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DianeSinawi's avatar
DianeSinawi
Qrew Trainee
2 days ago

Question about auto-populating fields across tables

I wish to auto-populate a field from another field in another table, but am not sure if it is possible for our specific scenario. If yes, how would I accomplish it? I tried to create an action, but it doesn't work.

The affected tables are 'Audit' and 'Scorecard' and I have parent/child and child/parent relationships setup because in each form we need to pull in some fields from the other table. For every Audit record, there will be only 1 associated Scorecard record, and vice versa. Ultimately, we will have multiple different Scorecard tables for different categories. Each Scorecard form will have mostly unique fields. In every Audit record, a Scorecard from only one of the Scorecard tables will be associated, depending on the category selected in the Audit record.

I created an action where when a new Audit record is created, then a new Scorecard record is also created, and in the new Scorecard record, the related Audit record # auto-populates along with selected associated lookup fields. This action is working fine. We will create a separate action in the Audit table for every Scorecard table - so when a certain category is selected in a new Audit record, the new Scorecard record will be created in the correct Scorecard table.

This action allows us to auto-generate new Scorecard records (instead of manually), and see related Audit record info in the Scorecard record. This action is working fine.

But we also need to get the Scorecard record # and some lookup fields into the Audit Record, automatically if possible. I tried creating an action in the Scorecard table, but it is not working, I think because it has no way to know which record in the Audit table is associated with the Scorecard record.

Is there a way to accomplish this? Any help is appreciated.

Also, I understand we can only have up to 10 actions in one table. So if we needed to have more than 10 Scorecard tables (say up to 50), is there any other way to automatically create new Scorecard records when a new Audit record is created, outside of using an action?

Forms

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  • DianeSinawi's avatar
    DianeSinawi
    Qrew Trainee
    22 hours ago

    But if there are multiple new Scorecard records created at the same time, then could the max record ID find the wrong Scorecard record?

    • MarkShnier__You's avatar
      MarkShnier__You
      Icon for Qrew Legend rankQrew Legend
      22 hours ago

      If I was understanding your data set up correctly, you are saying that there is a relationship where one Audit has Many Scorecards, but in fact, you are only going to ever have 1 Scorecard attached to any given Audit.  So that Maximum Record ID# will be for that 1 Scorecard record only.

  • MarkShnier__You's avatar
    MarkShnier__You
    Icon for Qrew Legend rankQrew Legend
    2 days ago

    You are saying this. 
    But we also need to get the Scorecard record # and some lookup fields into the Audit Record,

    You know how to get look up fields down from a parent into a child record on a relationship through a look up field.

    But you can go the opposite way with a summary field to go up into the parent. So one choice is to get the Maximum record ID of the scorecard record back up into the parent audit record and then if you'd like you have two choices. For any Text fields you want floated up you can use a combined text summary field to bring them up into the parent audit record or you can do yet another relationship where one scorecard has many audit records, and for the reference field on the right side of that relationship, you would use that summary field that you just created. Then you can look up fields normally from the scorecard record back to the Audit record.