When using Custom Buttons to create new records, the system does not natively support fast-filling subform data, often requiring manual entry. This guide provides a workaround: using a Select Data field to bridge forms and automate subform population.
When to Use this Feature?
In Procurement Scenarios, Once a Purchase Request (PR) is approved, a buyer needs to quickly generate multiple Request for Quotation (RFQ) forms for different suppliers. Suppliers then use a public link to fill in pricing and details.
How does it work?
1. Create "Purchase Request" Form: A workflow form for data entry and approval, including fields like PR Number and Purchase Details.
2. Create "RFQ" Form with Select Data field: This field maps the Purchase Details into the Quotation Details subform.
3. Configure Custom Button: Add an "Create A Record" button in the PR form. Set the target to RFQ and the default value of the Select Data field to Current Record to enable auto-population.
Note: Setting "Select Data = Current Record" also works for batch-filling header fields. While header fields can be mapped individually, subform fields must use this method for automatic population.
What does it Look Like?
While viewing an approved PR, clicking the "Initiate Inquiry" button creates an RFQ with all purchase items pre-filled in the subform.
How to Set it up?
Step 1 Building the Purchase Request Form
Create a form named Purchase Request with the following fields:
Field Name | Field Type | Settings / Formulas |
PR Number | Serial Number | —— |
Applicant | Member | —— |
Department | Department | —— |
Request Date | Date & Time | —— |
Required Date | Date & Time | —— |
Purchase Details | Subform | —— |
└ Product Name | Single-line | —— |
└ Specification | Single-line | —— |
└ Unit | Single-line | —— |
└ Current Stock | Number | —— |
└ Purchase Quantity | Number | —— |
Approver | Member | —— |
Approval Result | Radio | —— |
Approval Time | Date & Time |
|
Configure the Workflow to ensure the PR is properly routed and approved.
Step 2 Building the Request for Quotation Form
Create a new RFQ form with the following fields:
Field Name | Field Type | Settings |
RFQ Number | Serial Number | —— |
PR Number | Single-line | —— |
Sent Date | Date & Time | —— |
Supplier Name | Single-line | —— |
Contact Info | Single-line | —— |
Quote Date | Date & Time | —— |
Tax Inclusive | Radio | —— |
Validity (Days) | Number | —— |
Quotation Details | Subform | —— |
└ Product Name | Single-line | —— |
└ Specification | Single-line | —— |
└ Unit | Single-line | —— |
└ Quantity | Number | —— |
└ Unit Price | Number | —— |
└ Subtotal | Number | —— |
Total Amount | Number | —— |
2.Add a "Select Data" field with the following settings:
Field Name: Rename to Select Data - Helper
Data Source: Select Purchase Request
Data Mapping: Map the following fields from the source to the current form:
PR Number
Product Name, Specification, Unit, Quantity (from Purchase Details)
Field Permission: Set to Hidden
Step 3 Configuring the Custom Button
Go to the Purchase Request form > Extensions > Custom Buttons and create a new button.
Settings:
Button Name: Initiate Inquiry
Availability Criteria: Approval Result Equals Approved
Action: Add Record
Target Form: the Request for Quotation Form
Field Default Value: Set Select Data - Helper to Current Record
Save & Permissions: Save the settings and assign the button to relevant permission groups (e.g., "View All Workflows").
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