Listing virtual column items in a workflow google doc

[Wallace_Service]

Hi, I use a Google Doc template to generate work orders for a service business. We are changing how we add parts to a work order from a hardcoded method to a virtual column of parts used that references back to the job number they are used on.

What I am not certain of at all is how to modify my Google Doc template to list the parts and quantities used for each row showing as part of a job number.

Any hints as to what function I may use? I’ve been toying with a Lookup but it looks like it will only return a value, not a potentially list of values of more than 1 type of part is used on a single job.

Thank you for the help in advance!

Thanks,

Justin

[Markus_Malessa]

<<Start: [Your Virtual Column]>><<[ColumnName1 from Related Table]>><<[ColumnName2 from Related Table]>><>

Something like the above will do.

[Wallace_Service]

Thank you Markus, that worked!

[Wallace_Service]

Is there a way to control the order of sync? One thing I’ve noticed is that if i fill out the work order quickly and marked it “Resolved” right after I add the parts used, they won’t show on the workflow report. If I ensure I save the ticket after adding the parts and then marking resolved, they will always show. Wondering if there is an automated way of ensuring the parts used are synced as soon as added to avoiding asking techs to always save before marking resolved.

[Steve]

See Sending Email Only After Adding a Parent Record and All of Its Children here:

help.appsheet.com

Workflow

Send Email, SMS or Notifications on Add, Update, or Delete.

[Wallace_Service]

Thanks @Steve. So I did this and it works for the most part in that i get a work order with parts and i never get anything blank anymore. Occasionally though, the work order just doesn’t send and when I look in the logs the [Status]=“Run” criteria isn’t met. I’m just not certain why as when the work order doesn’t send, we are following the same steps as when the work order does send. Any places you could think of I could look?

[Steve]

Wallace_Service:

the [Status]=“Run” criteria isn’t met

Why?

[Wallace_Service]

Hi @Steve, I’m having trouble figuring this out. From what I can see in the logs, the workflow rule will often run before the child records sync. Just a second or so different. I’m presuming this is why it comes up false and doesn’t send. That said, if I add no child records at all to the parent and save, it still doesn’t run consistently. When it does send, the only thing I notice is often it will be a record where there are more items to sync and the overall sync time is slower.

[Steve]

Wallace_Service:

From what I can see in the logs, the workflow rule will often run before the child records sync.

That doesn’t surprise me; I would expect that.

Wallace_Service:

That said, if I add no child records at all to the parent and save, it still doesn’t run consistently.

Can you elaborate? In those cases, it doesn’t run at all? It runs, but the results are unexpected?

[Wallace_Service]

Hi @Steve, so it either works in that the workflow runs as expected (creates and sends a PDF with all of the info on it we’d expect) or it just doesn’t run at all. No PDF created/sent. I know there’s a reason, I’m just not noticing anything different in how we are doing things for it to send or not send.

[Steve]

Please post a screenshot of the workflow configuration.

[Wallace_Service]

Here you go!

[Steve]

The workflow is configured to trigger only when an existing Service Ticket row is updated. Could it be that the times the workflow doesn’t run are when the Service Ticket is newly-added (not updated)?

[Wallace_Service]

Hi @Steve, I thought this was it. I changed the update event to ADDS_AND_UPDATES, then I added tickets with a successful workflow executed 4 times in a row. The 5th time, the workflow didn’t execute.

I then changed the update event to ALL_CHANGES and ensured all security filters were bypassed. As soon as I did this the workflow began to successfully execute again during several tests. Then it stopped!

I’ve checked the logs and the workflow also does what the rule says. If it comes up false, the workflow doesn’t run. If it comes up true it does.

I’m not certain if it matters but in the real world, we’d create a new ticket and it likely wouldn’t be closed for several hours or even several days. When I’m testing, I’m opening and closing tickets very quickly. My initial testing today involved opening and closing the 5 tickets in about 5 minutes total. Not sure if this matters, just a note as my testing speed doesn’t reflect the real world time taken to open and close a ticket.

Thanks for the time and assistance with this!

[Steve]

I’m afraid I’m at a loss with this one. I’m going to have to refer you to support@appsheet.com. Someone there will be able to look deeper for troubleshooting.

[Wallace_Service]

Thank Steve, I’ll reach out!