When subform records are updated or added, Automations Pro will be triggered, and automatically update the corresponding subform records in another form.
When to Use This Feature?
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 something new of a previous order is submitted to the "Order Update" form. It will automatically update the data in the "Order" form. |
What Does It Look Like?
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.
How to Set up?
Step 1 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:
Step 2 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.
Step 3 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.
Step 4 Adding an Update Record Node
Under the Trigger node, add an Update Record node:
Step 5 Setting the Update Record Node
1. Select what to update:
2. Under Update, choose Record in the form to update records within a target form. Then choose the Order form as the target form.
3. 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 as 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
Notes:
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 to the amount of records allowed to be updated. See Update Record Nodes for details.
Step 6 Save & Enable
After completing all the settings, click Save & Enable and put Automations Pro into use.
More to Know
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.
I have finished reading. 🏆
👉I can't wait to Try for myself.
👉I need more HELP in Discord Forum.