Actions enable you to edit or update information, add information, and remove information. 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.
There are actions that are applicable to the records in the the quick view. You can perform an action to a record on making the gesture that allows you to use the actions. Let's assume that you have an Employee Management application in which you have an attendence report that features the in-time and out-time of employees. In that report, you have to make changes to an employee's record because the entry displayed wrong out-time. Right click on the record and select edit. The form of that record appears. Edit the out-time field value and update. The change will reflect in your report.
The following are the predefined actions that are displayed in the application:
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 on right click of 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 on right click of 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 on right click of a record, 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 a Hospital Registery application that has a report that maintains information on the Operation Theater bookings. The timeline report displays the operation theaters that will be occupied for the day including the details of the surgery, surgeon, and the time schedule. If there are any cancelled bookings, you must notify the booking in-charge and all the queued bookings. Let's say there is an action item called Notify in the report. The predefined action item encapsulates a workflow that triggers email notifications to the concerned parties with information that there is an available operation theater. On clicking the Notify, an email is triggered to concerned parties.
The following are the events at which the actions are displayed:
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.
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.