How to copy date from form to form using workflow

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Posted on by rplace

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I've seen lots of discussions about using workflows to copy a value from one form to the next, but for some reason, it's not working at all for me (and for that matter, when trying to even copy a simple text field doens't work either). I want to copy the date of a custom entity called "Event" into an Activity called "Conference-Attend". The "Conference-Attend" activity has 3 fields: a lookup to select the specific event, a Regarding field for the Contact, and hopefully a field that could populate the date from the "Event" form. I need it to populate into the new form because it makes sense to only enter it once and I need it on the form for a View that I'm using for a marketing nurture.

For my general workflow problem of not being able to copy any field, perhaps i have a relational problem?

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Hosk on at

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RE: How to copy date from form to form using workflow

Is your workflow running, have you actually made a workflow? check the workflows on the entity, this will show you the historical workflows run.

if you are not tracking workflows you need to turn this on, To turn on/off the Worklflow Job retention. This is on the individual workflow

you can see if the workflow has run and what it did, if it errored.

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rplace 345 on at

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RE: How to copy date from form to form using workflow

Ben,

The workflow runs, and it "succeeds". But the fields aren't populated so I'm not sure how it "succeeded". Here's my process (not even looking at date--just a simple text field):

Here's the event. I want to copy the "dummy text" field (I will want to copy the date here later)

And here's the custom activity, "Conference-Attend":. You can see the dummy text field i want to copy over. Later, i want to get rid of the "Actual End" field and instead have the Conference Date field populated by the date held in the Event form.

But just for the simple workflow of populating the dummy text, it doesn't seem to work. Here's my workflow for the "Conference-Attend" activity, Note that I tried doing as on-demand process with similar results.

After workflow, field remains blank. Here's the workflow status:

Any ideas of what I am missing??

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Hosk on at

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RE: How to copy date from form to form using workflow

where are you running the workflow from?

When you reference the Entity, what lookup is it getting the data from. Are you sure you are picking the correct lookup

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Parvez Ghumra 7 on at

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RE: How to copy date from form to form using workflow

Ensure that your 'Conference-Attend' records is correctly related to the Event record via the Regarding field. This can be done by creating the 'Conference-Attend' record from within the context of the Event record using the related Activities view. Also note that your workflow is configure to trigger on creation of the Conference-Attend record, so you need to test it by creating a record as I've described.

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rplace 345 on at

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RE: How to copy date from form to form using workflow

I'm opening up an existing contact record. then adding the "Conference-Attend" activity. After i fill out the activity with the event lookup, i save and wait for the workflow to complete. In terms of pickign the correct lookup, I think i'm pickign the right one...it's the only field named "dummy text"...it's actually not a lookup, its a free text field.

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Community Member on at

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RE: How to copy date from form to form using workflow

Your workflow is trying to pick up the dummy text field from the Event that the Conference-Attend record is regarding.

But you have used the regarding field for a Contact in your screenshot example. Your Event lookup is using a custom relationship.

So in the update form for your workflow, select the dummy text field and then in the list of entities, don't choose Regarding(Event), select "Event" (or Conference, depending on the name of the custom relationship lookup field). Then select the field from that parent record.

Should be fine then.

I also notice the scope of your workflow is set to "User" - this means it will only run for records you own (the attend records that trigger the workflow). For live use, you probably need to change this scope to "Organisation".

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rplace 345 on at

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RE: How to copy date from form to form using workflow

That worked! Thanks to you and everyone here.

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