Familiarizing with the Activations UI (Edge)

When you click Activate in the Navigation Bar, the Activations List View is displayed by default. This page displays the Activations created by you or your team. You can search and filter Activations, view their status and latest run, and open an Activation in the Detailed View to view its configuration and run history.

The following sections highlight the main elements of the Activations List View and the Detailed View:

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Activations List View

Refer to the image and descriptions below to familiarize yourself with the components of the Activations List View.

The following table describes each of these components:

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Activations Detailed View

Click anywhere in an Activation Summary row to open it in the Detailed View. The Detailed View provides the Activation’s configuration and information about its sync runs. The following image highlights the main components displayed and the actions you can perform on the page:

The following table describes each of these components:

Sync Config Tab

The Sync Config tab displays the configuration of the Activation. It contains the following sections, in order:

• Latest Run: The summary of the most recent run. Read Latest Run Panel to check the outcome of the run and its record counts.

• Sync Behavior: The behavior selected for the Activation, followed by a description of what it does.

• Dataset Query: The query that defines the data the Activation sends. For a Table dataset, Hevo builds this query from the database, schema, and table you selected. The query belongs to the dataset, not to the Activation, so it is displayed here for reference only and cannot be changed on this tab.

  Note: A dataset can be used by more than one Activation, so a change to it applies to every Activation that uses it.

  

  Click Open Dataset to open the dataset in its Detailed View, where you can change its definition. Read Modifying a Dataset for detailed steps to change a dataset and what the change affects.

• Mapping: The summary of the field mapping, in the following columns:

  

  Column	Description
  Source Column	The column returned by the dataset.
  Target Field	The field in the Target object that receives the values from that column.
  Status	Indicates whether the column is mapped or skipped. Mapped means the column is sent, and Skipped means it is not sent.

Latest Run Panel

The Latest Run panel appears at the top of the Sync Config tab and summarizes the most recent run of the Activation.

It displays the run type, either Incremental or Resync, the run status, and the following values:

If the run failed, the panel also displays the reason reported by the Source or the Target application. The panel also provides the following options:

• View Diagnostics: Opens the Run Diagnostics dialog, which reports the step at which a run failed and the reason for the failure.

• View All Runs: Opens the Sync History tab, which lists every run of the Activation and not only the most recent one.

Sync History Tab

The Sync History tab lists the runs of the Activation with the most recent run at the top.

It displays the following columns:

You can refine the list using the following filters:

• Status: The outcome of the run.

• Run Type: The type of the run, either Incremental or Resync.

• Started At: The date range within which the run began.

Run Statuses

A run reports its outcome after processing the dataset. The status describes whether the run is still processing, completed, or encountered an error. The status you see is derived from whether the run is complete and what the record counts are:

A run cannot be canceled once it has started. To stop future runs, disable the Activation. Read Disabling an Activation for the steps.

Run Types

Every run is one of two types:

• Incremental: The run sends only the rows that changed since the last successful run, which keeps each run small and avoids rewriting records that have not changed. The first run has no previous run to compare against, so it sends every row that the dataset returns, and is considered incremental. Scheduled runs and the runs you trigger with the Run Now action are incremental.

• Resync: The run sends every row returned by the dataset, regardless of whether it changed since the previous run. Use a resync when you need to send the complete dataset again. A resync runs only when you trigger it. Read Resyncing an Activation for the steps and for when it is useful.

Run Diagnostics

Run Diagnostics helps you determine why a run failed. A run can fail before it sends any records. The Sync History tab displays the Failed status for such a run. The Run Diagnostics dialog reports the reason for the failure, so that you know what to correct before the Activation runs again. To open the dialog, click the Sync History tab, and then click View in the Diagnostics column of the run you want to investigate.

For the most recent run, you can also click View Diagnostics in the Latest Run panel. The dialog lists one entry for every failure recorded during the run. Each entry displays the step at which the run failed, the type of error, where the error came from, and the reason for it.

Refer to the following table to interpret what the dialog displays:

Failed Records

The Failed column in the Sync History tab displays the number of records that were not written during a run, either because the application rejected them or because Activate could not send them. The value is a link when the count is greater than zero. Click the value to open the Failed Records dialog, which lists the reasons those records failed.

You can also open the dialog by clicking the Records Failed value in the Latest Run panel. Click Download CSV to export the list of errors, so that you can correct the underlying data in your Source and let the next run send it again.

The dialog groups the failures by error. Each entry displays:

• The error code that identifies the failure.

• The number of records affected by that error.

• A description of what went wrong.

• A sample of one affected record, where one is available, so that you can see the kind of data that triggered the error.

You must consider the following about the errors reported for a run:

• If a run produces more than 500 distinct errors, the dialog and the report show the first 500.

• The descriptions are available for 30 days after the run. After that, the error codes and the record counts remain, but the descriptions are no longer shown.

Following are some of the common reasons for a record to fail:

• The application rejected the record: A required field in the application is not mapped, or a value does not match the type of the field it is written into.

• The application’s rate limits are exceeded: The API rate limits of the application are reached during the run.

• The sync key is invalid or duplicated: Two or more rows share the same sync key value, so Activate reports them as failed before sending anything to the application.

Skipped Records

A skipped record is a row that Activate read from your dataset but did not send, because the sync behavior determined that no action was required. A skipped record is not an error.

Following are some of the common reasons for a record to be skipped:

• No matching record to update: An Activation that uses Update Only updates records that already exist in HubSpot and does not create new ones. For example, if your dataset returns abc@example.com, which already exists in HubSpot, and xyz@example.com, which does not, Activate updates the first contact and skips the second row.

• No matching record to delete: An Activation that uses Delete Only deletes records that match the rows in your dataset. For example, if your dataset returns xyz@example.com but HubSpot has no contact with that email address, there is nothing to delete, so Activate skips the row.

• Sync key does not match: Activate uses the sync key to find a matching record. The value in the dataset and the Target must be the same. For example, if you use a customer ID as the sync key but HubSpot contacts do not have that ID, Activate cannot find a match. With Update Only, those rows are skipped because no existing records are found.

• Sync key value is missing: Activate cannot find a matching record when a row has no sync key value. For example, if the email address is the sync key and a row has no email address, Activate skips that row. This applies to all sync behaviors except Insert Only, which creates records without matching them first.

The reason for a skipped record depends on the selected sync behavior and the state of the record in the Target application. If a high number of records are skipped unexpectedly, review the dataset, sync key, and sync behavior configuration. Read Select the Target for what each behavior does, and Map Fields for how a row is matched to a record.

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