Forum Discussion

SarahSarah's avatar
SarahSarah
Qrew Cadet
7 years ago

Duplicating (or moving) records to a different table with automations

I have an app with 4 tables. Each of the tables has a status field that overlaps and I want to create an automation that moves a record (via duplication then deletion) from one table to another when the status changes. For example, a brand new record is created on the Leads table with the status "No Attempt." When the record status changes to "Contacted", I want to copy the record and add it as a new record to the Qualified table. All of the data would stay the same. I set up the automation with the below settings and I cannot get the record to copy itself and add to the new table. Am I using the wrong trigger or filter? After I get the record to copy itself correctly and appear on the other table, I want the original record deleted. Any help is appreciated!!

Trigger:


Action:

Quickbase Automations

10 Replies

  • QuickBaseCoachD's avatar
    QuickBaseCoachD
    Qrew Captain
    7 years ago
    I would suggest rather than immediate deletion, that you flag the record as moved and filter them off the Leads report or maybe delete them monthly.  I would just be caution deleting until I was really sure they did get copied.  But that is a side comment.

    So what is the problem?  Why can't you just keep "plussing" that drop down of fields to keep populating more fields with values from the trigger records
  • SarahSarah's avatar
    SarahSarah
    Qrew Cadet
    7 years ago
    Well I can't get the automation to duplicate the record from one table and add it to the next. I'm not sure where the issue is. I think it might be the filters I'm using on the action. If you take a look at the screenshot, you can see how I set it up. When I complete the trigger action, the record doesn't appear on the table I want to add it to. The automation is showing that it ran twice and has 0 errors, but the new record isn't showing up.
  • QuickBaseCoachD's avatar
    QuickBaseCoachD
    Qrew Captain
    7 years ago
    Did the record not get created or did it get created but was not linked to the parent record?
  • SarahSarah's avatar
    SarahSarah
    Qrew Cadet
    7 years ago
    I haven't created a relationship between the tables yet. Do I need to do that?
  • QuickBaseCoachD's avatar
    QuickBaseCoachD
    Qrew Captain
    7 years ago
    No,  you do not need a relationship.  In that screen shot, you were just filling in the value for one field.  Changing the Status field to Contacted on the new record.  Does your full Automation complete additional fields?  Are there Required fields you are not completing?
  • SarahSarah's avatar
    SarahSarah
    Qrew Cadet
    7 years ago
    I just changed the action from "Copy record(s)" to "Add a new record" and it worked. However, it makes me designate the value of every field. In some cases, I'll have 25+ fields. Do you know if there's something else I could try with the "Copy record(s)" action so I can get all of the info from the original trigger record moved over to the new record that is created?
  • SarahSarah's avatar
    SarahSarah
    Qrew Cadet
    7 years ago
    To answer your last question, no, there aren't any required fields. I essentially just want to copy the original record exactly as it is and create a duplicate on a different table. I've only added 2 fields so far because I want to get these automations figured out before building out the forms.
  • QuickBaseCoachD's avatar
    QuickBaseCoachD
    Qrew Captain
    7 years ago
    The most direct route is just to hunker down and do each of the 25 fields.  There is an alternative to set up a saved table to table import,(which can be triggered by an Automation)  and if the fields names are the same in the two tables it will guess correctly at the field mapping.  But then you will need to filter which record is copying across and that would take a lot of explaining by me and a new table setup to hold the focus record and new relationships.  I think in this case,  KISS and a bit of brute force is the best way.
  • SarahSarah's avatar
    SarahSarah
    Qrew Cadet
    7 years ago
    Ok, thanks for the input!! I was able to add a second action to the automation to delete the record from the first table once it's created on the second table so everything it working now. I appreciate your help!