Forum Discussion

MarkComish's avatar
MarkComish
Qrew Assistant Captain
7 years ago

Need help with automating year end

I would like a way to automate a process we will do at year's end each year.  We have over 100 Opportunities.  [Opportunity] field is a Formula Text field made from taking the [Company Name]&" - "&[Service]&" - "&[Year]).  On Jan 1 of every new year I would like an automation or how ever it needs to be done to copy all Opportunities with an "Active" [Status] and change the [Year] to the new current year.  Then I would want it to change the status of the ones it copied to [Status] "Closed Year".  Any advice would be appreciated.
Quickbase Automations
  • QuickBaseCoachD's avatar
    QuickBaseCoachD
    Qrew Captain
    7 years ago
    I suggest making a button to manually push to roll over the Opportunities.
    The button would run a saved table to table import to import the table into itself, with the only field being updated would be the Status.  There would be a filter to only copy records where the Status was open (I'm not sure of what your statuses are).

    Then the button would continue and next copy the table into itself to create new records.

    You will probably want to make a Copy of your app to practise making a saved import and then get those imports working when run manually.

    Then I can help you build a button which runs those two saved Imports.

    In theory,  those could also be done with a scheduled Automaton, but it would be difficult to test.  I think that pushing a manual button once a year is not too onerous.

    • MarkComish's avatar
      MarkComish
      Qrew Assistant Captain
      7 years ago
      I can't find any info on how to make a saved import?  Is this what I need to learn first?
    • QuickBaseCoachD's avatar
      QuickBaseCoachD
      Qrew Captain
      7 years ago
      When you go to Import / Export off the Main Home Page or from any Table Home page, you can choose Import and then there is a path to create a saved import.