Using Subform Records to Update or Add Subform Records

Introduction

Feature Overview

When you update records in a subform, Automations Pro can be triggered by your action to update or add subform records in another form. If you add a filter under Conditions for the target form, Automations Pro will act differently based on your settings.

Scenario

Preview

In the Order form, there exists only one record with the "Order Number" being Jodoo-001:

1. Submit a record numbered Jodoo-002 through the Order form. At the same time, a new record with the same details is added to the Collection Plan subform in the Collection Follow-up form:

Namely, when the record’s field do not meet filtering conditions, the record will be added to the target form no matter whether its subform data is matched with the target data or not.

2. Update the details of Jodoo-002 in the Order form — Change the value of "Amount" of mouse. The update is synchronized to the Collection Plan subform in the Collection Follow-up form:

Namely, when the record’s field meets filtering conditions, and the subform records match with target data, the target form will be updated.

3. Add a record to Jodoo-001 in the Order form. The addition is synchronized to the Collection Plan subform in the Collection Follow-up form:

Namely, when the record’s fields meet filtering conditions, but the subform records match with none of the target data, the new record will be added to the target form.

Building the Forms

1. Create a new workflow form, and rename it as Order, with a subform named Order Details:

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

3. Create a Collection Follow-up form wih a subform named Collection Plan:

Setting Automations Pro

Creating Automation 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 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 approval:

1. Select a trigger: Update record

2. 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:

Choose Record in the form to update records from a target form. Here, you should select the Collection Follow-up form as the target form.

2. Filter and select the records required to be updated

Add filtering conditions to select the records that are of the same order number with those in the trigger data from the Collection Follow-up form:

a. Filtering condition: Order Number equals Trigger Data -- Order Number

b. Tick the option: If no record is to be updated, add one to the corresponding form.

3. Set the values for assignment

a. For Update Record

Complete the following settings to update the selected records from the Collection Follow-up form:

b. For Add Record

If there is no record that matches the trigger data, corresponding records will be added to the Collection Follow-up form:

Save and Enable

Click Save and Enable to put the Automations Pro into use.

Demonstration

See the Preview section.

Notes

1. Automations Pro does not support the synchronization of records deleting between subforms. That is, Automations Pro cannot be triggered to delete the matched target subform record when the trigger data’s subform record is deleted.

2. When updating records, you can refer to Subform Assignment Rules for details.