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WadeMyers1's avatar
WadeMyers1
Qrew Cadet
4 months ago
Solved

Preventing Budget Overrun

My objective is to prevent users from exceeding the available budget when logging time. Users can attach multiple task records to the DSR (Daily Status Report), and those tasks can belong to differen...
  • MarkShnier__You's avatar
    MarkShnier__You
    4 months ago

    Well, let's not give up on the relationship and summary field method just yet.

    Just because the budget is second level up from tasks, you still should be able to summarize total task hours up to milestones and then total task hours on the milestone up to the budget and the budget record will then be able to self flag itself to know if it is over budget. Then you could have a flag or message, maybe a message is best to identify which budget is over and then look up that warning field down to milestones and from there down to tasks.  

     

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Overrun","id":"message:89464","revisionNum":1,"repliesCount":7,"author":{"__ref":"User:user:22001"},"depth":0,"hasGivenKudo":false,"board":{"__ref":"Forum:board:quickbase-discussions"},"conversation":{"__ref":"Conversation:conversation:89464"},"readOnly":false,"editFrozen":false,"moderationData":{"__ref":"ModerationData:moderation_data:89464"},"body@stripHtml({\"truncateLength\":200})":" My objective is to prevent users from exceeding the available budget when logging time. Users can attach multiple task records to the DSR (Daily Status Report), and those tasks can belong to differen...","body@stringLength":"1442","rawBody":"

My objective is to prevent users from exceeding the available budget when logging time. Users can attach multiple task records to the DSR (Daily Status Report), and those tasks can belong to different budgets.

I want to use a Formula query to obtain the value in the [Remainder (Available)] Field 64 of _dbid_budget, and compare the total of hours logged in [Units Delivered] Field 103 of  _DBID_TASKS. Once all tasks are attached to a DSR, the Total Units Delivered Field 108 of  _DBID_TIME_CARD (where the DSRs reside), I would want to compare available budget to hours consumed on tasks, and if there is an overage i will stop the flow of the report until it is resolved.

I used a summary [Budget Line - Record ID# (Text)] field 267 on the DSR form configured for combined text, and was able to validate that I can see two correct record ID's when attaching 3 tasks and two of them using the same budget.

The [Total Available Budget] field 268 formula on _DBID_TIME_CARD has no errors, but fails to render anything other than zero:

SumValues(
  GetRecords(
    \"{3.IN.('\" & [Budget Line - Record ID# (Text)] & \"')}\",
    [_DBID_BUDGET]
  ),
  64
)

Where 3 is the [record ID#] and 64 is [Remainder (Available)], both on the budget.

Any input will be appreciated.

 

 

 

 

","kudosSumWeight":0,"postTime":"2024-12-30T16:48:15.892-08:00","images":{"__typename":"AssociatedImageConnection","edges":[],"totalCount":0,"pageInfo":{"__typename":"PageInfo","hasNextPage":false,"endCursor":null,"hasPreviousPage":false,"startCursor":null}},"attachments":{"__typename":"AttachmentConnection","pageInfo":{"__typename":"PageInfo","hasNextPage":false,"endCursor":null,"hasPreviousPage":false,"startCursor":null},"edges":[]},"tags":{"__typename":"TagConnection","pageInfo":{"__typename":"PageInfo","hasNextPage":false,"endCursor":null,"hasPreviousPage":false,"startCursor":null},"edges":[{"__typename":"TagEdge","cursor":"MjUuMnwyLjF8b3wxMHxfTlZffDE","node":{"__typename":"Tag","id":"tag:formula query","text":"formula query","time":"2024-04-10T12:23:43.524-07:00","lastActivityTime":null,"messagesCount":null,"followersCount":null}}]},"timeToRead":1,"currentRevision":{"__ref":"Revision:revision:89464_1"},"latestVersion":null,"metrics":{"__typename":"MessageMetrics","views":95},"visibilityScope":"PUBLIC","canonicalUrl":null,"seoTitle":null,"seoDescription":null,"isEscalated":null,"placeholder":false,"originalMessageForPlaceholder":null,"messagePolicies":{"__typename":"MessagePolicies","canModerateSpamMessage":{"__typename":"PolicyResult","failureReason":{"__typename":"FailureReason","message":"error.lithium.policies.feature.moderation_spam.action.moderate_entity.allowed.accessDenied","key":"error.lithium.policies.feature.moderation_spam.action.moderate_entity.allowed.accessDenied","args":[]}}},"archivalData":null,"customFields":[],"body":"

My objective is to prevent users from exceeding the available budget when logging time. Users can attach multiple task records to the DSR (Daily Status Report), and those tasks can belong to different budgets.

I want to use a Formula query to obtain the value in the [Remainder (Available)] Field 64 of _dbid_budget, and compare the total of hours logged in [Units Delivered] Field 103 of  _DBID_TASKS. Once all tasks are attached to a DSR, the Total Units Delivered Field 108 of  _DBID_TIME_CARD (where the DSRs reside), I would want to compare available budget to hours consumed on tasks, and if there is an overage i will stop the flow of the report until it is resolved.

I used a summary [Budget Line - Record ID# (Text)] field 267 on the DSR form configured for combined text, and was able to validate that I can see two correct record ID's when attaching 3 tasks and two of them using the same budget.

The [Total Available Budget] field 268 formula on _DBID_TIME_CARD has no errors, but fails to render anything other than zero:

SumValues(
  GetRecords(
    \"{3.IN.('\" & [Budget Line - Record ID# (Text)] & \"')}\",
    [_DBID_BUDGET]
  ),
  64
)

Where 3 is the [record ID#] and 64 is [Remainder (Available)], both on the budget.

Any input will be appreciated.

 

 

 

 

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Well, if you create a combined text  summary field of that warning message and summarize the different warning messages up from tasks up to the DSR, Combined Text summary fields only result in unique children. So if you as a parent had six children, and you chose to name three of them Bob and three of them Mary, (which would be an unusual thing to do) the combined text summary field would  say that your children's names are Bob and Mary.  

Does that solve your concern about duplicate warnings on the DSR as to what the problem is?

 

","body@stringLength":"581","rawBody":"

Well, if you create a combined text  summary field of that warning message and summarize the different warning messages up from tasks up to the DSR, Combined Text summary fields only result in unique children. So if you as a parent had six children, and you chose to name three of them Bob and three of them Mary, (which would be an unusual thing to do) the combined text summary field would  say that your children's names are Bob and Mary.  

Does that solve your concern about duplicate warnings on the DSR as to what the problem is?

 

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Well, let's not give up on the relationship and summary field method just yet.

Just because the budget is second level up from tasks, you still should be able to summarize total task hours up to milestones and then total task hours on the milestone up to the budget and the budget record will then be able to self flag itself to know if it is over budget. Then you could have a flag or message, maybe a message is best to identify which budget is over and then look up that warning field down to milestones and from there down to tasks.  

 

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Well, let's not give up on the relationship and summary field method just yet.

Just because the budget is second level up from tasks, you still should be able to summarize total task hours up to milestones and then total task hours on the milestone up to the budget and the budget record will then be able to self flag itself to know if it is over budget. Then you could have a flag or message, maybe a message is best to identify which budget is over and then look up that warning field down to milestones and from there down to tasks.  

 

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icon"},"localOverride":false},"Revision:revision:89467_1":{"__typename":"Revision","id":"revision:89467_1","lastEditTime":"2024-12-31T08:05:47.764-08:00"},"ModerationData:moderation_data:89470":{"__typename":"ModerationData","id":"moderation_data:89470","status":"UNMODERATED","rejectReason":null,"isReportedAbuse":false,"rejectUser":null,"rejectTime":null,"rejectActorType":null},"ForumReplyMessage:message:89470":{"__typename":"ForumReplyMessage","uid":89470,"id":"message:89470","revisionNum":1,"author":{"__ref":"User:user:22001"},"readOnly":false,"repliesCount":1,"depth":2,"hasGivenKudo":false,"subscribed":false,"board":{"__ref":"Forum:board:quickbase-discussions"},"parent":{"__ref":"ForumReplyMessage:message:89469"},"conversation":{"__ref":"Conversation:conversation:89464"},"subject":"Re: Preventing Budget Overrun","moderationData":{"__ref":"ModerationData:moderation_data:89470"},"body":"

Actually, now that I think about it that makes perfect sense. I already have an example of that were I rolled up the [Related Budget - Record ID#] from the task to the DSR and it shows only two of the 3 attached tasks because 2 of them are the same.

I can change change the target of that field, and instead of putting the alert at the budget I can have it located on the tasks based on the budget warning flag.

I can already see how I'll accomplish the rest of it. Thanks Mark!!!

","body@stripHtml({\"removeProcessingText\":false,\"removeSpoilerMarkup\":false,\"removeTocMarkup\":false,\"truncateLength\":200})@stringLength":"203","kudosSumWeight":0,"postTime":"2024-12-31T10:03:34.781-08:00","lastPublishTime":"2024-12-31T10:03:34.781-08:00","metrics":{"__typename":"MessageMetrics","views":15},"visibilityScope":"PUBLIC","placeholder":false,"originalMessageForPlaceholder":null,"isEscalated":null,"solution":false,"entityType":"FORUM_REPLY","eventPath":"category:connect/community:kqufx49752board:quickbase-discussions/message:89464/message:89470","replies":{"__typename":"MessageConnection","pageInfo":{"__typename":"PageInfo","hasNextPage":false,"endCursor":null,"hasPreviousPage":false,"startCursor":null},"edges":[{"__typename":"MessageEdge","cursor":"MjUuMnwyLjF8b3wzfDE0OjAsMzk6MXwx","node":{"__ref":"ForumReplyMessage:message:89511"}}]},"customFields":[],"attachments":{"__typename":"AttachmentConnection","edges":[],"pageInfo":{"__typename":"PageInfo","hasNextPage":false,"endCursor":null,"hasPreviousPage":false,"startCursor":null}},"editFrozen":false,"body@stringLength":"499","rawBody":"

Actually, now that I think about it that makes perfect sense. I already have an example of that were I rolled up the [Related Budget - Record ID#] from the task to the DSR and it shows only two of the 3 attached tasks because 2 of them are the same.

I can change change the target of that field, and instead of putting the alert at the budget I can have it located on the tasks based on the budget warning flag.

I can already see how I'll accomplish the rest of it. Thanks Mark!!!

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I found a gap in testing where the user could \"trick\" the system. I'm thinking \"maybe\" a Formula query could help, looking for insights. 

Use Case. The user enters a value of 11 hours on a budget of 10. At this point, [Save & Continue] button is hidden by a form rule, and in it's place an [Update] button is required to save and redisplay the record in edit mode. If no Alerts exist, [Save & Continue] is visible. The problem being that at this point, the user \"could\" opt to edit the hours again, and potentially those hours could exceed the budget as shown below because [Save & Continue] is visible. 

I modified the button formula as follows to redisplay form 1 which is 16 instead of proceeding to form 2 which is 20.

var text DisplayFormInEditNoAlerts =
If([Active Form]=1 and [Qualifies to Show Save & Continue]=false,
URLRoot() & \"db/\" & Dbid() & \"?a=er&dfid=16&ifv=1&rid=\",
URLRoot() & \"db/\" & Dbid() & \"?a=er&dfid=20&ifv=1&rid=\"
);

Maybe the simplest solution would be to take them to Form 2 and use a rule to take away buttons and present the alert with the only option to go back, and let the form rule 1 lock them into place; however, a more pristine solution would simply refresh using the above code. The problem is that even feeding up a budget warning with a relationship doesn't work because it is not real time with the task budget until it saves.

I'm curious if a Formula query would be more dynamic/real-time? If so, what would be a good syntax for looking at Units delivered on the task table from the current DSR?

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I found a gap in testing where the user could \"trick\" the system. I'm thinking \"maybe\" a Formula query could help, looking for insights. 

Use Case. The user enters a value of 11 hours on a budget of 10. At this point, [Save & Continue] button is hidden by a form rule, and in it's place an [Update] button is required to save and redisplay the record in edit mode. If no Alerts exist, [Save & Continue] is visible. The problem being that at this point, the user \"could\" opt to edit the hours again, and potentially those hours could exceed the budget as shown below because [Save & Continue] is visible. 

I modified the button formula as follows to redisplay form 1 which is 16 instead of proceeding to form 2 which is 20.

var text DisplayFormInEditNoAlerts =
If([Active Form]=1 and [Qualifies to Show Save & Continue]=false,
URLRoot() & \"db/\" & Dbid() & \"?a=er&dfid=16&ifv=1&rid=\",
URLRoot() & \"db/\" & Dbid() & \"?a=er&dfid=20&ifv=1&rid=\"
);

Maybe the simplest solution would be to take them to Form 2 and use a rule to take away buttons and present the alert with the only option to go back, and let the form rule 1 lock them into place; however, a more pristine solution would simply refresh using the above code. The problem is that even feeding up a budget warning with a relationship doesn't work because it is not real time with the task budget until it saves.

I'm curious if a Formula query would be more dynamic/real-time? If so, what would be a good syntax for looking at Units delivered on the task table from the current DSR?

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