Solved: Re: Reuse process in another table

AI-FL · 07-20-2024 07:22 AM

Hello.

I have a process set up to create a PDF when a record in the Jobs table is changed. The template contains a Start expression that references a Related Parts column. It's working beautifully.

However, it's possible the user will update a Part record from the inline Related Parts table located in Jobs Detail View. In this way the process is not triggered since it's only updating the Part record not the Job record.

So I set the process to be reusable and added to a Parts table update event. It's requiring either Add or Lookup when I want neither. I just want the same PDF task ran whether the Job record or Part record is updated.

Is this possible?

MultiTech

@AI-FL wrote:

Is this possible?

You absolutely can do what you're wanting, and you're on the right track.

When you select "Lookup" the system is being told to "lookup a record somewhere and run the process on that record" - so you need to provide the ID of the record you want to run the process on.

The alert in the image is letting you know the specific piece of data that's required in order for the process to run: the Job ID

In the Part record, they have a ref connection to the Job - this is the value that you need to provide.

Here's how you can do it:

Click the "Add" button in the task that's calling the process (from your image above)
- This will create an entry for you to configure
The dropdown contains the columns from the table of your process
- Select the column that's the ID for that table
- The system is trying to figure out what record to use, this is part of that process (we're telling it what column to look into in order for it to identify the correct record)
The formula space is from the context of where the automation is running (Parts, in your case)
- Select the column that contains the ref to the Job, as this contains the ID value for the Job record we need to find
- This is telling the system what ID to use when looking the column you selected in step 2

By giving the system the column to look in, and the ID to look for, the system is able to find the individual record you want... and it will then run the process on that record. 💪

This is how you open a door to incredible modularity and power through automation inside your app.

View solution in original post

mohssin365

To solve the issue in a concise manner:

1. Make the Process Reusable:
- Ensure the process that generates the PDF is set as reusable.

2. Create a New Bot for the Parts Table:
- Go to the Automation section and create a new bot.
- Name it "Parts Update - Generate PDF."

3. Configure the Bot Event:
- Set the event to trigger when a Part record is updated.

4. Attach the Reusable Process
- In the bot's task section, attach the reusable process you created for the Jobs table.

By following these steps, the same PDF generation process will be triggered whether a Job record or a Part record is updated.

TeeSee1

Run a bot on child updates to update the parent's change date col for instance to trigger the parent's not.

AI-FL

I like this solution the best but when I set up a bot on the child table using the task: "Run a data action", I'm only able to update the child table. How do I configure to update the parent table?

TeeSee1

You run an action on rows

You first need to create an action on the parent table to update the change date time to now ()

MiguelPilo

Why not just change the trigger condition for your original bot.

Adds and Updates and for updates make a condition to look changes just for Related Parts

AI-FL

I tested using [_THISROW_BEFORE].[Related Parts] <> [_THISROW_AFTER].[Related Parts] as a condition on parent table updates but this doesn't work because it needs to be triggered initially by a parent record update.

MultiTech