Mapping USER data fields from your CRM in Workflows

Project Data Fields with a User type can now be set dynamically from the CRM record that triggers your workflow, instead of only being set to one fixed person. Use this to automatically assign the right internal user — like a CSM or Account Executive — from the deal or record owner in Salesforce or HubSpot.

Where to find it

1. Go to Workflows, open the workflow you want to edit (or create a new one), and go to the Project Data Fields step of the builder.

2. Find (or add) a data field with type User.

Setting a USER field to map from the trigger object

1. On the User-type field, set the source to From trigger object.

2. In the Select field from trigger object dropdown, choose the CRM field you want to map from. This can be:

• A lookup/reference field, such as Opportunity.Owner, or

• A text field that already contains an email address.

3. If you selected a lookup field, a second dropdown appears — User email field. Use it to choose which field on the related record holds the email address (for example, User.Email). OnRamp automatically pre-selects this field when it can detect an obvious match; if it can’t, you’ll see a prompt to pick one from the list.

4. Save the step as usual.

If you instead selected a plain text field that already holds an email address, no second dropdown is needed — that value is used directly.

How the match works

When the workflow runs:

• OnRamp reads the email value from your mapped field (resolving the lookup first, if applicable).

• It looks for an active OnRamp user with that exact email address.

• If a match is found, that user is set on the project’s User field, and the workflow’s execution log records the match.

• If no matching active user is found, the field is left blank on the created project, and the execution log notes why — the workflow still completes and the project is still created.

Using a fixed user instead

If you’d rather always assign the same person regardless of the trigger record, set the field’s source to Fixed and pick the user directly — this works exactly as it does for any other field type.

Notes

• This dynamic mapping is available for Project Data Fields. Account Data Fields with a User type currently support Fixed mapping only.

• Matching is by email address only — make sure the email on your CRM record matches the email on the OnRamp user’s account for the mapping to resolve.