1. Data access actions for approval workflows

Data access actions in Zoho Creator approval workflows allow you to automate record operations such as creating, updating, or deleting records during the approval process. These actions are triggered automatically when a record enters a specific stage in the approval process, such as when it is submitted for approval, approved, or rejected by an approver. You can configure these actions to efficiently manage related data across your application. For example, you can add new records in another form by mapping its fields with predefined or dynamic values when a record is approved, update existing records that meet specific criteria, or delete records that no longer meet business requirements when a record is rejected.

When performing add or update actions, you can dynamically populate field values using form fields, system fields, and Zoho variables, ensuring accurate and contextual data updates.

The table below lists the Zoho variables and system fields that can be used to assign dynamic values to form fields within approval workflows.

In form schedules, you can also include values from your form fields to set values using the format '${<fieldLinkName>}'. For example, if you have a field name as 'Employee Name' in your form, you can include the variable '${Employee_name}', and it automatically replaces the actual data entered by the user.

Note:
- You cannot set values for the following field types using the data access actions:

1. Basic fields: Multi select, and Check box.
2. Advances fields: Decision box, Image, Audio, Video, File upload, QR/barcode, Auto number, Formula, Signature, and subform.
3. Special fields: Add notes, Users, Integrations, and AR.
4. AI fields: Prediction, Keyword extraction, Sentiment analysis, OCR, and Object detection.

The data access actions that can be configured in the approval workflows are listed below,

1. Add record: Creates a new record in the specified form with predefined or dynamic values.
2. Update record: Modifies the values of existing records that meet the specified criteria, using predefined or dynamic values.
3. Delete record: Removes a specific or multiple records in a form as per the defined criteria.

1.1. Add record

The add record action in approval workflows allows you to automatically create new records in any form of your application when a record reaches a specific stage in the approval process—such as when it is submitted, approved, or rejected, without writing any code. Unlike the Deluge add record task, which requires scripting, this action can be configured directly through the UI by selecting the target form and mapping its fields with predefined or dynamic values using supported system fields, Zoho variables, or form fields from the record undergoing approval.

This action is particularly useful for automating post-approval operations, such as creating follow-up requests, logging approved data into another form, or triggering dependent workflows based on approval decisions. To ensure successful record creation, all mandatory fields in the target form must be mapped. You can also define criteria to control when this action executes, ensuring that records are created only under specific business conditions.

1.1.1. Configure add record action

1. Create an approval workflow and add an approver to open the workflow builder.
2. Click Add New Action under the Approve or Reject section of the preferred approver level, or under the Actions to execute on start section of the workflow.
   
3. Select when to run this action.
   1. By default, it is set to Always, which means the action will execute for all records.
      
   2. To run the action only for specific records, choose on condition and define the necessary condition or criteria. Learn more about configuring conditions in a workflow.
      
      
4. Choose the action type as Data access and select Add Record action.
   
5. Map the form's fields by selecting the field in the Select field drop down and assign it with predefined or dynamic values using supported Zoho variables, system fields, or form fields. All mandatory fields must be filled to ensure successful record creation.

Note: Ensure that the specified values stay within the field's maximum digit or character limit to avoid errors.

6. Click add icon (+) to add more fields, and delete icon () near the selected field to remove it.
   
7. Click Save.
   
8. Click Done in the top right corner of your screen.
   

1.2. Update record

The update record action in approval workflows allows you to modify existing records in any form of your application based on the approval process, without writing code. Unlike the Deluge update record task, which requires scripting, this predefined action can be configured directly through the UI.

You can configure this action to run when a record is submitted for approval, approved, or rejected, enabling automated updates across related forms. To set it up, select the target form, define criteria to identify the records that need to be updated, and map the fields with predefined or dynamic values using system fields, Zoho variables, or form fields from the record under approval. Only the mapped fields will be updated; all other fields remain unchanged.

1.2.1. Configure update record action

1. Create an approval workflow and add an approver to open the workflow builder.
   
2. Click Add New Action under the Approve or Reject section of the preferred approver level, or under the Actions to execute on start section of the workflow.
   
3. Select when to run this action.
   1. By default, it is set to Always, which means the action will execute for all records.
      
   2. To run the action only for specific records, choose on condition and define the necessary condition or criteria. Learn more about configuring conditions in a workflow.
      
4. Choose the action type as Data access and select Update Record action.
   
5. Select a form for which the record to be updated.
   
6. Set the criteria to filter the records that need to be updated.
   
7. Map the form's fields by selecting the field in the Select field drop down and assign it with predefined or dynamic values using supported Zoho variables, system fields, or form fields.

Note: Ensure that the specified values stay within the field's maximum digit or character limit to avoid errors.

8. Click add icon (+) to add more fields, and delete icon () near the selected field to remove it.
   
9. Click Save.
   
10. Click Done in the top right corner of your screen.
    

1.3. Delete record

The delete record action in approval workflows allows you to automatically remove records from any form in your application based on the outcome of the approval process without writing any script. Unlike the Deluge delete record task, which requires scripting, this action can be configured directly through the UI.

You can configure this action to run when a record is approved, rejected, or submitted for approval, ensuring that unnecessary or invalid data is removed. To set up this action, you select the target form and define criteria to specify which records should be deleted. This ensures that only the intended records are removed. This helps maintain clean, accurate, and up-to-date data across your application.

1.3.1 Configure delete record action

1. Create an approval workflow and add an approver to open the workflow builder.
   
2. Click Add New Action under the Approve or Reject section of the preferred approver level, or under the Actions to execute on start section of the workflow.
   
3. Select when to run this action.
   1. By default, it is set to Always, which means the action will execute for all records.
      
   2. To run the action only for specific records, choose on condition and define the necessary condition or criteria. Learn more about configuring conditions in a workflow.
      
4. Choose the action type as Data access and select Delete Record action.
   
5. Select a form for which the record to be deleted.
   
6. Define criteria to identify which records should be deleted.
   
7. Click Save.
   
8. Click Done in the top right corner of your screen.
   

2. Related links

1. Configuring integration actions for approval workflows
2. Configuring Deluge script for approval workflows
3. Configuring notification actions for approval workflows