Table Automations

take your work tables a step further with our automations! every automation starts with a trigger and includes one or more actions whenever a trigger occurs, an action is initiated within a table, automation can be activated in response to a range of triggers, including record creation, record update, and record deletion these triggers enable you to automate specific tasks, ensuring that your data and processes remain consistent note prior to automating the fields in the table, it is necessary to create a workbook and table to learn how to create a workbook, https //app archbee com/public/preview ixqqblwfxopjg0nave78y/preview rviyltkb7dptoq5eufyiq#01piy to learn how to build tables, check out the following links https //app archbee com/public/preview ixqqblwfxopjg0nave78y/preview d7ajlbhjh fzy1mcl0cxb#bmx d , https //app archbee com/public/preview ixqqblwfxopjg0nave78y/preview nva r8hwvk 02dlwsqgtb#ggrsq add new automation click on ‘automations’ in the right side of the workbook page if it’s your first automation within the table, you have 2 options click on ‘add new automation’ on the right side click on ‘create a new automation’ on the page if it’s not your first automation within the table, you have one option click on the “add new automation” button build your automation step 1 choose a trigger the first step in building your automation is to add a trigger a trigger is the event that initiates the process, and it occurs only once each time an automation begins in the task block, select the tables software choose the desire activity on record creation automation is initiated when a new record is generated, resulting in the execution of one or more actions you can also include a condition in the trigger, ensuring that the process only activates if this condition is satisfied on record deleted automation is initiated when a record is deleted from a table, leading to the execution of one or more actions you can also integrate a condition into the trigger, in order to ensure that the process only activates if this condition is met on record updated an automation is activited when an existing record is modified or updated, leading to the execution of one or more actions you have the option to choose a specific column from the table, which, when changes occur in it, will trigger the automation you can include a condition that activates the trigger when the specified condition is met step 2 choose an action the action is simply an action or event that occurs one or more times as a result of the activation of the trigger and the fulfillment of the conditions for its activation you can choose an action of the tables, or an action related to any other software you can learn more about each software and its operations in the apps category create record by using this action, you can generate a new record in the table choose the appropriate table in the ‘table id’ field click on ‘add field’ button to select the field in which you wish to update a value to include more fields, simply click the “add field” button some tables include connected table fields, which are used to create relationships between records in different tables when using the create record action, you can map a connected table field by providing the record id of the related record for example a new employee record is created the department field is a connected table field that links the employee to an existing department record to create this connection, the workflow maps the record id of the relevant department into the department field create records batch with this action, you can create multiple new records in your table simultaneously the number of records created will match the number of objects in the data list each record will include the properties of the objects from the data list in sequential order data list click on the empty field choose the data list from the tooltip table id choose the appropriate table in the ‘table id’ field add fields by clicking the ‘add fields’ button, you can choose how to fill in the various fields in the record you are creating you can add one field to the activity or multiple fields to the activity definitions, up to the total number of fields in the board choose from the drop down the field you want to fill click on the empty field to the right of the drop down to be shown the tooltip with all the options you can use to fill the field you can populate the field in one of the following options property value from the data list (using the tooltip that opens when clicking on the field) static value – number / string when using strings, you need to surround them with single quotes (‘) expression – using https //app archbee com/public/preview ixqqblwfxopjg0nave78y/preview o3kkbgi5xnqf yvnuqkcv#ca 5p and/or data list properties and/or static values (using the tooltip that opens when clicking on the field) repeat steps a c for all the fields you want to populate note you can use this activity for 50,000 records however, if you still want to perform a create operation for more than 50,000 records, you will need to use a for each/ do while activity delete record by using this action, you can delete a single record in the table enter a record id in the ‘record id’ field delete records by using this operation, you can delete one or more records in the table table id choose the table from which you want to delete records in you can add sorting or filter on the records you want to delete to learn more about sort & filter click https //app archbee com/public/preview ixqqblwfxopjg0nave78y/preview 3nsknswrx5urhesrj0d4u#p0wa you can specify how many records with the same value you want to delete click on ‘top n’ and enter the maximum number of values you want to retrieve delete record batch by using this action, you can delete multiple records from your table at once the number of records that will be deleted is the number of objects in the data list this allows for efficient bulk deletion instead of removing records individually data list the list of objects that represent the records to be deleted the data list should contain a list of objects where each object includes a recordid property table id specifies the table where the records are stored select the table from the dropdown or input its identifier in the ‘table id’ field recordid identifies the records to be deleted each object in the data list must include a valid recordid to specify which record to delete delete records batch by using this action, you can delete multiple records from your table at once based on a specified data list or filtered conditions this action is particularly useful when you need to perform bulk deletion operations efficiently without deleting records individually data list the list of objects that represent the records to be deleted the data list should contain a list of objects where each object includes a recordid property table id specifies the table where the records are stored select the table from the dropdown or input its identifier in the ‘table id’ field filter click on add filter to define a condition choose field select the field from the dropdown that you want to filter by (e g , “status”) condition choose the condition for the filter (e g , “equals”, “contains”) enter the value to match the condition (e g , “inactive) repeat steps 1 4 to add multiple filters if needed get record /#get record by using this action, you can get one or more records from a table table id click on the empty field and choose table from which you want to retrieve the record in record id click on the empty field and choose the record you want to get get records by using this action, you can get one or more records from a table select the table from which you want to retrieve the record in the ‘table id ‘ field you can add sorting or filter on the records you want to get to learn more about sort & filter click https //app archbee com/public/preview ixqqblwfxopjg0nave78y/preview 3nsknswrx5urhesrj0d4u#p0wa you can specify how many records with the same value you want to get click on ‘top n’ and enter the maximum number of values you want to retrieve if you set top n = 1 , a single record will be returned instead of an array if no record is found, the action will fail, allowing you to implement an if condition within the workflow this can be useful for processes where the existence of a record determines the next steps in the workflow update record using this action you can update a record table id click on the empty field and select the table from which you want to retrieve the record in record id click on the empty field and choose the record id you want to update click the “add field” button to select a field in order to update the desired value repeat for all the fields you want to update some tables include https //app archbee com/public/preview ixqqblwfxopjg0nave78y/preview d7ajlbhjh fzy1mcl0cxb#n g29 fields, which represent relationships between records in different tables when using the update record action, the record to be updated must be identified using the record id for example an existing employee record is updated although the department field is a connected table field, it is not used to identify which employee record should be updated instead, the workflow uses the record id of the employee record to perform the update, while the department field is the value being updated update record batch by using this action, you can update a single record in your table with multiple changes at once the updates are defined by the properties specified in the data list, and you can choose which fields to update and their corresponding values data list click on the empty field select the appropriate data list from the tooltip table id choose the appropriate table from the dropdown or enter the table’s identifier in the ‘table id’ field recordid enter the record’s recordid in the field or map it dynamically using available variables add fields by clicking the “add field” button, you can choose how to fill in the various fields in the record you are updating choose from the drop down the field you want to update click on the empty field to the right of the drop down to be shown the tooltip with all the options you can use to fill the field you can populate the field in one of the following options property value from the data list (using the tooltip that opens when clicking on the field) static value – number / string when using strings, you need to surround them with single quotes (‘) expression – using https //app archbee com/public/preview ixqqblwfxopjg0nave78y/preview o3kkbgi5xnqf yvnuqkcv#ca 5p and/or data list properties and/or static values (using the tooltip that opens when clicking on the field) repeat steps a c for all the fields you want to update update records batch by using this action, you can update multiple records in your table at once the number of records that will be updated is the number of objects in the data list every time you update record, it will contain the properties of the object in the data list in order data list click on the empty field choose the data list from the tooltip table id choose the appropriate table in the ‘table id’ field record id enter a record id in the ‘recordid’ field add fields by clicking the “add field” button, you can choose how to fill in the various fields in the record you are updating choose from the drop down the field you want to update click on the empty field to the right of the drop down to be shown the tooltip with all the options you can use to fill the field you can populate the field in one of the following options property value from the data list (using the tooltip that opens when clicking on the field) static value – number / string when using strings, you need to surround them with single quotes (‘) expression – using https //app archbee com/public/preview ixqqblwfxopjg0nave78y/preview o3kkbgi5xnqf yvnuqkcv#ca 5p and/or data list properties and/or static values (using the tooltip that opens when clicking on the field) repeat steps a c for all the fields you want to update add filter by clicking the “add filter” button, you can define the conditions for selecting the records you want to update select the field in your table that you want to use as the basis for the filter choose the condition that defines how the filter will match records enter the value that the filter condition will use to match records this could be a static value (e g , ‘inactive’) or a dynamic value mapped from a variable or data list you can add multiple filters to refine your selection criteria further if you add more than one filter, the operator between the filters will be and, meaning that only records matching all the conditions will be updated note you can use this activity for 50,000 records however, if you still want to perform an update operation for more than 50,000 records, you will need to use a for each/ do while activity add comment to record using this action, you can add a comment to a record table id click on the empty field and choose the table where you want to add the comment to record id click on the empty field and select the record id of the record want to add the comment to comment at first click on the empty field, a window will open where you can write your comment write your comment and use the toolbar to bold, italicize, underline, align etc you can also add to your comment dynamic content and functions to learn more about functions click https //app archbee com/public/preview ixqqblwfxopjg0nave78y/preview o3kkbgi5xnqf yvnuqkcv#ca 5p when you’re done, click save add field when you click on add field, the only option is parent comment id use this to specify which comment you’re replying to to post a new comment instead of a reply, simply leave that field blank get record comments by using this action, you can get one or more comments from a table table id click on the empty field and select the table from which you want to retrieve the comment in record id click on the empty field and select the record id of the comment you want to retrieve add filters/sorting add filters click on add filter in order to set conditions to show only specific results add sorting click on add sorting in order to choose the order of the results (ascending/descending) to learn more about sort & filter click https //app archbee com/public/preview ixqqblwfxopjg0nave78y/preview 3nsknswrx5urhesrj0d4u#p0wa top n you can specify how many comments you want to get click on ‘top n’ and enter the maximum number of comments you want to retrieve if you set top n = 1 , a single comment will be returned instead of an array if no comment is found, the action will fail, allowing you to implement an if condition within the workflow this can be useful for processes where the existence of a comment determines the next steps in the workflow step 3 save the automation save the automation by clicking on the button in the right side of the window you can exit the automation by clicking on ‘x’ step 4 activate your automation activate your automation perform an action that should activate the automation you’ve created click on the “automations” button on the upper right side of the workbook click on ‘automation activity’ on the right side check the status of the automation—whether it’s ‘failure,’ ‘fell by condition,’ ‘modified,’ or ‘success’—by clicking on ‘automations’ on the right side to access information about the process click details to learn how to analyze workflow or automation history, you can navigate to the “workflow history” category there you’ll find the details you need to review and understand the history of your workflows or automations after clicking on ‘details’ if you want to run the same automation again, click on ‘re run’ button, located on the right side update the file column via workflow initialize files array creates a files array name click on the empty field and the tooltip will pop up select from the tooltip the name of the new item you create you can use static value – number / string when using strings, you need to surround them with single quotes (‘) property value from a previous activity (using the tooltip that opens when clicking on the field) value the value is optional you can set it in a variable that you initialize as an initial value, but you can choose not to fill the field of the variable and populate it later in the workflow append file to array appending to an array allows you to dynamically add new files to the end of the array without changing the size or structure of the array variable choose from the drop down the name of the array you want to append to name set the file name base64content enter the base64 of the file content type enter the content type add file add file to files column table choose from the drop down the name of the table you want to add to field choose from the drop down the name of the column field you want to add to record id enter the record id of the record you want to add to file content enter the file content add field enter on the “add field” to add the “name” and the “content type” content type enter the content type name set the file name delete files delete file from column table choose from the drop down the name of the table you want to delete from field choose from the drop down the name of the column field you want to delete from record id enter the record id of the record you want to delete from get files choose the “get files” activity table choose from the drop down the name of the table you want to delete from record id enter the record id of the record you want to delete from add field enter on the “add field” to add the “field” – the column to get from