Skip to main content

Hi all, hoping the hive mind can solve for what I think may be a common use case. Here we go…

I have two tables:

Table 1: List of records from form submissions. Records are only added to this table. Records are linked to another table with multiple look up fields. We have an automation that when a record is created in this table it finds a record in Table 2 by matching against a unique identifier and updates the lookup fields. If the unique identifier is not matched, the linked and lookup fields remain empty as seen in the screen grab below. Table name is named 1. Onboarding Form

AD_4nXfPDEb2oNGMBkQboB0K4rxeQ12ak6D_5hmtMy1M4VfhsiyeHc9VaYsScS3BSDHzyRzDb73mTJRo9NTZxyoIW6JBURu9As48UJOkQSdtxbpQ9DlGbtbQdL0xr3tMt_ivI8gvVGP3WQ?key=vDma6r05dwOhCMv9-73-Qg

Table 2: List of records that is overwritten daily by an external sync. With any given update, records remain, are added to and/or fall off the list so it’s not a situation of “when a record is added”  or “enters a view”. Table is named 2. Sync from Volunteer Leadership

Objective: Set up an automation whereby any record in Table 1 where the linked record field is empty attempts to lookup records in Table 2 based on that same unique identifier. 

Trigger:

AD_4nXcQGnvhmxMedwmF9zzKqIE9nOYkQ5q8INuh1eNA8lOJzaDot3Y_l-ZUTmoZ2l15UCj3JSGfO3sr29-F8urRcc57RQACV5thwDsC3dOxemBFC9rleg0qHCX6CFEEvgaudoyS2f6aCQ?key=vDma6r05dwOhCMv9-73-Qg

Note: Selected the above trigger because the Find Records action has a maximum threshold limit that exceeds any grid view I can create. 

Find Records

AD_4nXe6x_jzi7pvCyG11mxGmEWd8-OQuYAXt4S03lDd84MjVrW7OPwBR2JncbaKluCDvw70ND7k8jQBAd4NBplWh783fKaetjR1ifl6RKrre4ZKSoUisur3wRUJ8Mb9CXLJZ4F1LDdV?key=vDma6r05dwOhCMv9-73-Qg

Update Record: This is where it’s getting tripped up.

AD_4nXdEjbaKjvo7GrkVfxQpB6jyoXVYyjBg3FHZN3fReAXtjRjApTvx8c6Oh9QRH8-OBbbQYTXDN2Jc6EZvdLSRDfNfdXRrbPdiKrzKB9UxD4Z7XRtRVZ9HGRI27gSlN56J6N5Wp_3qow?key=vDma6r05dwOhCMv9-73-Qg

I’ve tried many configurations and can’t get this to work. Fully aware I may need advanced logic but nothing seems to work. Or is this a use case for using a Script? Any guidance you can offer for getting this to work is greatly appreciated. To say I’m missing the Ask an Expert sessions is a understatement. :)

 

Thanks all!

 

Does this look right?

If so, I’ve set it up here for you to check out!  The idea is to use a ‘Find Records’ action to identify all the records that aren’t linked to anything in Table 2, then use a Repeating Group on the result.  After that, we use a ‘Find Record’ action to find the records in Table 2 with the same ID, and then link them together:

Lemme know if you hit any issues setting it up!

​@TheTimeSavingCo thank you, that did the trick!! The only modification I made is keeping the trigger as At a scheduled time so that there are no manual actions necessary. And I would never have thought to use a Repeating Group, time to learn something new. Appreciate you taking the time to respond. Many on my end are super grateful!

Reply


Terms & Conditions