When adding data to a form containing a Related Form field, you can use a custom button with the "Batch Data Action" mode to quickly transfer multiple selected records into the subtable of the new entry.
This feature is ideal for batch data processing scenarios, such as:
Procurement Requests: Select multiple requirements from the "Procurement Demand Pool" and generate a procurement order with one click.
Statement Generation: Filter bills by stage or supplier and quickly generate statements.
Invoice Issuance: Efficiently handle multiple invoice requests.
See it in Action
For example, when generating a procurement order, you can select several demands in the "Procurement Requirement Pool" and use the "Add Records" button in the toolbar. The selected demands will be added to the "Purchase Order" form’s Related Form field "Purchase Details".
How to Set it up?
Step 1 Preparing three forms
In this case, we use three forms as examples to demonstrate this feature:
The first form: Procurement Requirement Pool
Field Name | Field Type |
Application Number | Single Line |
Applicant | Member |
Purchase Status | Single Select |
Application Purpose | Single Select |
Application Reason | Multi Line |
Supplier | Single Select |
Purchase Product | Single Select |
Product Specification | Single Select |
Purchase Quantity | Number |
Unit Price | Number |
Total Amount | Number |
The Second Form: Purchase Order
Field Name | Field Type |
Purchase Order Number | Serial No. |
Purchase Order Name | Single Line |
Supplier | Single Line |
Purchaser | Member |
Order Date | Date&Time |
Purchase Details | Related Form |
Purchase Order Amount | Caculation |
The third form: Purchase Order Details
Field Name | Field Type |
Associate Purchase Order | Lookup |
Associate Purchase Requirement | Lookup |
Product Name | Single Select |
Product Specification | Single Select |
Supplier | Single Select |
Purchase Quantity | Number |
Unit Price | Number |
Total Amount | Number |
Step 2 Adding a Custom Button
Navigate to the form where you want to add the button. In this case, we go to the Procurement Requirement Pool form
Go to Extension > Custom Buttons > +New to open the button configuration page.
Step 3 Configuring the button
Configure the button with the following options:
Button Style: Set the name, style, color, and icon as needed. We name it "Add Records".
Display Location: Choose "Operate after selecting multiple data entries" as the operation type.
Conditions: Set conditions under which the button is enabled. Only records meeting these conditions can be processed. We set "Purchase Status equals to Finished" as the condition.
Triggered Action: Set the action to "Create a record." Select the target form where new data will be added.
Step 4 Configuring default field values
Master Form Fields:
"Supplier": Set to "Current Form Field Value – Supplier"
"Purchaser": Set to "Custom – Estella"
Related Form Fields:
Data transfer rule: "Purchase Details" receives data from the triggered records.
Map fields such as "Associate Purchase Requirement," "Product Name," "Product Specification," "Supplier," "Procurement Quantity," "Unit Price," and "Total Amount," setting their default values accordingly.
Once all settings are configured, click Save.
Step 5 Saving and Setting Permissions
After saving, select the permission groups that can use the button.
Click OK to complete the setup.
More to Know
Default values for Related Form fields can be set as:
Field Value: Pass the value of a field from the current form to the Related Form field.
Custom Value: Manually enter a fixed value.
Null Value: Leave the default value unset; users fill it in manually when adding a new record.
2. For different types of Related Form Fields, the types of default values that can be set are shown in the table below:
Target Form Field Type | Field Value | Custom Value | Empty Value |
Single Line, Single Select, Radio | Single Line, Single Select, Radio, Serial No. | ✓ | ✓ |
Multi Line | Multi Line | ✓ | ✓ |
Number | Number | ✓ | ✓ |
Date&Time | Date&Time, Submission Time, Updated Time | ✓ | ✓ |
Image | Image | x | ✓ |
Attachment | Attachment | x | ✓ |
Member | Member | ✓ | ✓ |
Members | Members | ✓ | ✓ |
Department | Department | ✓ | ✓ |
Departments | Departments | ✓ | ✓ |
Lookup | Current Data | x | x |
Note:
You can set a default value for a Lookup field only when the related form is linked to the current form as its master form. If the master form is not the current form, default values cannot be set for Lookup fields.
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