Update Record - Jodoo

Introduction

Feature Overview

At the Update Record node, Automations Pro updates the existing data retrieved at the node or selected from the target form.

If there is no corresponding record selected or retrieved, Automations Pro will add a record to the target form.

Note:

Before this, learn about the Update Record node at the Guide on Using Update Record.

Scenario

Scenario Name	Problem Statement	Solution on Jodoo
Order & Inventory Management	How to synchronize the inventory status of products across multiple forms after they are purchased and returned to the warehouse?	Set an Automations Pro to be triggered when a submitted return request is approved. It will automatically update status of goods in the Inventory form.
Equipment Management	How to synchronize the status of equipment across multiple forms after the maintenance is finished?	Set an Automations Pro to be triggered when a maintenance record is updated. It will automatically update the equipment maintenance status in the Equipment Info form.
Enrollment Management	How to synchronize the enrollment status of a student across multiple forms after they get enrolled?	Set an Automations Pro to be triggered when a student is marked “Enrolled” in the New Student Registration form. The status will be synchronized to the Enrollment Status form. If there is no enrollment record of that student, a new record will be added.

Preview

In the enrollment management scenario, when a student is marked “Enrolled” in the New Student Registration form, Automations Pro will synchronize the status to the Enrollment Status form. If there is no record of that student in the Enrollment Status form, a new record will be added.

1. If the student’s information has been recorded in the Enrollment Status form, Automations Pro updates the record.

2. If not, add a record.

Setting Automations Pro

To create an automation,

1. Click Extension > Automations > New Automation.

2. Rename the automation.

3. Choose the trigger type, Form Trigger, and choose the New Student Registration form from the drop-down list as the triggering form.

Adding the Update Record Node

Add an Update Record node under existing node(s).

Selecting What to Update

At the Update Record node, choose the records to update:

Update Record in the form, if the preceding node collects no record and you have to select some from the form;
Update Record at the node, if there are records retrieved at the preceding node.

Note:

The record updating includes: 1. Retrieve the data, 2. Update the data.

In the setting of Automations Pro, there are some nodes (the trigger node, the Query Record/Records node, etc.) where data can be retrieved. Thus, we can set those nodes, and update the retrieved data right there.

1. Selecting Record in the form

When you choose to update the Record in the form, Automations Pro updates the data that meet the filtering conditions from the target form. You can choose from forms across apps.

2. Selecting Record at the node

When you choose to update the Record at the node, Automations Pro updates the data that are retrieved at the node. The nodes where data are able to be retrieved are the trigger node, the Query Record/Records node, and the Add Record node:

At the trigger node: Update the record that triggers the Automations Pro.
At the Add Record node: Update the record added to correct and renew the existing data.
At the Query Record/Records node: Update the record retrieved to modify the specific data in the target form.

Note:

1. If the trigger node is Triggered by HTTP, there is no record can be updated.

2. At the Query Record/Records nodes, only complete records can be retrieved. Partial subform records cannot be retrieved.

3. If the Update Record node is on a path, you cannot select nodes on other paths to update; if the Update Record node is not on any path, you cannot select nodes on any path to update.

Filtering and Selecting the Records to Update

When you choose to update Record in the form, add filtering conditions to select the records from the target form for further updates. Here, the selected records is called the "target data".

Click Add Condition, and continue the settings:

Logic among conditions: When you set multiple conditions, decide whether to retrieve the data that meet all the conditions or those that satisfy any of them.

all of: the logic among multiple conditions is "and". The records that meet all the conditions get deleted.
any of: the logic among multiple conditions is "or". The records that meet any one specific condition get deleted.

Fields in the target form: Select fields in the target form, or system fields (Created User, Created Time, Updated Time, and Workflow Status).
The rule for filtering: Apply rules based on the types of fields in the target form, and the options are equals, does not equal, contains, does not contain, is empty, is not empty, etc.
The filter values: Select Field Value or Custom from the drop-down list. If you select Custom, enter the value manually.

Notes:

1. Even when subfields are used in a filtering conditions, no subform record, but only complete records can be selected. You can set matching conditions between records from the target form and those from the data source, to only update the matched records. See the Update field values section.

2. The setting of filtering relationships and values vary among field types. If you select a subfield value as the filtering value, the relationship should be set as quals any/does not equal any/contains/does not contain. See Illustrations for Field Value .

3. We cannot set filtering conditions on some fields in the target form, such as Divider, Query Data, Select Data, Button, Workflow Status, Current Node, Current Approver and system integral fields (Created User, Created Time, and Updated Time).

4. You can use field values from data stored at some nodes for filtering. These nodes are the trigger node, Query Record, Query records, Add record, Add formula, and Add Plugin. If the trigger of the automation is a Scheduled Trigger and the Trigger Time is customized, the data at the trigger node cannot be used as filter values.

Selecting a Way of Update

Under the filtering conditions, there is the option, If no record is to be updated, add one to the corresponding form.

Do Not Tick this: Only update the existing records.

If there is no record that needs to be updated, skip the node.
If there is no record that matches the data source, the updating is not executed, and a new round of matching starts.

Tick this: Update or add records. If there is no record that needs to be updated/matches the data source, add a record.

Note:

1. The scenarios where no records need to be updated:

The record to be updated is a Record in the form, but the value of the selected record is empty;
The record to be updated is a Record at the node, but the value of the retrieved record is empty;

2. The scenario where no record matches the data source: When there is a matching condition, and a to-be-updated record is selected, it does not match any corresponding record from the data source (This scenario only occurs when multiple records/subform records are to be updated).

For details of filtering conditions and matching conditions, see Guide on Using Update Record > Execution Logic.

Setting Field Values

1. Update field values

a. Select a data source for value assignment

Choose a data source from the drop-down, or set a Custom/Empty value.

Note:

1. The data source can be the trigger node, the Add Record node, the Query Record/Records node, Calculating node, or the Plugin node. However, when the automation is set with Scheduled Trigger, and the Trigger Time is customized, the trigger node cannot be used for the assignment.

If the updating includes both Update Record and Add Record, the two ways of updating share the same data source.

b. Add the to-be-updated fields

Click Add Field, select the fields to be updated from the target records, and update their values as Field Value, Custom, or Empty.

Note:

1. The following fields from the target form cannot be added: Divider, Query Data, Select Data, Button, Signature, Serial No., and system integral fields (Created User, Created Time, and Updated Time).

2. During record updating, the setting of filtering values vary among field types. For details, see Update Limits.

c. Set matching conditions (optional, in specific scenarios)

When the target form has multiple records or subform records, Automations Pro may find it hard to decide which record/records should be updated.

In this case, it is necessary to add one or more matching condition to collect specific records.

2. Add field values

If the option, If no record is to be updated, add one to the corresponding form, is ticked, there under Set Field Value is Add Record. Click it, and set the to-be-added field values.

Note:

During record adding, the setting of filtering values vary between fields and subfields. For details, see Add Record.

Notes

General Descriptions

1. The values of the Image field and the Attachment field in the target form can be set as either Field Value or Empty. The Custom option is unavailable.

2. During record updating, see SubForm Assignment Rules for setting details.

3. When you try using the data retrieved at the preceding node in the filtering and the value assigning for the target form records, but there is no available record, the task committed by Automations Pro may fail at the Update Record node. For details, see Action Nodes.

Update Limits

1. In maximum, 200 records are available to be updated at the Update Record node at a time. During an updating, if there are over 200 records selected or retrieved, the updating should not be executed, and an error notification will be displayed.

2. To update multiple subform records, you can set the field values as follows: If the calculation volume in matching records SUM(Target Record.Subform Record Volume*Record Value of Data Source*Amount of Matching Conditions) is less than or equal to 1,000,000, the updating will continue, otherwise it may fail.

Use fields from a Query Records node to update subfields of the target form;
Use subfields from a Query Record node to update subfields of the target form;

In a scenario where you try synchronizing the updated inventory data, if you initiate an application to modify the purchase quantities of the same product across warehouses, you need to update multiple records in the Inbound Details (updated) form. Therefore, the calculation volume should be: SUM(1*2*2,2*2*2) = 12.

If the updating fails because of overloaded calculation, you can delete some of the matching conditions, or reduce the number of to-be-updated records.

The Field Values

Target field values can be assigned as the following three types: Field Value, Custom and Empty.

Note:

Field Value refers to values stored at the preceding node of the Automations Pro (including the trigger node and action nodes). In the following passage, it will be referred to as "field value(s) at the preceding node".

1. Field value

a. The target field values can be assigned by the field values at the preceding node. That is, to use the records stored at the preceding nodes of Automations Pro to assign the values to the corresponding fields in the target form.

b. The setting of fields at the preceding node vary among target field types:

Fields in the Target Form	Fields at the Preceding Node
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)
SubFields	SubFields
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)

c. Exceptions—When the settings of the target fields and of the fields at the preceding nodes differ as follows:

Fields in the Target Form	Fields in the Preceding Nodes	Solutions
You can only upload one image in the Image field.	You can upload multiple images in the Image field.	Assign the first image of the Image field at the preceding node to the Image field in the target form.
You can only upload one attachment in the Attachment field.	You can upload multiple attachments in the Attachment field.	Assign the first document of the Attachment field at the preceding node to the Attachment field in the target form.
Only date is displayed in the Date&Time field.	Date and time are both bdisplayed in the Date&Time field.	Assign the date value of the Date&Time field at the preceding node to the Date&Time field in the target form, and discard the time value.
Date and time are both displayed in the Date&Time field.	Only date is displayed in the Date&Time field.	Assign the date value of the Date&Time field at the preceding node to the Date&Time field in the target form, and set the time as 00:00:00.

2. Custom

a. It is available to set a custom value for fields in the target form:

b. For different types of fields in the target form, the setting methods of the custom value are as follows:

Fields in the Target Form	Settings
Single Line Multi Line Radio Single Select	Input text.
Checkbox Multi Select	Input multiple texts, and press Enter to separate them.
Number	Input numbers, and non-number values will be considered as empty.
Date&Time	Select date/date and time.
Member Members	Click to select members.
Department Departments	Click to select departments.

c. Empty

It is available to set the field value of the target form as Empty: