Update a form using custom action (from another form's report)
Requirement
Update a form using
a
custom action configured in another form's report.
Use Case
In an engineering college student management application, a student may withdraw at any time of the academic year.
Whenever a student applies for withdrawal, it should update the record of the student with the relevant details.
Steps to follow
|
Form
|
Form Link Name
|
Field Type
|
Field Name
|
Field Link Name
|
|
Add Student
|
Add_Student
|
Email
|
Email
|
Email
|
|
Name
|
Student Name
|
Student_Name
|
||
|
Date
|
Date Of Birth
|
Date_Of_Birth
|
||
|
Single Line
|
Department
|
Department
|
||
|
Single Line
|
Course
|
Course
|
||
|
Drop Down
|
Academic Year
|
Academic_Year
|
||
|
Drop Down
|
Student Status
|
Student_Status
|
||
|
Multi line
|
If inactive, please enter proof of leaving
|
If_inactive_please_enter_proof_of_leaving
|
||
|
Date
|
Date Of Leaving
|
Date_Of_Leaving
|
||
|
Leaving Request
|
Leaving_Request
|
Lookup (Add_Student)
|
Student
|
Student
|
|
Request Date
|
Request_Date
|
|||
|
Multi-line
|
Reason for leaving
|
Reason_for_leaving
|
||
|
Decision Box
|
Approved
|
Approved
|
||
|
Decision Box
|
Rejected
|
Rejected
|
Now, we shall hide the
If inactive, please enter proof of leaving
and
Date Of Leaving
fields and show them if the student status becomes
Inactive.
Set the
Reason for leaving
field in the
Leaving Request
form as
Mandatory.
2. Create a workflow to hide the above two fields if the
Student Status
value is not
Inactive.
3. Click
Add New Action
and enter the below code in the Deluge Editor:
- if(Student_Status != "Inactive")
- {
- //Hide the below fields if the Student Status is not inactive
- hide If_inactive_please_enter_proof_of_leaving;
- hide Date_Of_Leaving;
- }
This will hide the inactive fields
when the form loads.
Only a student can raise the
Leaving Request. So, let's create a workflow during the load of the
Leaving Request
to fetch the details of the current logged-in student and to disable it, so that there is no modification.
4.
Next, let's
create a workflow during the load of the
Leaving Request
form.
5. Click
Add New Action
and add the below code to find the current logged-in student.
- //Get the corresponding Add_Student record from the login details
- input.Add_Student = Add_Student[Email == zoho.loginuserid].ID;
- //Disable the field to prevent further modification
- disable Add_Student;
An action item will be created for every record in the
Leaving Request
form, which will allow for approval of
the corresponding request and mark the student as
Inactive.
6. We will list only the relevant records to the administrators.
Add a filter
to the
Leaving Request report
to show only those
Leaving Requests
that are not
Approved.
7.
Next, let's
add a
report workflow
for the administrators to approve the
Leaving Request
for a student. Click on the
Leaving Request report. Click
Quick View.
Navigate to Configure Fields
> Add Fields > Add New Button. Name the Action Item 'Approve Leaving Request'.
8. We shall execute this action item
after confirmation. Add
the following
confirmation
message:
- Execute the Approve Leaving Request action for this record for this student - ${Add_Student.Student_Name} ?
9. Name the workflow 'Leaving Request' and click
Create Workflow.
10. Click
Add New Action > Deluge Script > Create your own. Add the below Deluge code to update the leaving details in the
Add Student
form:
- //Fetch the corresponding Add_Student record
- student = Add_Student[ID == input.Add_Student];
- //Set the Date Of Leaving to the current date
- student.Date_Of_Leaving=zoho.currentdate;
- //Assing the Reason for Leaving
- student.If_inactive_please_enter_proof_of_leaving=input.Reason_for_Leaving;
- //Mark the Student Status as Inactive
- student.Student_Status="Inactive";
- //Mark the current Leaving Request record to Approved
- input.Approved = true;
11. Let's add another script
to send an email to the student once the
Leaving Request
is approved. Click
Add New Action > Deluge Script > Create your own. Add the below Deluge code to notify:
- sendmail
- [
- from :zoho.adminuserid
- to :input.Add_Student.Email
- subject :"Your Leaving Request is approved!"
- message :"<div><br>Hi " + input.Add_Student.Student_Name + "<br/>We are so sorry to let you go. Your request is approved.</div>"
- ]
12. Click
Create. This will create the action item.
13. Although optional,
we can create an action item for rejecting the
Leave Request in a similar fashion. We can set the
Rejected
field value accordingly and explain the reason for rejection in an email.
See how it works
Related Links
Zoho CRM Training Programs
Learn how to use the best tools for sales force automation and better customer engagement from Zoho's implementation specialists.
Zoho DataPrep Personalized Demo
If you'd like a personalized walk-through of our data preparation tool, please request a demo and we'll be happy to show you how to get the best out of Zoho DataPrep.
- Zoho Workerly Home
- Forums
- Connect With Us:
- Zoho Recruit Home
- Forums
- Connect With Us:
Still can't find what you're looking for?
Write to us: support@zohoforms.com
Zoho Sheet Resources
Zoho Forms Resources
New to Zoho Sign?
Zoho Sign Resources
Sign, Paperless!
Zoho SalesIQ Resources
New to Zoho TeamInbox?
Zoho TeamInbox Resources
New to Zoho ZeptoMail?
Zoho DataPrep Resources
Design. Discuss. Deliver.
New to Zoho Workerly?
New to Zoho Recruit?
New to Bigin?
New to Zoho CRM?
New to Zoho Projects?
New to Zoho Sprints?
New to Zoho Assist?
Related Articles
Disable Custom Actions after n times
Requirement A custom action 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 ...Understand reports
A report is a compilation of data collected using a form in the created application. Zoho Creator incorporates reports as one of the components to complete the purpose of the application that you create. A report collates and presents information to ...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 ...Add data to a different application
Requirement Automatically add a record to a form of one application when a record is added in a different application. Use Case A Zoho creator account has two applications: Contact Management and Order Management. All the customer details maintained ...Add subform rows with dynamic data from another subform
Requirement Automatically add rows to a subform and populate it with dynamic data fetched from another subform. Use Case A form named Orders Database contains customer details and their frequent orders in a subform. We have another ...