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Workflow Rules: Additional Actions
At the moment, Workflows have only 3 kinds of action:
1. Email
2. Update record
3. Create record

Unfortunately, we also need the following
4. Update RELATED record(s) - i.e. cascading updates
5. Delete RELATED record(s) - i.e. cascading deletes

I have run into several situations where this lack of cascades has hindered my development significantly. This functionality is part of ANY standard database application.

Please add these!
ID
262
Category
Customization
Author

Matthew Porter
Date Created
5/10/2009 11:30:47 PM
Date Updated
9/14/2015 3:20:25 PM
Status
New Idea
Score
450
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Comments
Gii Systems 11/7/2007 6:09:14 AM
Workflow Rules currently support three types of actions: update current record, create new record and send emails.

We need one more action: Update existing record in a related table.

This will allow users to update a field in Table A, and the workflow process will update selected fields in all other related tables.
Matan Barnea 11/7/2007 6:45:20 AM
i think it's very basic.
that's the whole point of a smart workflow and without it, we are very limited.
Kirill Bondar  Staff  11/7/2007 7:09:53 AM
I would also add "delete records in existing table". In an absence of cascade deletion it would be perfect replacement for it.

Anything else?
Denis Barry-Smith 1/11/2008 10:03:34 AM
Workflow rules should at the least allow to update related records in the same table, better if you can update related records in both the current table and related tables.
Michael Rennert 7/20/2009 11:10:44 PM
It would also be useful to add the ability to have a form come up if a particular event or status change occurs. For example, if a task or project is overdue or behind schedule, or if its status has changed from "in-progress" to "complete", "on-hold", or "cancelled". A message could pop up notifying the user that a project or task is overdue and prompting the user to fill out a form with fields describing the reason(s) for the project is late, next steps, who will be notified, etc.

While not specific to workflow, the ability to create "dynamic", "rule-based", or "conditional forms" based on the values of other fields (text multiple-choice or checkboxes within the same record or in a lookup field from a related record) would be extraordinarily useful. For example, you might have a text multiple-choice field allowing the user select from different types of marketing materials (brochure, postcard, PowerPoint presentation, Web site, or exhibit booth). Depending on which item the user selected, a different form or set of fields would appear, appropriate to the selection.


Slava Shinderov  Staff  3/2/2010 5:11:12 AM
Can idea owner or anybody who promoted this idea provide real life examples on how you'll plan to use such RELATED actions?
basenine 3/2/2010 4:37:28 PM
Hello Slava,

For our Job Status scenerio....here's the formula...

If([Work Order Count_All] = 0 and ToNumber([Check Measured/Flatpacked]) = 0, " ------- Ready For Production -------", If([Work Order Count_All] = 0 and ToNumber([Check Measured/Flatpacked]) = 1, " ------- Check Measure Complete -------", If([Work Order Count_All] > 0 and [Work Order Count_Incomplete] + [Count Incomplete Maintenance] = 0, " ------- All work Orders Completed -------", "------- In Production -------")) & "
\n" & "
\n" & If(ToNumber([Scheduled]) = 1 and [Work Order Count_All] > 0, "------- Job Scheduled for Despatch/Install -------", "***Job Yet To Be Scheduled For Despatch/Install***") & "
\n" & If([Work Order Count_Incomplete] > 0, "------- " & Int([Work Order Count_Incomplete]) & " Incomplete Work orders", "") & "
\n" & If([Count Incomplete Maintenance] > 0, " ------- " & Int([Count Incomplete Maintenance]) & " Incomplete Maintenance Jobs ", "") & "
\n" & If([WorkOrder Task_Solid Surface_Count All] = 0, "", If([WorkOrder Task_Solid Surface_Count All] > 0 and [WorkOrder Task_Solid Surface_Count All] = [WorkOrder Task_Solid Surface_Count Complete], " ------- Solid Surface Benchtops Completed", " ------- Solid Surface Benchtops Incomplete")) & "
\n" & If([WorkOrder Task_Glass Splashbacks_Count All] = 0, "", If([WorkOrder Task_Glass Splashbacks_Count All] > 0 and [WorkOrder Task_Glass Splashbacks_Count All] = [WorkOrder Task_Glass Splashbacks_Count Complete], " ------- Glass Splashbacks Completed", " ------- Glass Splashbacks Incomplete")))


WOW....

If we could have the [Work Order Complete] is true (in Work Order Table) carry out a work flow rule to update the status in Jobs' Table, then the above formula could be sent on it's merry way!

Kind regards - Brett
Desmond Beatty 5/26/2011 5:45:11 AM
I continue to struggle with the lack of "update record in other table", and "delete record" both in current table but also in related tables.

I note this Idea was originally posted just short of 4 YEARS ago and has a relatively highscore (120).

I write this comment in the hope raising the profile of this Idea to the point of having it developed and implemented.
Desmond Beatty 5/31/2011 9:06:10 AM
I further notice that, in Workflow Action-> Assignments, the column type "File Attachment" does not appear to be supported in the list of fields for assigning IN TO the TARGET table. Thereby preventing me from carrying the file attachment into the new record.
Philipp Matuschka 9/19/2011 4:09:15 PM
I Note the score is now 240. There is a lot of useful stuff in here, especially update or delete various record categories
Kirill Bondar  Staff  9/19/2011 4:47:52 PM
Merged with:
176 - Workflow rules - Addition
Desmond Beatty 9/19/2011 11:58:00 PM
Kirill
For a comprehensive improvement of workflow, you might also consider merging in:
434: Allow Custom Buttons to initiate workflow actions
373: Ability to re-order Workflow Rules
274: Workflow Rules (Form Specific Rules)
420: Ability to copy workflow actions
273: Workflow Rules: Call URL
(The current total score on these 5 is 230!)

In addition, TeamDesk previously advised me that cascading of Workflow actions is not supported for fear of Looping. Please consider loop detection rather than cascade prevention.

Also, API updates to data do NOT initiate workflow actions. Please consider "allow API add/change/delete to trigger Actions" flags on specific fields (preferred) OR allow it accross the system.
(I have a very user unfriendly work around to a change in a status field made by a third part app using the API)

kind regards
Desmond
Kirill Bondar  Staff  9/20/2011 1:57:03 AM
@Desmond: I merged this with 176 because of duplicate description and not because of score. Copy/Reorder/Call URL and others are clearly different ideas, yet, all related to the same area.
Desmond Beatty 9/20/2011 2:05:05 AM
Kirill
My proposal to merge was not based on score but as a comprehensive and holistic approach to improving workflow - a project, as it were. I noted the cumulative score simply to hightlight the overall interest in improving workflow.

In addition to the ideas gathered here, actions should be applicable to user registration or fisrt use of an application. For example, auto creation of a User Properties record and other automated initial set ups.

kind regards
Desmond


basenine 6/26/2012 7:04:07 PM
Just wondering on the "Looping" aspect mentioned by Desmond.

If it's a related record update based on a change by the user, how can/does this loop?

Cheers
Slava Shinderov  Staff  6/27/2012 5:02:12 AM
Please review newly added sample application:
http://www.teamdesk.net/update_related_record.html
It will give you some ideas on how you may update related record using time-dependent triggers.
martin oliver 11/6/2013 1:45:27 PM
With integrated e-mail there is even more reason to be able to trigger updating existing records.
martin oliver 11/9/2013 8:47:02 AM
Should read "updating existing records in related tables"
Andrew Winters 2/14/2015 1:06:51 PM
Slava, I used the time-dependent trigger to update the existing record as the example database illustrates. However, it takes about two minutes or so for the change to take effect.
rishi uttam 3/27/2015 2:50:03 AM
Hi All

Just want to know what the best way to have cascading deletion

In my project, we have a purchase system with purchase details.

Thus if a user deletes a purchase order number, one WOULD certainly expect that all related purchase details would be deleted too..

Thanks.

Rick Cogley 3/27/2015 2:57:11 AM
Not sure if it's the best way but, _a_ way is:

* mark an "inactive" checkbox on the PO
* pull the checkbox onto the PO details table over a relation
* workflow on PO details detects the checkbox being on, and marks those records inactive, too

It assumes you're using a checkbox to show/hide records, maybe called [Active?] or something like that.
Philipp Matuschka 3/27/2015 3:15:10 AM
In these situations I have a calculated Orphan? Field in the child record. Depending in whether the parent record exists or not, or other parent criteria, this evaluates as Y or N. In the record view rules I disallow access to records with Orphan?=y. Finally I have a periodic trigger which removes all records with Orphan?=y, a bit like emptying the trash.
rishi uttam 4/1/2015 9:06:25 PM
we all would really like a simple way to delete all cascading records (child records)... instead of the current painstaking workarounds...

Rafael Muñiz 9/14/2015 3:20:25 PM
With this funcionallity implemented, will be possible to modify any field from details tables, by pushing a buttom from their parent table? or may be adding a similar record, with their childs records, in one step, without having to select them manually?

Thanks
Rafael
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