1. Data access actions for schedule workflows

Data access actions in Zoho Creator schedule workflows allow you to automate the creation, modification, or deletion of records at a scheduled time without user intervention. These actions are triggered through schedule workflows configured on fixed dates/times or based on date-time field values in a form, enabling efficient and automated data management across your application.

You can add new records by mapping fields in the target form with predefined or dynamic values, update existing records based on defined criteria, or delete records that meet specific conditions. 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.

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}' in the body, and it automatically replaces the actual data entered by the user.

Note:
- Only the variables ${zoho.adminuserid} and ${zoho.loginuserid} are supported in custom schedules.
- Inserting form field values dynamically is supported only in form schedules.
- 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 schedule 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 schedule workflows allows you to create new records in any form of your application at a scheduled date and time 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 associated with the schedule). It is useful for automating recurring data entry, generating periodic reports, submitting scheduled requests, or maintaining time-based transaction logs.

In the case of form-based schedules, you can define criteria to control which records the schedule will execute for. A new record will be created only if the specified 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 schedule workflow based on the supported schedule workflow type 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. In case of a form-based schedule workflow, you can set criteria to define which records the schedule action should run for.
   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. Select a form for which the record to be added.
   

6. 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.

7. Click add icon (+) to add more fields, and delete icon () near the selected field to remove it.
   

8. Click Save.
   

9. 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 on a scheduled basis 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 in a schedule workflow, 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 schedule). Only the fields mapped with values in the configuration will be updated, while others will remain unchanged.

In the case of form-based schedules, you can also define criteria to control which records the schedule will execute for. The record will be updated only if the specified conditions are met.

1.2.1. Configure update record action

1. Create a schedule workflow based on the supported schedule workflow type 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. In case of a form-based schedule workflow, you can set criteria to define which records the schedule action should run for.
   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 the 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. All mandatory fields must be filled to ensure successful record modification.

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 allows you to automatically remove records from any form of your application on a scheduled date and time without any script. Unlike the Deluge delete record task, which requires scripting, this predefined action can be configured directly through the UI.

To set up this action in a schedule workflow, you select the target form and define criteria to identify which records should be deleted. This ensures that only the intended records are removed while protecting unrelated data.

In the case of form-based schedules, you can also define criteria to control which records the schedule will execute for. Records will be deleted only if the specified conditions are met.

1.3.1 Configure delete record action

1. Create a schedule workflow based on the supported schedule workflow type 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. In case of a form-based schedule workflow, you can set criteria to define which records the schedule action should run for.
   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 the 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. Schedule workflow actions
2. Configuring integration actions for schedule workflows
3. Configuring Deluge script for schedule workflows
4. Configuring notification actions for schedule workflows