Form rule doesn't trigger when uploading data

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I will be uploading data from a spreadsheet on a daily basis. I have a rule set to recognize if specific data is in a specific field and if it is check a specific box. For instance: If [Subject Prefix] contains 'RE:' change [Resolved] to 'checked'. But it's not working. How can I get it to work when new data is uploaded?
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Stephanie

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  • perlexed

Posted 1 year ago

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Gil Spigelman

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Form rules do not apply when uploading data or using grid edit. Your best bet is to use an Action or Automation to trigger the data change when uploading.
Form rules only work when humans edit a record manually a single record at a time, not for bulk uploads.

I suggests that you look into Actions and Automations or better yet, use a formula field.
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Stephanie

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How would I use a formula field?
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Stephanie

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I don't seem to have Actions available in this app. How do I get it?I tried to build an Automation but I'm not sure I did it correctly. How can I test it without having to wait a day?
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Gil Spigelman

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Copy the application with data and build the action. You will have to rebuild the automation because it doesn't come over on the app copy.
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Stephanie

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I found Actions. However, I have no idea how to write one. It looks like it will only let me add a record. I don't want to do that. How can I get a field to be checked when data that is uploaded meets a specific criteria?
There is a trick to editing the record that you are on, or just imported. 
Make a Report link field and point it to the record you are on - ie, match [Record ID#] on the left with the same app, same field [Record ID#] that you are on.  Then the Action will allow you to edit the record.
(Edited)
A formula would be your best bet here.  Way simpler and more reliable and foolproof than actions.

I would make a formula checkbox field called [Resolved (final)] and a field called [Resolved Override] with Yes and No as choices

If(
[Resolved Override]= "Yes", true,
[Resolved Override]= "No", false,
Contains([Subject Prefix], "RE:"), true)


That will let you override if you need to else fall back to the contains formula.
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Stephanie

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Success. Thank you.
Great, thx for letting me know.