When setting up a Workflow, you will first need to set up a trigger event to determine when the Action will run. For a list of Trigger Events see our article here: Workflow Trigger Events.
There are a variety of scenarios where you will benefit from automation the linking of Child and Parent Records via workflow. We offer four different methods to help you to keep appropriate Record hierarchies.
Hide Set-Up Form on Record Creation
There are a variety of reasons why you may need for Forms to be Shown or Hidden based on the stage of the Process in the App.
One example would be that on creating an Audit you want Users to select which Topics the Audit will include but once chosen should not be changed. This can be achieved by creating a Form that displays on the Audit Add screen but on creation the Form is hidden. The Trigger here would be 'Record Created'.
First select 'Update Form' as the Action and 'Hide Form' as the Result.
Next select the Topic Selection Form to hide when the Audit is created.
If required then the workflow can be restricted to only Hide the Form for particular Users or Teams. To do this add selections to the Target Users and Target Teams. If no Users or Teams are selected then the Form will be hidden for all Users.
Show and Hide Forms to set Project Stage
Another example of Form Visibility workflow is be control which Fields appear based on the type of Project that you are creating. Suppose that you have three types of Projects, Type A, Type B and Type C. The specific Fields that are required for each Project can be configured to be on an associated Form with these labels respectively.
For this workflow we would have a Field in the App called 'Project Type' and then use the Field Updated workflow trigger so that the appropriate workflow runs based on the selection of Project Type.
Note: If Project Type is set on Project creation and can be edited then it will require additional workflow for the create scenario as well as the Field Update scenario.
If our Project is a Project Type A then the User will select Type A in the Project Field which will trigger the workflow. There will then be multiple Actions to Show and Hide the Project Type Forms.
Show Form 'Type A': To do this select 'Update Form' as the Action and 'Show Form' as the Result.
Then select the Form 'Type A' as being the correct Form to show for this Project Type.
Hide Form 'Type B': Select 'Update Form' as the Action and 'Hide Form' as the Result.
Then select the Form 'Type B' as being the correct Form to hide for this Project Type.
Hide Form 'Type C': Select 'Update Form' as the Action and 'Hide Form' as the Result.
Then select the Form 'Type C' as being the correct Form to hide for this Project Type.
Repeat these steps to create new Workflow for the scenarios where the User has selected the Project to be Type B or Type C and you will be able to control the input Fields that display based on the type of Project that is being created. This would also work to only display a particular stage of the Project as the Project progressed if each Form was Stage 1, Stage 2 and Stage 3.