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MeaganMcOlin's avatar
MeaganMcOlin
Qrew Cadet
2 months ago
Solved

Using Pipelines to Archive Records Based on Checkbox

Hi Quickbase Community,

I’m working on an app with a many-to-many relationship and would like to use Pipelines to automate the process of archiving records. Specifically, I want to move records to an archive app when an "Archive" checkbox is checked in the current app.

Could someone provide guidance on how to set up a pipeline for this? I’d like the pipeline to:

  • Trigger when the "Archive" checkbox is checked.
  • Move the relevant record(s) from the current app to an archive app.
  • Ensure that the many-to-many relationships are properly handled during the transfer.

Any advice or examples would be greatly appreciated!

Thanks in advance,
Meagan

Pipelines
  • DonLarson's avatar
    DonLarson
    2 months ago

    Meagan,

    If you are moving the Permissions data at the same time you are moving the Employees data, this is easier than I made it sound.

    Building on your existing Pipeline, when the Step that creates the Archive Employee record finishes, your next Step is

    Search Permissions where Related Employees = a.id   ( I assume that Step A is the Trigger on the Employee Table)

    That creates a Loop under it

    Next Step Create Record on Archive Permissions table

    Related Employees = b.id    ( I am assuming that Step B is where you created the Archive Employee)

    You also specify the rest of the Permissions fields in this step that you should capture in your Search step)

    That should create all the Permission records in the Archive App for the Employees.

     

     

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  • DonLarson's avatar
    DonLarson
    Qrew Elite
    2 months ago

    Megan,

    Is the archive app a clone of your production application?   You are maintaining identical data in all the tables?   If that is correct I would do this:

     

    In the Production Application, I would track the Record ID from the Archive table.   Then when your Pipeline Fires it knows what the correct Parent record in the Archive application to connect the newly archived record to.

    • MeaganMcOlin's avatar
      MeaganMcOlin
      Qrew Cadet
      2 months ago

      Don,

      Thanks for your reply! Here’s how my app is set up: I copied the active app to create an archive app, leaving the data out, and renamed it 'archive'.

      I’ve set up a pipeline triggered when the "Archive" checkbox is ticked to "add record" to the Employee - Archive table. My issue is how to also transfer their permissions over to the archive app.

  • DonLarson's avatar
    DonLarson
    Qrew Elite
    2 months ago

    Meagan,

    If you are moving the Permissions data at the same time you are moving the Employees data, this is easier than I made it sound.

    Building on your existing Pipeline, when the Step that creates the Archive Employee record finishes, your next Step is

    Search Permissions where Related Employees = a.id   ( I assume that Step A is the Trigger on the Employee Table)

    That creates a Loop under it

    Next Step Create Record on Archive Permissions table

    Related Employees = b.id    ( I am assuming that Step B is where you created the Archive Employee)

    You also specify the rest of the Permissions fields in this step that you should capture in your Search step)

    That should create all the Permission records in the Archive App for the Employees.