1. Data access actions for form workflows

Data access actions in Zoho Creator form workflows allow you to automate the creation, modification, or deletion of records based on user interactions. These actions are triggered through form workflows configured using supported record and form events, enabling efficient data management across any form in your application.

You can add a new record by mapping fields in the target forms with predefined or dynamic values, update existing records using on a defined criteria using the same method, or delete records based on the criteria.

When performing add or update actions, you can dynamically populate field values using form fields, system fields, and Zoho variables. The table below lists the Zoho variables and system fields that can be used to assign dynamic values to form fields.

Apart from the above fields, 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}' in the body, 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 form workflows are:

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 allows you to create new records in any form of your application without writing 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 (Supported system fields, Zoho variables or fields from the form that triggers the workflow). It is useful for automating data entry, logging user activity, submitting secondary requests, or maintaining transaction logs.

You can configure this action to run with or without criteria. When criteria are specified, the record is added only if the defined conditions are met. To ensure successful record creation, all mandatory fields in the target form must be mapped.

1.1.1. Configure add record action

1. Create a form workflow by selecting the supported record event and form event for configuring the add record action.
   
2. Click Add New Action in the workflow builder. The Add New Action window will slide in from the right.
   
3. Select when to run this action. By default, it is set to Always, which means the action will execute for all records. 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.
   
5. Select Add record action.
   
6. Select a form for which the record to be added.
   
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. 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.

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.
    

1.2. Update record

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

To set up this action, you select the target form, define criteria to identify the records to update, and map the fields with either predefined or dynamic values (System fields, Zoho variables, or fields from the form that triggers the workflow).

This action is especially useful when adding or updating a record in one form needs to update related records in another form automatically. Only the fields mapped with values in the configuration will be updated, while others will remain unchanged.

1.2.1. Configure update record action

1. Create a form workflow by selecting the supported record event and form event for configuring the update record action.
   
2. Click Add New Action in the workflow builder. The Add New Action window will slide in from the right.
   
3. Select when to run this action. By default, it is set to Always, which means the action will execute for all records. 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.
   
5. Select Update record action.
   
6. Select a form for which the record to be updated.
   
7. Set the criteria to filter the records that need to be updated.
   
8. 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.

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

1.3. Delete record

The delete record action allows you to automatically remove records from any form in your application without writing code. Unlike the Deluge delete record task, which requires scripting, this predefined action can be configured directly through the UI.

This action is useful when records need to be deleted as part of form workflow automation, such as when a process is completed, reversed, or terminated. The delete record action must be configured with criteria to identify which records in the target form should be deleted.

To set up the action, select the target form and define the condition that determines which records should be removed. This ensures that only the intended records are deleted.

1.3.1 Configure delete record action

1. Create a form workflow by selecting the supported record event and form event for configuring the delete record action.
   
2. Click Add New Action in the workflow builder. The Add New Action window will slide in from the right.
   
3. Select when to run this action. By default, it is set to Always, which means the action will execute for all records. 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.
   
5. Select Delete record action.
   
6. Select a form from which the records to be deleted.
   
7. Define criteria to identify which records should be deleted.
   
8. Click Save.
   
9. Click Done in the top right corner of your screen.
   

2. Related topics

1. Form workflow actions
2. Configure field rules for form workflows
3. Configure integrations for form workflows
4. Configure Deluge script for form workflows
5. Configuring notification actions for form workflows