After adding or updating records to the subfield in a form, Automation Pro can automatically update the main records in another form.
When to Use this Feature?
Scenario Name | Problem Statement | Problem Solving |
Student management | Difficult to synchronize the new records in the Score Entry Form to the Student Score Form and change its status | After adding the score of a student to the subform of Score Entry Form, it will trigger Automation Pro to update the student status as "Pass" for students who pass the exam in the Student Score Form |
Equipment management | Difficult to synchronize the new records in the Equipment Borrowing Form to the Equipment Basic Information Form and change its status | After adding a record to the subform of Equipment Borrowing Form, it will trigger Automation Pro to update the equipment status as "Borrowed out" and update the "Borrower" as "Corresponding Applicant" to the Equipment Basic Information Form |
What does it Look Like?
Take the scenario of equipment borrowing, and add the borrowing record in the Equipment Borrowing Form, after approval, it will automatically update the corresponding status and borrower in the Equipment Status Form. As shown in the following picture:
How to Set up?
Step 1 Building a Form
1. Create an Equipment Status form and add necessary fields (used to record equipment information and borrow details) to this form.
Field Name | Field Type | Field Setting |
Equipment ID | Serial No. | / |
Equipment Name | Single Line | |
Equipment Modal | Single Line | |
Equipment Type | Single Select | Option: Manufacturing equipment, Fire-fighting equipment |
Borrower's Name | Member | / |
Equipment Status | Single Select | Option: In stock, Borrowing |
2. Create another workflow form Equipment Borrowing, and add a subform as Equipment Info to this form.
Field Name | Field Type | Field Setting |
Name of Borrower | Member | / |
Borrow Date | Date&Time | |
Equipment Info | SubForm | |
Equipment Info.Equipment User | Member | |
Equipment Info.Equipment Type | Single Select | |
Equipment Info.Equipment Name | Single Select | |
Equipment Info.Equipment ID | Single Line | |
Equipment Info.Equipment Modal | Single Line | |
Equipment Info.Equipment Status | Single Select | |
Approval Comment | Radio | Option: Approved, Rejected |
3. On the Workflow page, set the workflow for the workflow form. The settings include choosing approvers at each node and setting the field-viewing permission.
Set Field Permissions (including the permissions for viewing/editing certain fields) for the start node.
Tick all fields under View and Edit at the task node, and choose an approver at the node. Then the approver has permission to view and edit all fields in the form and can receive tasks.
Step 2 Creating an Automation
To create an automation,
1. Go to Extension > Automations, and click New Automation.
2. Rename the automation.
3. Choose the trigger type Form Trigger, and choose Equipment Borrowing from the drop-down as the triggering form.
Step 3 Setting the Trigger Node
Select the trigger node and set the node as follows:
Select a trigger: Workflow flows to next node
Select a workflow node: the approval node
Select a trigger event: Submit
Add a condition: Approval Comment equals Approved.
Based on the settings above, Automations Pro will be triggered once your application for equipment borrowing is approved.
Step 4 Adding an Action Node (Update Record)
Adding an Update Record node after the trigger node.
Step 5 Setting the Action Node (Update Record)
Set the Update Record node as follows:
1. Set the records to be updated.
Choose Record in the form to update records in a form, and choose Equipment Status as the target form.
2. Retrieve the records to be updated using filters.
Add a condition: Equipment Number equals any Trigger Data--Equipment Info. Equipment Number. Once triggered, Automations Pro will check the condition and show you all the records of borrowed equipment for updates.
Note:
The condition mentioned above is added to retrieve the records that you want to update. No action is performed on these records.
3. Set the field value
Update the equipment records filtered out, settings are as follows:
Add the fields to be updated and set the field values: update Equipment Status and Borrower to the corresponding information in the trigger data.
Borrower equals Trigger Data--Equipment Info. Equipment User
Equipment Status equals Trigger Data--Equipment Info. Equipment Status
Set the relationship between the records to be updated and the data source: While updating, if you trigger multiple equipment borrowing records in the subform, then it will match the corresponding equipment records through the equipment number and update the field value.
Equipment Number equals Trigger Data--Equipment Info. Equipment Number
Step 6 Saving & Enabling
After completing all the settings, click Save & Enable to put the Automations Pro into actual use.
More to Know
1. If you want to learn more about how to assign values using subform fields when choosing the trigger event Add record, refer to Subform Assignment Rules.
2. For details about how to set the relationship between records to be updated and the data source, see Guide to Use Update Record Nodes.
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