1. Data access actions for report workflows

Data access actions in Zoho Creator report workflows let you automate the creation, modification, or deletion of records in your applications. These actions are triggered when a user interacts with a custom action item in a report that is associated with a report workflow containing data access actions.

You can add a new record by mapping fields in the target forms with predefined or dynamic values, update existing records based 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 fields values, 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.

Including record values in the data access tasks

Apart from the above fields, you can also use values from the record on which the action item is triggered by referencing them in the format ${<fieldLinkName>}. For example, if your form has a field named Employee Name, you can include the variable ${Employee_name}, which automatically replaces it with the value stored in the corresponding field of the selected record.

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 report 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 in Zoho Creator report workflows lets users create new records in any form of your application directly from the live application. When a user interacts with a custom action item in a report that is associated with a report workflow containing the add record data access action, the workflow is triggered. The system then creates a record in the selected target form by mapping fields with predefined or dynamic values such as supported system fields, Zoho variables, or values from the record from which the action item is triggered. This action is configured entirely through the UI and serves as a no code alternative to the Deluge add record task. You can configure this action to run with or without criteria so that records are created only when specific conditions are met, and all mandatory fields in the target form must be mapped to ensure successful record creation.

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. Click Create Workflow, while adding a new custom action item in a preferred report to open the workflow builder.
   
2. Click Add New Action in the workflow builder. The Add New Action panel will slide in from the right.
   
   1. To create new action in the existing action block, hover over the action inside an action block and click the + icon that appears.
      
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 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. 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.

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 in Zoho Creator report workflows lets users modify existing records in any form directly from the live application. When a user interacts with a custom action item in a report that is associated with a report workflow containing the update record data access action, the workflow is triggered. The system then updates records in the selected target form based on the defined criteria by mapping fields with predefined or dynamic values such as supported system fields, Zoho variables, or values from the record from which the action item is triggered. This action is configured entirely through the UI and serves as a no code alternative to the Deluge update record task.

Only the records that meet the defined conditions are updated, while all other fields remain unchanged, ensuring precise and controlled updates. 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. Click Create Workflow, while adding a new custom action item in a preferred report to open the workflow builder.
   
2. Click Add New Action in the workflow builder. The Add New Action panel will slide in from the right.
   
   1. To create new action in the existing action block, hover over the action inside an action block and click the + icon that appears.
      
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 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.
   1. If you choose the same form associated with the report where the report workflow is configured, you can either update the current record or specify criteria to update other records in the form.
      1. Select Current record when you want to update the record that triggered the report workflow.
      2. Select Specify Criteria if you want to update other records in the form, and then define the conditions to identify which records should 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 Zoho Creator report workflows allows users to automatically remove records from any form directly from the live application. When a user interacts with a custom action item in a report associated with a report workflow containing the delete record action, the workflow is triggered. The system then deletes records in the selected target form based on the defined criteria. This action is configured entirely through the UI and serves as a no code alternative to the Deluge delete record task.

This action is useful when records need to be removed as part of workflow automation, such as when a process is completed, reversed, or terminated. Only the records that meet the specified conditions are deleted, ensuring that unintended data remains unaffected.

1.3.1 Configure delete record action

1. Click Create Workflow, while adding a new custom action item in a preferred report to open the workflow builder.
   
2. Click Add New Action in the workflow builder. The Add New Action panel will slide in from the right.
   
   1. To create new action in the existing action block, hover over the action inside an action block and click the + icon that appears.
      
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 and select Delete record action.
   
5. Select a form from which the records 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 topics

1. Creating action item in reports.
2. Managing report workflows
3. Configuring Deluge script for report workflows
4. Configuring integration actions for report workflows
5. Configuring notification actions for report workflows