Using Form Records to Update Subform Records
Introduction
Feature Overview
When you update a form record’s (main) fields, or submit a new record, Automations Pro can be triggered, and automatically assign the updated/new field values to another form’s subfields.
Scenario
Scenario Name | Problem Statement | Problem Solving |
Store Employee Onboarding Schedule Management | How to synchronize the training details in the “Store Basic Information” form with records in the “Store Training Record” form? | Set an Automations Pro to be triggered when the new records of training details is submitted to the “Store Training Record” form. It will automatically synchronize the new training details to the “Store Basic Information” form. |
Preview
1. Add a training record to the Store Training Record form.
2. Automations Pro is triggered, and updates the latest training time and the lecturer of corresponding stores in the Store Basic Information form.
Building the Forms
1. Create a Store Basic Information form, with a subform to input the training details of new stores:
Field Name | Field Type |
Regional Organizer | Member |
Contact | Single Line |
Region | Single Select |
New Store Training Details | SubForm |
New Store Training Details.Store Name | Single Select |
New Store Training Details.Lecturer | Member |
New Store Training Details.Latest Training Time | Date&Time |
2. Input the training details and other information of new stores:
2. Create a Store Training Record form:
Field Name | Field Type |
Lecturer | Member |
Training Time | Date&Time |
Region | Single Select |
Store Name | Single Select |
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 Store Training Record form from the drop-down as the triggering form.
Setting the Trigger Node
Select the Trigger node, and select Add record as the trigger, allowing the Automations Pro to be triggered after a new store training record is added:
Adding an Update Record Node
Under the Trigger node, add an Update Record node:
Setting 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 Store Basic Information form as the target form:
2. Filter and select the records required to be updated.
Add filtering conditions New Store Training Details.Store Name equals Trigger Data.Training Store to select the store training details records from the Store Basic Information form of the same store names with those in the trigger data for further updates.
Note:
1. By applying the filtering conditions mentioned, the automation filters out unwanted records. No updating operation is executed at the moment.
2. If you need to update the subform records in the target form, you need to add the subfields in the target form as the filtering conditions to filter the subform records.
3. Set the values for assignment
Complete the following settings to update the selected training records from the Store Basic Information form:
- Add the fields to be updated and set the assignment rules: The latest training time and the lecturer will be assigned values by the corresponding data from the trigger data;
- New Store Training Details.Latest Training Time equals Trigger Data--Training Time;
- New Store Training Details.Lecturer equals Trigger Data--Lecturer;
- Set the matching rules between the to-be-updated fields and the data source: The updating starts after the training records match the corresponding trigger data;
- New Store Training Details.Store Name equals Trigger Data—Store Name.
Save and Enable
After all the settings, click Save and Enable and put Automations Pro into use:
Demonstration
See the Preview section