Deleting Existing Data

This article provides a detailed guide for how to set delete existing data as the triggered action.

What is Delete Existing Data?

Deleting Existing Data is to delete existing records from the target form. When the updated data in the triggering form meets the trigger conditions, the existing records in the target form will be deleted according to the conditions.

In order management, the corresponding stock-out record can be deleted through automations when there is a cancelled order.

In device management, the corresponding record can be deleted from the equipment maintenance plan form through automations when there is a new record in the equipment maintenance form.

Demonstration

In order cancellation, set up an automation to delete the corresponding stock-out record when an order is deleted.

How to Set it?

Set the triggering action and click Complete to go to configure the triggered actions.

Step 1 Selecting a Triggered Action

Set the triggered action to Delete Existing Data:

Step 2 Select Target Form

Select the target form to perform the triggered action, where the data will be deleted from:

Note:
The target form can be a form in this app or a cross-app form. One triggered action can only be set to be performed on one target form.

Step 3 Add Condition

Under Add condition, you can set different field values for fields in the target form and only the records that meet the conditions will be deleted.

Note:
You cannot add the following field types in the target form: Divider, Image, Attachment, SubForm, Query Data, Select Data, Signature, Current Node, and Current Approver.

There are three ways to set the field value: Field Value, Custom and Empty.

1. Field Value

a. If you select Field Value in conditions, you can delete the target form’s fields, whose types are the same as those you selected in the triggering form.

b. According to the field types of the selected field in the target form, available field types in the triggering form are:

Target Form Type	Triggering Form Type
Single Line	Single Line, Single Select, Radio, or Serial No.
Multi Line	Multi Line
Number	Number
Single Select	Single Line, Single Select, Radio, or Serial No.
Radio	Single Line, Single Select, Radio, or Serial No.
Checkbox	Checkbox or Multi Select
Multi Select	Checkbox or Multi Select
Date&Time, Created Time, or Updated Time	Date&Time, Created Time, or Updated Time
Serial No.	Single Line, Single Select, Radio, or Serial No.
Member	Member or Created User
Members	Members
Department	Department
Departments	Departments
Workflow Status	Workflow Status

Note:
For the values of the Number fields in the triggering form and the target form, only the values need to be equal.

c. When you select the Date&Time fields in the conditions, the filter condition rules 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:

Target Form Field	Custom Value
Single Line, Multi Line, Radio, Single Select, or Serial No.	Input the text directly.
Checkbox or Multi Select	Input multiple texts and separate values by pressing the enter key.
Number	Input number directly. If ypu put non-number, the value is invalid.
Date&Time	Choose the date or time directly.
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:
1. Each field can only be added in conditions once.
2. When you select Delete Existing Data, a maximum of 100 records can be deleted at a time, or the triggered action will stop.

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