Using Subform Records to Update Subform Records

Introduction

Feature Overview

When subform records are updated or added, Automations Pro will be triggered, and automatically updates the corresponding subform records in another form.

Scenario

Scenario Name	Problem Statement	Problem Solving
Order Management	How to synchronize records in the "Order" form with updates in the "Order Update" form?	Set an Automations Pro to be triggered when the something new of a previous order is submitted to the "Order Update" form. It will automatically update the data in the "Order" form.

Preview

1. Submit an order detail update through the Order Details subform in the Order Update form for approval.

2. Automations Pro will be triggered after the update is approved, and automatically update the corresponding records in the Order form.

Building the Form

1. Create an Order form, and add to it a subform named Order Details. The field settings are as follows:

Field Name	Field Type	Field Setting
Order Number	Single Line	/
Order Date	Date&Time
Order Placer	Member
Client Name	Single Line
Order Details	SubForm
Order Details.Product Name	SubForm - Single Select
Order Details.Unit	SubForm - Single Select
Order Details.Quantity	SubForm - Number
Order Details.Unit Price	SubForm - Number
Order Details.Sub Total	SubForm - Number
Order Total	Number

2. Create an Order Update workflow form, and add to it a subform named Order Details (updated).The field settings are as follows:

Field Name	Field Type	Field Setting
Applicant	Member	/
Application Time	Date&Time
Order Number	Serial No.
Order Details (updated)	SubForm	Under the Initial Value, choose Data Linkage from the drop-down, linking the Order Details (updated) subform to the Order Details subform in the Order form.
Order Details (updated).Product Name	SubForm - Single Select
Order Details (updated).Unit	SubForm - Single Select
Order Details (updated).Quantity	SubForm - Number
Order Details (updated).Unit Price	SubForm - Number
Order Details (updated).Sub Total	SubForm - Number
Order Total (updated)	Number	/
Approval Outcome	Radio	Options: Approved, Rejected

3. On the Workflow page, set the workflow of the Order Update form, including the Node Approver and the Field Permissions. For details, see Configuring a Workflow.

At the Start node, configure Field Permissions :

At the Approval node, configure the Node Approver and the Field Permissions:

Setting Automations Pro

Creating 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 Order Update form from the drop-down as the triggering form.

Setting the Trigger Node

Select the Trigger node, and set it as follows, allowing Automations Pro to be triggered after the update is approved:

Select a trigger: Workflow flows to the next node;

Select a node: Approval;
Select a trigger event: Submit;

Add a triggering condition: Approval Outcome equals Approved.

Adding an Update Record Node

Under the Trigger node, add an Update Record node:

Setting the Update Record Node

1. Select what to update:

1. Under Update, choose Record in the form to update records within a target form. Then choose the Order form as the target form.

2. Filter and select the records to be updated:

Add a filtering condition Order Number equals Trigger Data.Order Number to select records from the Order form of the same order number with those in the trigger data:

Note:

By applying the condition, the automation filters out unwanted records. No operation is executed at the moment.

3. Set field values

Complete the following settings to update the selected order records from the Order form:

Add the fields to be updated and set the assignment rules: The subform fields from the trigger data will be used to assign values to the corresponding records in the Order Detail subform;

Order Details.Quantity equals Trigger Data--Order Details (updated).Quantity
Order Details.Unit Price equals Trigger Data--Order Details (updated).Unit Price
Order Details.Sub Total equals Trigger Data--Order Details (updated).Sub Total
Order Total equals Trigger Data--Order Total (updated)

Set the matching rules between the to-be-updated fields and the data source: The selected records in the Order form should match the corresponding records in the trigger data based on the product name.

Order Details.Product Name equals Trigger Data-- Order Details (updated).Product Name

Note:

1. No updating will be executed on records left unmatched in the Order Details subform.

2. A record of the Order Details (updated) subform can match multiple records in the Order Details subform, and update them. In other words, a subform record can update multiple subform records in another form. There still are, however, limits for the amount of records allowed to be updated. See Update Record Nodes for details.

Save & Enable

Completing all the settings, click Save & Enable and put Automations Pro into use:

Demostration

See the Preview section.

Notes

1. Automations Pro does not support using subform records to delete subform records from another form

2. For record updating, refer to Subform Assignment Rules.

3. Automations Pro can use subform records to update form records and subform records in another form.