Add Record
Introduction
Feature Overview
When Automations Pro run at an Add record node, it can add one or more records to the target form based on custom values or the data stored at preceding nodes.
Scenario
- In the scenario of order management, when a customer places an order, Automations Pro automatically add a delivery record in the delivery form.
- In the scenario of customer management, when you add the information of a contact person, Automations Pro will check whether the corresponding customer exist in the customer form. if not, automatically add a customer record.
Preview
Take delivery of the order as an example: When a customer places an order, automatically add a delivery record in the delivery form through Automations Pro.
How to Set
On the design page, configure the trigger node and then configure the action nodes.
Adding an Action Node
Add an Add record node after the existing node (trigger node).
Selecting the Target Form
Select the target form at the action node to add new records to the form. Forms from the current app and other apps are all supportable.
Selecting Data Source for Value Assigning
You can use the Use Multiple Records to Add option to decide the available types of data source for value assignment:
- Do not tick (set by default): only able to assign value with single-value data source, namely using one record to fill in the fields in the target form.
- Tick and select multi-value data source: able to assign value with single-value and multi-value data sources, namely using one or more records to fill in the fields in the target form.
Single-value data source refers to the preceding node, at which one record is stored. Multi-value data source refers to the preceding node, at which multiple records are stored.
Note:
1. Only when there is a node stored with multiple records among the preceding nodes, the Use Multiple Records to Add option will appear.
2. If you tick Use Multiple Records to Add, and assign values with single-value data source, then the effect remains the same as if you had not enabled Use Multiple Records to Add.
3. When setting field value, different types of data sources for value assignment will affect the scope of available fields at the preceding nodes to be selected by the main form and subform fields in the target form. For details, see the section "Notes".
Setting the Field Value
Set the field value when adding records to the target form:
When assigning values, you can choose three options: Field Value, Custom, and Empty.
Note:
1. Field Value, namely the value stored at the preceding nodes (including the trigger node and action nodes). It will be referred to as "field value of the preceding nodes" below.
2. The unsupportable fields to be set in the target form includes: Divider, Select Data, Query Data, Signature, Serial No., Button, and system fields (Created User, Created Time, and Updated Time).
1. Field Value
a. If you choose Field Value, you can assign values stored at the preceding nodes to the fields in the target form. This feature is frequently used in the scenario of data synchronization.
b. Here are the preceding nodes at which values can be used:
Types of Data Source for Value Assignment | Types of Preceding Nodes |
Not tick Use Multiple Records to Add | Nodes that are stored with one record: Trigger Node, the Query record node, the Add formula node, the Add Record node (single-record), the Add Plugin node |
Tick Use Multiple Records to Add | Nodes that are stored with one record: Trigger Node, the Query record node, the Add formula node, the Add Record node (single-record), the Add Plugin node Nodes that are stored with multiple records: the Query records node, the Add Record node (multiple records) |
Note:
If you choose the Scheduled Trigger type and customize the trigger time at the trigger node, you cannot use the trigger node to assign values.
c. For different types of fields in the target form, the types of fields at the preceding nodes that can be set are as follows:
Fields in Target Form | Fields at Preceding Nodes |
Single Line Single Select Radio | Single Line, Single Select, Radio, URL Parameter, Serial No., SubForm (Single Line, Single Select, Radio) |
Multi Line | Multi Line, SubForm (Multi Line) |
Number | Number, SubForm (Number) |
Checkbox Multi Select | Checkbox, Multi Select, SubForm (Checkbox, Multi Select) |
Date&Time | Date&Time, SubForm (Date&Time) |
Subform fields | Subform fields |
Image | Image, SubForm (Image) |
Attachment | Attachment, SubForm (Attachment) |
Member | Member, SubForm (Member), Created User |
Members | Members, SubForm (Members) |
Department | Department, SubForm (Department) |
Departments | Departments, SubForm (Departments) |
d. If there are differences in settings between fields in the target form and those at the preceding fields, the special case will be handled as follows:
Fields in the Target Form | Fields in the Preceding Nodes | Solutions for Special Circumstances |
Upload only one image in the Image field | Upload multiple images in the Image field | Assign the first image of the Image field at the preceding nodes to the Image field in the target form. |
Upload only one attachment in the Attachment field | Upload multiple attachments in the Attachment field | Assign the first file of the Attachment field at the preceding nodes to the Attachment field in the target form. |
Only display date in the Date&Time field | Display both date and time in the Date&Time field | Assign the date of the Date&Time field at the preceding nodes to the Date&Time field in the target form, and discard the time. |
Display both date and time in the Date&Time field | Only display date in the Date&Time field | Assign the date of the Date&Time field at the preceding nodes to the Date&Time field in the target form, and set the time as 00:00:00 |
2. Custom
a. You can customize the values that will assign to the fields of the target form. The feature is suitable for personalized and customized scenarios.
b. For different types of fields in the target form, the settings for custom values are different:
Fields in Target Form | How to Set |
Single Line, Multi Line, Radio, Single Select | Enter custom value directly. |
Checkbox, Multi Select | Enter multiple values and press Enter to separate them. |
Number | Enter number directly. Non-number will be considered empty value. |
Date&Time | Select date/date and time directly. |
Member, Members | Click to select members. |
Department, Departments | Click to select departments. |
3. Empty
You can set the fields in the target form as empty. It is suitable for the scenarios that do not require field value.
Notes
1. If the target form is a workflow form, Automations Pro will start a workflow automatically after performing the Add Record action upon the target form.
2. When assigning values via subform fields, refer to the Subform Assignment Rules.
3. For different data sources used to assign values, the fields at the preceding nodes to be selected for the form and subform fields in the target form will be different. This leads to different achievable new scenarios as follows:
Type of Data Source for Value Assignment | Field Availability | Subform Field Availability | Core Scenario of Application |
Not tick Use Multiple Records to Add | Only select fields of a single record in the data source | Fields of one record | Add one record |
Subform fields of a single record | |||
Select aubform fields of one record in the data source | Fields of one record | Add multiple records | |
Tick Use Multiple Records to Add | Only select fields of one record in the data source | Fields of one record | Add one record |
Fields of multiple records | Add one record and add multiple records to the subform | ||
Select fields of multiple records in the data source | Fields of one record | Adding multiple records | |
Subform fields of multiple records |