Actions enable you to edit or update information, add information, remove information, export data from the application, import data into the application, and print the required data in the preferred format. There are system actions that are available in the application. There are also scripted action items that cater to unique requirements specific to your report.
Detail view incorporates actions into each record, thereby allowing actions that could be used while viewing one particular record. For example, if you select a record in your report, the detail view of the record will appear. The actions will be visible at the top of that record. These actions are specific to the record that you are viewing. Let's assume that you are viewing the detail view of a record in a task management report. The detail view is that of a task. If you need to make a change to the end date for the task, you can edit the record using the Edit action available in it.
The following are the actions available:
In detail view, editing allows you to edit a single record. The action appears depending on the predefined conditions. Selecting edit displays the edit window wherein you can make the changes to the field values.
In detail view, deleting allows you to delete a single record. The action appears depending on the predefined conditions. Selecting delete enables you to remove the record.
In detail view, duplicate action allows you to duplicate a single record. The action appears depending on the predefined conditions. Selecting duplicate enables you to make a copy of the record.
Action item could be defined as an alternative to the exiting system actions, which include edit, delete, duplicate, and view record. Zoho Creator enables you to interact with your report using these actions. But when you are faced with a peculiar scenario that needs an action that has a logic that differs from the existing supply of actions, the predefined action item provides you with a solution.
Adding an action item requires you to create a workflow that defines the principle and logic that composes that intended action. This action is made available as a button in the header of the record or as a menu. Clicking this button or menu takes effect on the report or record, applying the logic that you have already configured. Based on this logic, the exclusive action is executed giving you the required result.
Let's assume, you have an employee management application that has employee related information. In a report that maintains travel requests, the details include the name, designation, and department of the employee who initiated the request, the manager who approves the request, destination, period of travel, the customer/partner/vendor who the employee will meet, and the travel desk that facilitates the journey. Let's say there is action item called Notify in the record. On completing the arrangements for the travel, the travel desk person will have to provide intimation to the concerned employee and the manager. The predefined menu item encapsulates a workflow that triggers email notifications to the concerned parties with details of the travel date and the complete schedule for the travel. When the travel desk person clicks the Notify All button, the intimation email gets sent to the employee, the manager, and the customer.
Action on a selected record
Let's assume that you need to correct a typographical error in a record. On selecting the record and clicking the edit icon, the respective form will appear, with the existing data. You can make the correction and submit the form. You will find that the change reflect in your report.