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Automations creates a record in a child table and show the automation owner as the new ""created by/record owner"" for the child record.

  • November 17, 2018
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When an automation creates a record in a child table, it records the automation owner as the new "created by/record owner" for the child record...NOT the current user "User()".

In several apps, I have text fields in the parent record that our sales or support staff interact with to log activities/tasks. When the record is saved, an automation creates the new child record form these fields and then goes back and clears out the data from the fields in the parent record.  That all works great....except that the new child record owner/creator is recorded as me... the automation owner, not the staff that last modified the parent record.

I have a user field [record owner - imported] that is used to record the original record owner if it was imported from another management system... And, I have formula user field [record owner] that will display [record owner - imported]  rather than the [record owner - QB] field if the "import" field is not empty. I can always populate the "import" field, but it doesn't solve the follow-up issue. 

In addition to the record ownership not being assigned as I would like, Updating a multi-line text field with logging also shows the automation owner as the staff who made the entry, not the user().

This puts a wrinkle in my accountability initiatives.

Hopefully, I'm just missing something simple that says...when an automation creates a record... link to the user() or xyz field.

I can't seem to find how to change who the owner of the automation is either?

There is a post similar to this regarding "Quickbase Actions" that makes me think that there really isn't much to do about it.

    This topic has been closed for replies.

    Whoever last modifies an Automation becomes the new owner.  The modification can be a trivial change to the Description at the top right or the comments at the bottom right.

    If you have the Automation being triggered on a record change (as opposed to a Schedule), then you do have access to the [Last Modified] and [Date Modified] of the trigger record.  That can be written to the record(s) being modified  and leverage in some way  in a formula user field.  



    For example, if the most recent of the [date modified] = [date modified by Automation], then use the [Last Modified of who triggered the edit] field, else use the native [date modified]
    • DennisDennis1
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    • November 18, 2018
    That's great feedback on Automation ownership. Thanks

    That's exactly how I pass the user value to the field [record owner - imported] in the new record, which is then inherited by [Record Created] instead of the [record owner - QB].

    Any ideas on how to solve the issue of who is recorded as making entries to a text field that is logging when the entry is made by and automation?
    • DennisDennis1
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    • November 18, 2018
    I tried creating another Automation that looked at the User that is logged as making the entry in the text field, and comparing it to the [record owner - imported] and then parsing a string to update it with the correct user, but you can't edit logged entries either.
    Right, hence my suggestion to not used those text fields with logging enabled and instead use a child table of changes.
    • DennisDennis1
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    • November 18, 2018
    I added the additional comment before I saw yours on the child table. I Appreciate the advice...., especially on a Sat!
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