Using a JofForm to add a new record but is not updating the related record

  • 0
  • 1
  • Question
  • Updated 4 months ago
  • Acknowledged
I am using JofForm to create a new record in Quick Base. The issue is that the checklist is a related record to a project. When the user fills out the form, I am asking for a store number. This store number is also the related project ID but I cannot post directly into that dropdown. I have put a field in to convert the store number to the correct format and set the related dropdown to show only that store number. The issue is I cannot figure out how to force the dropdown to take make that selection. I have not found a way in JotForm to pull records in. They also do not have any Quick Base setup so I am have to use a connection between Quick Base and JotForm through Zapier. All is working but linking the new checklist to the related installation.



Photo of Joey Zint

Joey Zint

  • 1,508 Points 1k badge 2x thumb

Posted 4 months ago

  • 0
  • 1
Photo of Evan Martinez

Evan Martinez, Community Manager

  • 8,744 Points 5k badge 2x thumb
Hi Joey,

This type of automation can be accomplished with an Quick Base Action or Automation, especially since you have a formula field that already calculates the right value to pass on so long as that Installation ID is the reference field for your relationship (not just the reference proxy). The one important set up piece you need in place before creating the Action is a report link field to help the Action target the right records when the edit a related record option is selected. For this you want to edit the record you are already on, so in this instance you want a Report Link that will help identify that need. 

When I need to do this I start with a new field in Quick Base that is a report link field type (I often name it something obvious like Link for Action 1, etc so I can always find it later). Then you want to open that new fields settings and it will ask you what fields you want to match for the report link. In this instance you want to match your key field in this table with the exact same field in this table. So what it is doing is taking each records key field value and matching it to the exact same record. Once you have this you can use it in your Action so that whenever a new record is added it will edit the exact same record and take the value from the formula field and push it into the Installation Id field. It is possible that Installation Id is just your reference proxy and it won't line up quite as neatly but if it is this is one option to simplify your workflow. I hope this suggestion is helpful Joey.
Photo of Joey Zint

Joey Zint

  • 1,508 Points 1k badge 2x thumb
Ok I get the how, but does the report link need to be on the child table or the master table....below is what I have but there is no option field for installation ID to copy to. I put the report link at the bottom of the child table. the field that I am trying to update is the reference proxy field

of the child table.
Photo of Evan Martinez

Evan Martinez, Community Manager

  • 8,744 Points 5k badge 2x thumb
Hi Joey,

For my example the report link needs to be in the child record since that is the record that needs to be changed. Unfortunately, my example works when that installation ID is the reference field not the reference proxy. Actions/Automations look to target the reference field itself while the reference proxy is used for data entry to make the information to identify records more user friendly. Reference proxy fields aren't a target for Actions/Automations at this time. My hope was your installation ID was a key field/reference field for your relationship. I'm sorry this suggestion for using an Action doesn't meet the needs of this workflow at this time. 
(Edited)