Project Sync

Neodeluxe Project Sync is a powerful tool that allows seamless data synchronization between related Filevine projects. Whether you’re managing forms, collections, or documents, any organization applied in a parent project can be reflected in its child, and vice versa, depending on your configuration.

This product replaces and expands the functionality of the legacy Parent Project automation (formerly known as Vinebots), offering more control and flexibility over the automation.

Before you start, ensure you have:

• Access to the Parent Project bot to gather the required setup information.
• A clear understanding of which projects will serve as Parent and Child.
• Project types that include Project List fields (used to define child projects).
• An understanding of how synchronization flows: Updates move from the parent to the child. 

Key Features of Project Sync

• Granular control: Choose specific fields or sections to sync.
• Conditional syncing: Apply rules to determine when syncing occurs. 
• Document link mapping: Automatically link related documents between projects.
• User-friendly interface: Simplifies configuration and setup.
• Scalability: Supports complex, multi-project structures.
• Built-in preview links: Improves document accessibility in child projects.

Steps to Set Up Project Sync: Parent-Child Configuration

Project Sync automates data consistency across projects. Setup involves three main steps:

• Step 1: Gather Information from the existing Parent Project Bot
• Step 2: Configure Project Sync
• Step 3: Assign a Parent Project in the Project Sync

Step 1: Gather Information from the Existing Parent Project Bot

Navigate to the Bots section and open the Parent Project bot. You don’t need to modify anything—just collect the following:

• Parent Form Sections: e.g., 456123Test
• Parent Collection Sections: e.g., 987612Test
• Document Field Mapping: e.g 654352Test
• Field to Watch (Type Must Be Project List field): e.g., {{children.childProjects}}

Step 2: Configure Project Sync

Use the data gathered in Step 1 to set up your sync behavior:

1. In the project, go to the Automations section and select Project Sync.
2. Define Project Sync – WIP

• (Optional) In Show Instructions, select Yes.
• In Active, select Yes to activate the automation.

3. Define the relationship:

• In Relationship defined in, select Parent.
• In Parent Conditions, leave as Unknown.
• In Child Projects Fields, enter the Field to Watch you gathered (e.g., {{children.childProjects}}).

4. Under Data to Copy, use the data gathered from Step 1.

• Forms: Input the Parent Form Section.
• Collections: Input the Parent Collection Section.
• Documents: Input the Document Field Mapping.
• Set Empty Parent Field Behavior to Ignore.

5. Under Process Feedback Settings:

• Post Activity: Select Yes
• Post Activity Errors: Select Yes
• Match Collection Items: Select Yes

6. Click Save.
7. Click Create.
A confirmation summary will appear. This means your sync is ready.

Step 3: Assign a Parent Project in the Project Sync

Now create the live parent-child link between projects.

1. Go to Project Hub and select a project that uses the same project type as your parent project.
2. Click on the Project Type and select the appropriate Parent project..
4. Open the selected project.
5. Go to the Automations section and click Children.
6. Click + Add Project Link, then select the Parent project configured in Step 2.
7. Click Save.

At this point, data synchronization is live between Parent and Child projects. Linked documents will automatically include reference links, and field updates will follow your one-way sync settings.

Project Sync Limitations

• Projects must share the same project type to be linked.
• Only single-level relationships are supported. A child project cannot be assigned to another child project, whether from the parent or child side.