Disable Action Items after n times
Requirement
A custom action created using an Action item on a report has to be disabled after it is triggered three times.
Use Case
We have an app to maintain customer invoices. After an invoice is created, the staff can email the invoice to the customer
with
the click of a button. However, to avoid sending multiple emails, the button has to be disabled if it is clicked three times, which means
a maximum of three emails can be sent for each customer.
Steps to follow
|
Form
|
Form Link Name
|
Field Type
|
Field Name
|
Field Link Name
|
|
Customers
|
Customers
|
Name
|
Customer Name
|
Customer_Name
|
|
Email
|
Customer Email
|
Customer_Email
|
||
|
Invoices
|
Invoices
|
Lookup(Customers)
|
Customer
|
Customer
|
|
Date
|
Invoice Date
|
Invoice_Date
|
||
|
Subform
|
Order
|
Order
|
||
|
|
|
Currency
|
Total Amount
|
Total_Amount
|
|
|
|
Number
|
Number of emails sent
|
Number_of_emails_sent
|
The
Number of emails sent
field is used to disable the button once the limit is reached. Set an
initial
value
0 to it.
2.
Let's disable the
Number of emails sent
field so that it cannot be edited manually.
Create a workflow
with the following details.
3. Click
Add New Action
and select
Disable fields. Next, select the field
Number of Emails sent.
4. Now, let's create an invoice template that needs to be sent to the customers. Navigate to
Settings
>
Record Templates, and
create a record template
by selecting
From a template.
5.
Select the
first template
under
Invoices.
6. Select the base form as
Invoices
as displayed below, and name it
'
Invoice
'.
We have made minor changes to the template and created the following template.
7. Next, let's add an action item that will help us send emails on the click of a button. Select
All Invoices
report, and click
+
under
Quick View
>
Actions.
9. Click
Add New Action
,
then
select
Deluge Script.
10.
Click
Create your own
,
then
save the following script.
- // Increment the Number_of_emails_sent field so that it can be used as counter till its value reaches 3
- input.Number_of_emails_sent = input.Number_of_emails_sent + 1;
- // Fetch the email address of the customer to which the invoice will be sent
- customer_record = Customers[ID = input.Customer];
- customer_email=customer_record.Customer_Email;
- // Send an email to the fetched email address with the invoice template
- sendmail
- [
- from :zoho.adminuserid
- to :customer_email
- subject :"Zylker invoice"
- message :"Please find the invoice for your recent purchase"
- Attachments :template:Invoice:Invoices input.ID as PDF
- ]
15. C
lick
CREATE
to save the action item with the script.
16.
Now, we will list the action item in the report. Click
All Invoices
report >
Configure Fields for Web.
17. Click
+ Add Fields
and select
the
Send Email
button.
The button will now be listed in the
Invoices
report.
See how it works
Points to note
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