Display action button for specific records
Requirement
The customized action button in a report should be visible only for certain records, based on a condition.
Use Case
An asset request app lets employees raise requests for gadgets or machines. While filling the form, employees can specify if the request has been discussed with their manager. If the request has not been discussed, the buttons
Approve
and
Reject
are displayed for the manager. If the request has already been discussed, the buttons are disabled.
Steps to follow
-
Create three forms with the following details:
|
Form
|
Form Link Name
|
Field Type
|
Field Name
|
Field Link Name
|
|
Employees and Managers
|
Employees_and_Managers
|
Email
|
Employee Email
|
Employee_Email
|
|
Email
|
Manager Email
|
Manager_Email
|
||
|
Asset Request
|
Asset_Request
|
Email
|
Email
|
Email
|
|
Email
|
Manager Email
|
Manager_Email
|
||
|
Single Line
|
Asset Required
|
Asset_Required
|
||
|
Decision Box
|
Checked with Manager
|
Checked_with_Manager
|
||
|
Managers Approval
|
Managers_Approval
|
Email
|
Employee Email
|
Employee_Email
|
|
|
|
Email
|
Manager Email
|
Manager_Email
|
|
|
|
Single Line
|
Requested Asset
|
Requested_Asset
|
|
|
|
Decision Box
|
Discussed with Manager
|
Discussed_with_Manager
|
The
Employees and Managers
form contains the details of employees and their respective managers. The
Asset Request
form is used by employees to raise asset requests.The
Managers Approval
form is used by managers to approve or reject the asset requests.
-
Let's create a workflow to set the employee's email address to the email field when the Asset Request form loads. Based on the employee's email address, we will also set the manager's email address. Create a workflow with the following details :
The workflow is to be triggered when the Asset Request form loads, so we are selecting the Form Event as Load of the Form.
-
Click Add New Action.
-
Save the following Deluge snippet in the Deluge editor:
- //set the logged in employee's email address as the Email field value
- input.Email = zoho.loginuserid;
- //fetch and assign the manager's email address from Employees and Managers form based on the current employee
- input.Manager_Email = Employees_and_Managers[Employee_Email == input.Email].Manager_Email;
- Now, let's create a workflow to pass the asset request records to the Managers Approval form. The manager can approve or reject the asset request. Create a workflow with the following details:
The record must be created in
the Manager's Approval
form once a record is successfully submitted in the Asset Request form. Hence, we are selecting
Form Event
as
Successful form submission.
-
Click Add New Action and select Deluge Script.
-
Save the following Deluge snippet in the Deluge editor:
- //set the logged in employee's email address as the Email field value
- input.Email = zoho.loginuserid;
- //fetch and assign the manager's email address from Employees and Managers form based on the current employee
- input.Manager_Email = Employees_and_Managers[Employee_Email == input.Email].Manager_Email;
-
Now, let's add a filter in the Managers Approval report so that each manager can view only their reporting employee's details. Click Open Report Properties fo r the Managers Approval report.
-
Add the following filter. The system variable zoho.loginuserid represents the email address of the login user.
The above filter will only display records
that
contain the logged-in manager's email address.
Now that everything is set up, let's create the
Approve
and
Reject
buttons. We will also add a condition to
only
display it
when the employee has not discussed the asset request earlier.
-
Select Managers Approval report > Quick View > Actions, and click +.
-
Create an action item with the following details :
-
Click Create Workflow to add instructions as to what should happen when the request is approved. For example, you can use the send mail task to send an email to the employee and the IT team saying the request is approved.
-
Similarly, create another action item with the following details.
-
Click Create Workflow to add instructions as to what should happen when the request is rejected. For example, you can use the send mail task to send an email to the employee and the IT team saying the request is rejected.
-
Now, let's display the buttons in the report. Navigate to Manager's Approval Report > Configure fields for Web.
-
Add the Approve and Reject buttons.
See how it works
Points to Note
-
You can add your managers and employees in the application and share only relevant app components using permissions. For example, the manager should only be able to view the Managers Approval form, or the employees should only be able to view the Asset Request form.
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