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#1973 - Workflow action - Required Fields when Updating Records

Open General Question created by tsalex33 6 years ago

We are testing a workflow where i update the Name of record that matches certain criteria. The module has 4 required fields, but I only want to modify this field, and leave all other field values intact.

When scope of action is set to "Update Itself" or "Update All Related", I am required to define values for all required fields, even if I don't want to modify them. is there a way to disable this?

I know that you can set fields to "copy from record", and essentially have field update itself using its own original value, but this is somewhat cumbersome, particularly since we're not creating any records, only trying to update a field in an existing record.

This issue also becomes problematic when I try to update a field using a value from a field in a related module (for example, replace the value of a call record "name" field with the value in the "name" field of its related Account record. In this case I can't use the solution above because the UI limits me to pulling values from fields in that specific related module, rather than allowing us to select a field from any related module or the record itself.

Any suggestions?

Also wanted to ask if variables in text fields were in plans for future development (for example for concatenating values from various fields into a single field, or inserting names and other values into a template email for automated email alerts).

Apologies for throwing so many things at you at once. Thanks in advance.

  1. cm_sugar member avatar

    CM & Sugar Provider Affiliate

    6 years ago

    I appreciate any feedback like that! Helps me to improve the features and my product.

    We are testing a workflow where i update the Name of record that matches certain criteria. The module has 4 required fields, but I only want to modify this field, and leave all other field values intact.

    When scope of action is set to "Update Itself" or "Update All Related", I am required to define values for all required fields, even if I don't want to modify them. is there a way to disable this?

    Have you tried to use Studio and remove the "required" flag?

    I know that you can set fields to "copy from record", and essentially have field update itself using its own original value, but this is somewhat cumbersome, particularly since we're not creating any records, only trying to update a field in an existing record.

    Yes i Agree, its kind of annoying, but Sugar forces the user to fill required fields. If you use the edit mask of your record, you will face the same issue just another context. The setup requires a bit more work, but it should be done just once. Sometimes Sugar even throws database errors, if you don't fill required fields. Happens always, if the fields are marked as not null fields at the table itself. Thus I prefer the "save" way.

    This issue also becomes problematic when I try to update a field using a value from a field in a related module (for example, replace the value of a call record "name" field with the value in the "name" field of its related Account record. In this case I can't use the solution above because the UI limits me to pulling values from fields in that specific related module, rather than allowing us to select a field from any related module or the record itself.

    **I don't get your problem right. If possible, show me your defined conditions, which should trigger your wanted actions. If you want to update a call subject (name), you should define the condition on the Call itself. Another way would be, you define the conditions at Accounts, but this will update all related Call records, since the machine will not know, which call is the winner. Therefore you must think about, where and what you want to achieve at which record.

    The limitation of the available fields using "copy from record" has to do with the datatype definition of each field. It should block wrong assignments (eg date into enum)

    I read a feature request of your last statement. If the condition is true, take for the record within my planned action any field of a related record that I could auto populate in here. However, this can just be implemented on existing records and there is just one relationship allowed. For example, you could net update a meeting subject by a related Contact name, since each meeting can have multiple Contacts. You will have no chance, to determine the right value by UI.**

    Any suggestions?

    Also wanted to ask if variables in text fields were in plans for future development (for example for concatenating values from various fields into a single field, or inserting names and other values into a template email for automated email alerts).

    yes it is planned. It should extend the "use custom value" logic allowing any concatenation. This could maybe resolve the many-many relationship problems (as mentioned above)

    Apologies for throwing so many things at you at once. Thanks in advance.

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