Updating Existing Data

This article provides a detailed guide for how to set Update Exist Data as the triggered action.

What is Update Exist Data?

Updating existing data refers to updating the existing data in the target form when a trigger action meets trigger conditions in the target form.

For personnel management, after the member’s resignation application is approved, the incumbency status 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.

Demonstration

When the member’s resignation application workflow is completed and the approval result is approved, the member will be marked Inactive by setting Automations.

How to Set it?

After setting Configure Trigger, you will automatically go to Do the following.

Step 1 Setting a Triggered Action

Set Do the following and click Update Existing Data.

Step 2 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.

Step 3 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.

Step 4 Adding Updated Fields

Adding updated fields refers that Automations update field 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 attachments.	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, and 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 is set to an Empty value, so the field of the modified target form is empty.

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