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Documents with many records action

  • 1.  Documents with many records action

    Posted 07-27-2018 11:50
    I have a lot of documents that can have many records (Revisions) and many task.  I want to create an action in which when I add a new record (Revision C) that the old record of that document (Revision B) will change in status.   Basically that only the latest revision will be "in use" and the others will be "closed".  


  • 2.  RE: Documents with many records action

    Posted 07-27-2018 12:10
    Rather than an Action which would require the system knowing which Record ID# to edit, I suggest a different approach.  I suggest making a summary maximum of the [Record ID#] of the revisions and then look that up down to the Revisions.

    Then you can have a formula which calculates if the revision [Record ID#] = the most recent (Highest) Revision [Record ID#]. 

    There are enhancements on that technique if you like to mark Revisions as Valid in case you need to roll back and disqualify a recently loaded Revisions.  In that case the system would take the highest [Record ID#] of valid Revisions in that Summary Maximum field.


  • 3.  RE: Documents with many records action

    Posted 07-27-2018 12:28
    I'm not sure I follow you.  Are you saying inside the document table I could create a formula that would change old revisions to closed or that the status would be a formula?  
    I already have where the maximum revision status is shown on the document, but I want to make sure the previous records (revisions) get closed out once new ones develop for that related document.


  • 4.  RE: Documents with many records action

    Posted 07-27-2018 12:57
    I�m suggesting that the status of a Document would be a formula field and not a manual drop down data entry field.


  • 5.  RE: Documents with many records action

    Posted 07-27-2018 13:24
    gotcha.  Problem is that the status changes multiple times.  It moves from group to group until it has been approved by all.  Then goes to awaiting to be released then in use.  Once another record of the related document comes up, the old should be closed.


  • 6.  RE: Documents with many records action

    Posted 07-27-2018 13:33
    OK, so then plan B can be to use an Automation.  You should be able to define a trigger on the Revision and then cause an Automation to fire which will edit all the "Other"  Document records.  The filter on that Automation will need to know which one NOT to edit.