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 actions items that cater to unique requirements specific to your report.
Quick view facilitates actions that are applicable to the report on the whole or a collection of records. You can perform an action to a bulk of records thereby making changes to multiple records at one go or removing many records at one shot. Let's assume that you have a Task Management application in which you have a status tracking report. If you have records that are in Assigned for Review status to be changed to Reviewed status, you can achieve by using the bulk actions. Search for the records that match the Assigned for Review status and select the records. The edit icon appears. Click the edit icon and change the field value to Reviewed status.
The changes get reflected in the report.
The following are the predefined actions that are available in the report:
View a record
This action enables you to view a chosen record. It appears either on click or on right click of a record, depending on configuration. Selecting View record displays the detail view to the user.
In quick view, editing allows you to edit a single record or multiple records. The action appears either on click or right a record, depending on the predefined conditions. Selecting edit displays the edit screen wherein you can make the changes to the field values. On the other hand, you can also select multiple records, at the event of which, the edit screen enables you to change field values in bulk.
In quick view, deleting allows you to delete a single record or multiple records. The action appears either on click or right a record, depending on the predefined conditions. Selecting delete removes values. On the other hand, you can also select multiple records, and delete the records.
In quick view, duplicate action allows you to duplicate a single record or multiple records. The action appears either on click or right records, depending on the predefined conditions. Selecting duplicate displays makes a copy. On the other hand, you can also select multiple records, at the event of which you make copies in bulk.
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 your report or record or as a menu along with the other system actions. 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 All in the report. 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.
The following are the record selections and events at which actions are displayed or executed:
Action on a single 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.
Action on multiple records
Let's assume that you have a report for a library catalogue. You have a bulk of records that are categorised with New stock pending from publisher. Once the new stocks arrive, you need to change the status to New stock recieved. To update the status, you can select all the required records and click the edit icon. In the following window, you can select the respective field and enter the respective value and click apply. The intended change is applied to all the selected records.
You can make use of the actions in which ever device you are accessing your report from. The actions that you perform are made available to you by the gestures that you make on your device. You can determine which gesture allows you to perform what actions.
On click of a record
Actions appear at the event of clicking a record. Let's say you have defined that the actions edit and delete should be made available on click of a record. When the user clicks a particular record in the report, the actions configured for that event will be displayed. In this case, Edit and Delete.
On right click of a record
Actions appear at the event of right clicking a record. Let's say you have defined that the actions edit and view record should be made available on right click of a record. When the user right clicks a particular record in the report, the actions configured for that event will be displayed. In this case, Edit and View Record.