Using SubForm Records to Update or Add Form Records
Introduction
Feature Overview
When you update a subform record, or submit a new subform record, Automations Pro can be triggered, and automatically assign the updated/new subfield values to another form’s (main) fields.
Scenario
Scenario Name | Problem Statement | Problem Solving |
Production Management | How to synchronize product details in the database when old products are updated or new products come out? | Set an Automations Pro to be triggered when the “Production Record” form is updated or added to. It will automatically synchronize the new product details to the “Product Management” form. |
Preview
1. Submit the new products details to the Production Details subform in the Production Record form. The new products are:
- Standard rack (model A), previously recorded but this time produced by a different manufacturer.
- Non-standard rack (model B), a first-time produced product.
2. Automations Pro is triggered, and updates or add to the Product Management form’s (main) fields:
- Update the manufacturer of theStandard rack (model A);
- Add the record of the Non-standard rack (model B).
Building the Forms
1. Create a Product Management form:
Field Name | Field Type |
Product Type | Single Select |
Product Name | Single Line |
Model Number | Single Line |
Manufacturer | Single Select |
2. Create a Production Record form:
Field Name | Field Type |
Production Number | Serial No. |
Production Date | Date&Time |
Production Details | SubForm |
Production Details.Product Type | SubForm - Single Select |
Production Details.Product Name | SubForm - Single Select |
Production Details.Model Number | SubForm - Single Line |
Production Details.Quantity | SubForm - Number |
Production Details.Manufacturer | SubForm - Single Select |
Total Production | Number |
Warehouse | 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 Production 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 Automation Pro to be triggered after a new production record is submitted:
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 Product Management form as the target form:
2. Filter and select the records required to be updated
Add filtering conditions to select from the Product Management form the records of the same product type, name, and model number with those in the trigger data, and update them; if there is no record that meets the conditions, Automations Pro will add the records to the Product Management form directly.:
- Product Type equals any Trigger Data--Production Details.Type
- Product Name equals any Trigger Data--Production Details.Name
- Model Number equals any Trigger Data--Production Details.Model Number
- Tick the option: If no record is to be updated, add one to the corresponding form.
Note
By applying filtering conditions, the automation filters out unwanted records. No operation is executed at the moment.
3. Set the values for assignment
a. For Update Record
Complete the following settings to update the selected product records from the Product Management form:
- Add the fields to be updated and set the assignment rules: The subfields from the trigger data will assign values to the corresponding fields in the Product Management form, thus executing the updating.
- Manufacturer equals Trigger Data--Production Details.Manufacturer
- Set the matching rules between the to-be-updated fields and the data source: The data source should match the records in the Product Management form based on the values in the fields: "Product Type", "Product Name", and "Model Number".
- Product Type equals any Trigger Data--Production Details.Type
- Product Name equals Trigger Data--Order Details.Product Name
- Model Number equals any Trigger Data--Production Details.Model Number
b. For Add Record
If there is no product record that matches the trigger data, Automations Pro will add the records to the Product Management form:
- Click Add Record;
- Set the assignment rules: Let the subform fields from the trigger data assign values to the corresponding fields in the Product Management form.
Save and Enable
Completing all the settings, click Save and Enable to put the Automations Pro into use.
Demonstration
See the Preview section.
Notes
For record updating, you can refer to Subform Assignment Rules for details.