission
  └─ Match to Client   contact_email from the form
      └─ Edit Client   update the custom fields

Record a status change

Webhook In
  └─ Match to Client   o_client_id from the payload
      └─ Edit Client   set the status

Mark someone as opted out

Text Message Received
  └─ If Statement            message Exactly matches "STOP"
      └─ Match to Client     contact_cell_number: {{task_62001_from_number}}
          └─ Edit Client     set the opted-out field

Best Practices

  1. Find the client first — use Match to Client and map its client id
  2. Leave out fields you don't want to change — only the rows you add are touched
  3. Watch for loops — an Edit Client that changes a field a CRM Trigger watches runs that trigger's workflow; don't let that workflow edit the same field back

Troubleshooting

Invalid client_id supplied

The client id is empty, not a number, not a client of your account, or a deleted client. Check the task it is mapped from ran and found a client.

Fields Not Updating

  1. Same value — a value equal to the stored one is not a change (edited is false)
  2. Unresolved variable — the field is listed in left_unchanged; check the task it reads from ran
  3. Unknown option — the value is listed in values_not_set; use one of the dropdown's options

Circular Trigger Loops

An Edit Client triggers CRM Triggers watching the fields it changes, which can run a workflow that edits the client again. Make sure a workflow does not change the field that started it.

Frequently Asked Questions

Can I update several clients at once?

Not in one task. Use a Loop and an Edit Client inside it.

What if I don't know the client id?

Use Match to Client first and map its match_client_id.

How do I clear a field value?

Add the field with an empty value.

Should I use Edit Client or New Client?

Edit Client changes a client that exists; New Client creates one. Match to Client first, then Edit Client on the true branch of an If and New Client on the false branch, avoids duplicates.

How do I update custom fields that don't exist yet?

Create the custom field in the CRM first, then add it to the task.