Update an existing record using stateless forms

Requirement

Use details specified in a stateless form to modify records in the main form.

Use Case

In an order management system, a customer has placed an order and wants to cancel it. The administrators allow for cancellation by accepting the reason and updating the same in the current record. However, the other fields cannot be updated. So, we get the values of the required fields for cancellation and update the main order record.

See how it works

Steps to follow

1. Create the forms with the following details:

Form	Form Link Name	Field Type	Field Name	Field Link Name
New Order	New_Order	Email	Contact Email	Contact_Email
		Date	Order Date	Order_Date
		Subform Single Line Number Currency Currency	Products Product Name Quantity Rate Sub-Total	Products Product_Name Quantity Rate Sub_Total
		Currency	Total	Total
		Drop Down Pending Ready to Deliver Delivered Cancelled	Order Status	Order_Status
		Date	Cancellation Date	Cancellation_Date
		Multi-line	Reason	Reason
Cancellation	Cancellation ( Duplicate this form to create a stateless form named Cancel Request )	Date ( Initial Value : zoho.currentdate )	Cancellation Date	Cancellation_Date
		Number	Order ID	Order_ID
		Multi-line	Reason (Mandatory)	Reason

Mark the Order Status field as admin only We shall add the

Cancellation Date
Reason fields

to the New Order form to a section named Cancellation.

2. Let's create a workflow to execute during the load of the New Order form to hide the Cancellation section.

3. Add the below code in the Deluge Editor:

hide Cancellation;

4. We will display Cancel Request form when the customer chooses to cancel an order placed. So, let's hide this form from sections.

5. Only the user who placed an order can cancel one. This is why we are creating a report to list only those orders created by the logged-in user. Create a list report from the New Order form and name it as Your Orders.

6. Add a filter to the Your Orders report to display only the orders for the current login user and active orders - with Order Status value Pending or Ready to Deliver or Delivered.

7. Next, let's add a report workflow to allow for the customers to cancel an order. Click on the My Orders report. Navigate to Quick View > Add Field > Add New Button. Name the Action Item as 'Cancel Order'.

8. An order can be cancelled if it is not delivered. So, set the criteria to show the action item if the Order Status value is not Delivered.

9. We shall execute this action item after confirmation. Add a confirmation message accordingly as below.

10. Name the workflow as 'cancelOrder' and click Create Workflow.

11. Click Add New Action > Deluge Script > Create your own. Add the below deluge code to open the stateless form Cancel Request in a popup window with the Order ID value equal to the current record ID. This is done to ensure the correct order is cancelled by the user.

openUrl( "#Form:Cancel_Request?Order_ID=" + ID, "popup window", "height=300px,width=300px");

12. Click Create. This will create the action item.

Now that the report workflow is configured, let us configure the functioning of the Cancel Request stateless form.

13. Let's create a workflow on the load of the Cancel Request to disable the Cancellation Date and hide the Order ID fields so that they are not modified.

14. Click on Add New Action and add the below script to disable the Cancellation Date and hide the Order ID fields.

disable Cancellation_Date;
hide Order_ID;

15. Once this Cancel Request form is filled and submitted, the corresponding New Order record should be updated too. W e shall create a workflow to execute when the Submit button is clicked on the Cancel Request form.

16. Click Add New Action > Deluge Script. Add the below Deluge Script in the editor:

//Closing the Cancel Request stateless form popup
openUrl("#Script:page.parent.refresh ","parent window");
//Get the corresponding New Order record
order = New_Order[ID == input.Order_ID];
//Update the Reason field
order.Reason=input.Reason;
//Update the Cancellation Date field
order.Cancellation_Date=input.Cancellation_Date;
//Update the Order Status to Cancelled
order.Order_Status = "Cancelled";

17. Additionally, we can create a report to show the cancelled orders alone too. Create a list report named Cancelled Orders from the New Order form.

18. Add a filter to the Your Orders report to display only the cancelled orders.

See how it works

Points to Note

Instead of a stateless form to get the necessary details, we can open the New Order record and disable or hide the other fields, as well. We can create a workflow and during the edit of a record, we can disable or hide all the other fields except Cancellation section like this:

And add the below code in Deluge editor:

disable Contact_Email;
disable Order_Date;
disable Delivery_Date;
disable Total;
disable Taxes;
disable Net_Total;
disable Order_Status;
//Hide the subform
hide Products;
//Show the cancellation section
show Cancellation;

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Update an existing record using stateless forms

Update an existing record using stateless forms

Requirement

Use Case

Steps to follow

See how it works

Points to Note

Related Links

Zoho CRM Training Programs

Zoho DataPrep Personalized Demo

Start tracking your website metrics today

Ready to improve your website's performance?

Track and measure every business goal

Understand the customer journey on your website

Visualize your visitor's behavior with color codes

Measure customer engagement with your web forms

Record real visitor interactions on your website

Test and optimize webpages for better conversions

Give each customer a unique website experience

Grow your business through customer feedback

Send timely updates that customers love

Advertise your business to website visitors

Access more advanced settings in PageSense

Try easy-to-use extensions

Discover your favorite integrations with PageSense

Still can't find what you're looking for?

Zoho Sheet Resources

Zoho Forms Resources

Zoho Sign Resources

Zoho TeamInbox Resources

Zoho DataPrep Resources

Related Articles

Update a form using custom action (from another form's report)

Disable Custom Actions after n times

Display custom action button for specific records

Understand reports

Hotel management

Resources

Videos

eBooks

Webinars

CRM Tips

Zoho Show Resources