Updating Existing Data
Introduction
Functions
Updating existing data refers to updating the existing data in the target form, when a trigger action meets trigger conditions in the target form.
Application Scenarios
For personnel management, after the member’s resignation application is approved, the incumbency status will be updated by an automation.
For device management, after the data of the equipment maintenance order is modified, the equipment maintenance status in the device file will be updated by an automation.
For an invoice, when the returned workflow is completed, the inbound status in the product inbound form will be updated by an automation.
Preview
When the member’s resignation application workflow is completed and the approval result is approved, the member will be marked Inactive by setting Automations.
Setting Procedure
After setting Configure Trigger, you will automatically go to Do the following.
Setting a Triggered Action
Set Do the following and click Update Existing Data.
Selecting a Target Form
Select a target form where you need to update form data.
Note: The target form can be the form from this app or from a cross-app. One triggered action can only match one target form.
Adding Filter Conditions
Filter conditions mean that different field values are set in the target form and only the data that meets filter conditions can be updated.
Note: The following fields in the target form cannot be filtered: Divider, Image, Attachment, RelatedQuery, RelatedData, Signature, Current Node, and Current Approver.
Field values can be set to the following three types: Field Value, Custom, and Empty.
1. Field value
a. Set the target form field of the filter condition as Field Value, which can match the value of the trigger form field according to the field type of the target form field.
b. For different target form fields, the types of trigger form fields that can be set are as follows:
Target Form Type | Triggering Form Type |
Single Line | Single Line, Single Select, Radio, Serial No., or SubForm (Single Line, Single Select, Radio) |
Multi Line | Multi Line or SubFom (Multi Line) |
Number | Number or SubForm (Number) (It requires equal actual values are equal and does not need to match decimal places.) |
Single Select | Single Line, Single Select, Radio, Serial No., or SubForm (Single Line, Single Select, Radio) |
Radio | Single Line, Single Select, Radio, Serial No., or SubForm (Single Line, Single Select, Radio) |
Checkbox | Checkbox, Multi Select, or SubForm (Checkbox, Multi Select) |
Multi Select | Checkbox, Multi Select, or SubForm (Checkbox, Multi Select) |
Date&Time/Created Time/Updated Time | Date&Time, SUbForm (Date&Time), Created Time, or Updated Time |
Serial No. | Single Line, Single Select, Radio, Serial No., or SubForm (Single Line, Single Select, Radio) |
SubField | Main Field or SubField |
Member | Member, SubForm (Member), Created User |
Members | Members, SubForm (Members) |
Department | Department, SubForm (Department) |
Departments | Departments, SubForm (Departments) |
Workflow Status | Workflow Status |
c. When a Data&Time field is set as the filter condition, according to different display types, the corresponding rules that meet the filter condition are as follows:
Target Form Field/Triggering Form Field | YYYY-MM | YYYY-MM-DD | YYYY-MM-DD HH:MM | YYYY-MM-DD HH:MM:SS |
YYYY-MM | Same | Same in YYYY-MM | Same in YYYY-MM | Same in YYYY-MM |
YYYY-MM-DD | Same in YYYY-MM | Same | Same in YYYY-MM-DD | Same in YYYY-MM-DD |
YYYY-MM-DD HH:MM | Same in YYYY-MM | Same in YYYY-MM-DD | Same | Same in YYYY-MM-DD HH:MM |
YYYY-MM-DD HH:MM:SS | Same in YYYY-MM | Same in YYYY-MM-DD | Same in YYYY-MM-DD HH:MM | Same |
2. Custom
a. If you select Custom, you can customize the field value.
b. According to the target field type, set the triggered field value in the following ways:
Field in the Target Form | Custom Value |
Single Line, Multi Line, Radio, Single Select, or Serial No. | Directly input the text. |
Checkbox or Multi Select | Input multiple texts and separate values by pressing the enter key. |
Number | Input number directly. If you input non-number, the value is invalid. |
Date&Time | Directly select the date or time. |
Member or Members | Click to select members. |
Department or Departments | Click to select departments. |
3. Empty
If you select Empty, the triggered field value will be empty.
Note: Each field can only be added as a filter condition once. A maximum of 200 records can meet the filter condition, or the triggered action will stop.
Adding Updated Fields
Adding updated fields refers that Automations updates fields values that meet filter conditions in the target form.
Updated fields can be set to three types: Field Value, Custom, and Empty.
1. Field value assignment
a. Set the target form field as the trigger form field value, which can match the value of the trigger form field according to the field type of the target form field.
b. For different target form fields, the types of trigger form fields that can be set are as follows:
Target Form fields | Field Value |
Single Line | Single Line, Single Select, Radio, or Advanced Fields |
Multi Line | Multi Line |
Number | Number |
Single Select | Single Line, Single Select, Radio, or Advanced Fields |
Radio | Single Line, Single Select, Radio, or Advanced Fields |
Checkbox | Checkbox or Multi Select |
Multi Select | Checkbox or Multi Select |
Date&Time/Created Time/Updated Time | Date&Time, Created Time, or Updated Time |
SubField | Main Field or SubField |
Image | Image |
Attachment | Attachment |
Member | Member or Created User |
Members | Members |
Department | Department |
Departments | Departments |
Note: if you need to update subform fields in the target form, you must add the subform fields in the filter condition.
c. It will be treated as a special case when there are the following differences between settings of the target form field and the trigger form field:
Field in the Target Form | Field in the Triggering Form | Approach |
The image field only can upload one image. | The image field can upload multiple images. | Assign the first image in the image field of the trigger form to the image field of the target form. |
The attachment field only can upload one attachment. | The attachment field can upload multiple attachment. | Assign the first attachment in the attachment field of the trigger form to the attachment field of the target form. |
The Date&Time field only shows the date. | The Date&Time field only shows the date and time. | Assign the date in the Date&Time field of the trigger form to the Date&Time field of the target form, discard the time. |
The Date&Time field only shows the date and time. | The Date&Time field only shows the date. | Assign the date in the Date&Time field of the trigger form to the Date&Time field of the target form, with the time set to 00:00:00. |
2. Custom
a. Target form updated fields are set to Custom.
b. When updated fields are set to Custom in the target form, the different field setting methods are as follows:
Field Value | Setting |
Single Line, Multi Line, Radio, or Single Select | Directly input the text. |
Checkbox or Multi Select | Input multiple texts and separate values by pressing the enter key. |
Number | Input number directly. If you input non-number, the value is invalid. |
Date&Time | Directly select the date or time. |
Image | Select the image to upload. |
Attachment | Select the attachment to upload. |
Member or Members | Click to select members. |
Department or Departments | Click to select departments. |
3. Empty
The target form updated field sets to an Empty value, so the field of the modified target form is empty.