Some Invoices were created in our system - there i...
# generalr
Rachael
08/30/2023, 2:34 PMSome Invoices were created in our system - there is now a request to change the Custom Form for these.
Is there a way to bulk update the form? I am looking at CSV upload method and I can't see an option for Form.
Any advice would be much appreciated
j
James Morris
08/30/2023, 2:52 PMAre you storing the form with the record or have specific fields on the new form that are mandatory/not filled? If not, it shouldn't matter, you just need to change the form that the specific roles are restricted/defaulted to. However, you can find the custom form on the second page in CSV import (you have to click the triangle for 'Advanced Options', but once you do it's there on the right, called 'Custom Form')
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Rachael
08/30/2023, 2:54 PMI tried the CSV update process - I switched the form but it's not keeping the form change.
We created a new transaction form that has a different print out so they want some existing transactions modified to sit on the new form to print the new layout
j
James Morris
08/30/2023, 2:56 PMRight, so that's kinda what I'm getting at with the are you storing the form with the record question. The people who are accessing these invoices are using roles that are defaulted/restricted to certain forms, so regardless of what form you use on the import they're going to see the form they have set on their role.
James Morris
08/30/2023, 2:57 PMYou can think of form as like a window through which you view a record. The record is still the exact same and you can view it through as many different windows as you want, unless you've explicitly stored the form with the record (which I don't recommend doing, unless absolutely necessary btw).
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James Morris
08/30/2023, 3:00 PMSo go figure out who's accessing these invoices and what role they're using, then edit that role, and on the Forms tab to make that form either preferred (if you still need them to be able to use other forms) or restricted (if that's the only form they should be using). Presto changeo, when they open the invoice it'll be using a different form.
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Rachael
08/30/2023, 4:49 PMThanks @James Morris for the assistance here. The new form is only to be used in special cases so it can't be set as preferred. I figured a workaround.
1. Created a saved search to identify the specific Invoices
2. Created a "scheduled" workflow - used the SS to call the record and set the custom form. It worked 🎉
j
James Morris
08/30/2023, 4:51 PMNP. You may want to expose the custom form field on the record too, if you are expecting that people will be switching back and forth between different forms, but totally dependent on your use case and user base.
James Morris
08/30/2023, 4:51 PMnice. sounds like a neat solution. glad you got it working 🎆
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Rachael
08/30/2023, 4:52 PMI've set the workflow to testing mode so I will be the only user to "execute" - at least if the issue comes up again, we have a process now to re-use 🙂