Last Updated: December 1, 2021

This automation action allows you to update a record or dataset with another record or dataset using a reference table.

Prerequisites:
2 Record Apps
1 Workflow App with a Reference Grid (configured to one of the included record apps)

Scenario: How the Automation works

Setup - Record A loaded into the Workflow App's form as its reference grid. Then, on the Automation layer of the Workflow's Process Designer, the Update Dataset or Record Using Reference Table automation action is selected and Record B is mapped into the configuration.

Outcome - When a user submits a case, they select an item in the reference grid that they want to update from Record A into Record B. Upon the Submission of the case, the value in Record A is now imported and updated into Record B

Sample automation configuration
In this tutorial, we will use Update Dataset or Record Using Reference Table automation action to update the details of the Employee Master List Record (Record B) from the Updated Employee Information Record (Record A).

Setting up the prerequisites:
Step 1 - Create a new Solution and the first Record App: Create or select the first record app where you would want to extract data from. This will serve as the source of the workflow's reference table. This will be Record A.
Step 2 - Create the second Record App: Create or select the second record app where you would want to apply the extracted data from Record A. This will be mapped into the workflow's automation layer in the Process Designer. This will be Record B.
Step 3 - Create a Workflow: Once both records are ready, create a new workflow. Name the workflow Update Employee Records and click Proceed.



Setting up the automation:
Step 4 - Add a Search Text column: Take note that adding a Search field is necessary. Simply drag a Text tool into the empty field and configure it into a basic text field. This will be further configured into the following step once the Reference Table is added into the form.



Important: Do not skip this step. The form requires filled-in columns to function on Steer.

Step 5 - Add a Reference Table: In the Form Builder, add a reference table and click the gear icon (⚙️) on the top right corner of the form section to map the fields in the reference table.



Step 6 - Configure Record A into the Reference Table: In the Lookup Grid Configuration, create a name for the reference table. Then, select Record A under Data Table. Select which columns of your chosen Data Table should appear in the reference table.



Then, select Add Filter to map the Search field to the reference table:



Once done, click Ok and proceed to the Process Designer.

Step 6 - Configure Record B into the Automation Layer :
In the Process Designer, add an action in the automation layer and click it to open the Action Configuration sidebar and click on Add Automation.


Create a name for your automation rule. Then, proceed to configure the automation layer. First, select the rule trigger for the automation. For this tutorial, let's select On Ticket Approved.



Then, configure the automation layer using these settings:



AUTOMATION ACTION SET 1:
RULES: These settings will allow Steer to locate the input from the reference field and activate the automation.
Property Origin: Input - a
Condition: Equals (=)
Operand Origin: Input - a

Then, click Save Rule

ACTION 1: These settings tells the automation what to do. In this case, we are telling the automation action to update the Employee Master List Record using the input received from the reference field.
Actions: Update Dataset or Records Using Reference Table
Record: Employee Master List / Record A

REFERENCE TABLE MAPPING: These settings will allow the automation locate for the data in the chosen record in Action 1 and update it using the input from the reference field.



First Field Mapping Settings: This will be the field where the automation will call data from (Record A / Form Property) and select which field in the Record B needs to be updated.
Form Property: Update Employee Information
Record Column: EmployeeName
Operation: Replace
Sub-Property: EmployeeName

Second Field Mapping Settings: This will be the KEY field where the two records will be linked.
Form Property: Update Employee Information
Record Column: EmployeeID
Sub-Property: EmployeeID
Key Checkbox: Enabled

Then map all remaining fields accordingly by applying the First Field Mapping Settings above.


CONDITION: Set to If all rules are true, then execute action.

Once done, click Continue to save the automation.
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