trigger a bot on Table 1 only if field from Table 2 has a certain value

[Ruxandra]

Hello!

I have Table 1 and Table 2, related table, I am using keys; I want to trigger a bot on Table 1, when user fills in the related data in Table 1 and a field has a certain value.

I tried to write the condition in my bot using Select, If, but it is not ok. In fact, I want to trigger the bot on T1(generate a pdf on existing data in T1), when the value of column C2 is "Complete" , for the related data in Table 2. I miss something and I don't understand where my mistake is because the bot is not working. It seems the condition is not good.

I also tried by adding a similar column C1 as C2  in Table 1 and automatically write data from C1, but even if I use "test" to test the expression, and it is ok, when I test all my flow, C1 stays empty.

Could anyone help me? 

Thank you! 

Regards!

Ruxandra

[Steve · Accepted solution]

Your bot should be on Table 2 (the related table, with the column that is changed to "Complete"). This bot could then call a process of Table 1 that generates the PDF.

[Ruxandra]

Hello!

I tried as you said, but I saw 2 options, Add and Lookup; I don't need them, I only want to trigger the existing process from Table 1 in order to send the email with a pdf file attached.

Many thanks for helping me!

Regards!

Ruxandra

[Ruxandra]

Hello again!

I think, it is ok, I used lookup in "call a process" with table 1 key= table 2 key, and when I added a line in table 2, the bot was triggered and also the process for bot on table 1.

Many thanks!

Regards!

Ruxandra

[Steve]

Great job!

[Ruxandra]

Hello, Steve! As you said, I have a bot on Table 2 where I use process from a bot on Table 2; the problem that appeared is that, now, the emails generated by the automation are sent twice, could you give me any idea how to stop this?

Many thank for helping me!

Regards!

Ruxandra

[Steve]

Likely one email is being sent for each Table 2 row that is updated. If the user marks two rows complete, two emails get sent; if they complete five, five emails get sent.

See Send an email only after adding a parent record and all of its children

[Ruxandra]

Hello!

Reading your comment, I realize I wasn't clear enough: I have an automation in Table 2, Bot2, which is trigger (on "Add") 4 other processes on table 1 (Bot A, B, C and D), because the information must arrive to 4 distinct people, with different texts in emails; the goal is only to announce the users there is a new record in Table1.  And instead of 1 email received by every user, they receive 2.  

The bots in Table 1 is set to be triggered on "Updates", but in this step, there is no update on table 1.

The users will write, then, in Table 2, each user will see in a view only the field which is allowed to fill in.

Thank you for your help!

Regards!

Ruxandra

[Steve]

What does the automation monitor tell you?

[Ruxandra]

Each automation is complete, no error. 

[Steve]

Are you sure only one table 2 row is being added? Could there be a Form Saved event action adding another?

How is the table 2 bot triggering the table 1 tasks? Please post appropriate screenshots.

[Ruxandra]

Hello, Steve!

Yes, you are right, I have an action to change a status in Table 1 when user add a new row in Table 2 and set a value on a specific column, and saves the form; the action is "execute an action on a set of rows" type, linked to Table 1. 

This was my way to change the status from "Generated" , in "Analysing", when the user adds data in Table 2. Table 1 collects the request, Table 2 is for analysing the request (a short description of the app).

Thank you for your help!

Regards!

Ruxandra   

[Ruxandra]

Hello again!

I changed the event trigger to "Add" and it is ok now, email are sent one time.

Many thank again!

Regards!

Ruxandra

[Ruxandra]

I think I will also use a bot to change the status, I already have one to change the status. I will test it and let you know if this was the problem and if it works. 

Many thanks! You are very kind!

Regards!

Ruxandra