This article explains how to configure triggers using the Submit Add Record and Create Task actions. Before you start, make sure the source and destination applications have common fields for data mapping. This article uses the following example apps.
| Employee Registration (Source App) | Asset Allocation (Destination App) |
|---|---|
| Employee ID | Employee ID |
| Employee Name | Employee Name |
| Department | Asset Type |
| Designation | Asset Number |
| Reporting Manager (User Reference field, needed only for Create Task) | Allocation Date |
Employee ID and Employee Name are the common fields used for mapping.
¶ 1. Configure Submit Add Record
Use the Submit Add Record trigger to create and submit a record in the destination app automatically when a workflow action is performed in the source app. For example, when an employee is registered in the Employee Registration app, a record is created in the Asset Allocation app with the employee's details.
Follow these steps to configure the Submit Add Record trigger:
- Open the Employee Registration app, click Events → Triggers and select +Add.
- In the Event Details tab, enter a name for the trigger, for example Create asset allocation record.
- In Select Workflow Step and Action, select the action that should run the trigger, for example Start - Submit.
- In Choose the action type you want the Trigger to perform, select Submit Add Record.
- Select Single Record and click Next.
- In the Conditions tab, click Add Conditions and define the conditions under which the trigger should run. By default, the trigger runs unconditionally.
- Select the destination To Workspace and To App. In this example, select the Quick Flows workspace and the Asset Allocation app.
- Click Configure to open the Configure Trigger window, where you can map fields between the source and destination apps.
- In the Field Mapping tab, select a mapping type:
- Map 1 at a time allows you to add and map one field at a time.
- Show all and map lists all destination fields so you can map them together.
- Map the required fields. Fields with the same name in both apps, such as Employee Name, are mapped automatically. You do not have to map every field. Only the mapped fields carry data to the destination record, and unmapped fields are left empty.
- Click Save to apply the field mapping.
- Click Save to complete the trigger configuration. If you have not mapped any fields, the page shows the message Please create element mappings.
After the workflow action is performed in the source app, a record is created and submitted in the destination app with the mapped values. The source app values are now added in the reports, views and data tables of the destination app.
¶ 2. Configure Create Task
Use the Create Task trigger to create a task for a user in the destination app workflow when a workflow action is performed in the source app. The user comes from a User Reference field in the source app. For example, when an employee is registered, a task is created for the reporting manager to allocate an asset.
Follow these steps to configure the Create Task trigger:
- Open the Employee Registration app, click Events → Triggers and select +Add.
- In the Event Details tab, enter a name for the trigger and select the Workflow Step and Action that should run it.
- In Choose the action type you want the Trigger to perform, select Create Task.
- In Select User for Task Assignment, select the User Reference field that holds the user who should receive the task, for example Reporting Manager. The list shows the User Reference fields of the source app.
- Select Single Record or Multiple Records, then click Next.
- In the Conditions tab, add conditions if required, then select the destination To Workspace and To App.
- Click Configure and map the fields between the source and destination apps, as described for Submit Add Record.
- Click Save to apply the field mapping and click Save again to complete the trigger configuration.
Note
If you do not select a user, the form shows the message Please select only one email field in 'Who Will Receive The Task'. Select the field before you continue.
After the workflow action is performed in the source app, a task is created for the selected user in the destination app workflow. The user finds the task in My Tasks.