Exist Record#

The Exist Record mode is an efficient way to verify the presence of a record in the system. It returns a simple Yes/No result based on whether any record matches your specified criteria.

1. When to Use#

• Duplicate Prevention: “Check if a Lead with this email address already exists.”
• Presence Validation: “Verify if a specific item is in the system before proceeding.”
• Dependency Checks: “Confirm an active Contract exists for this Customer.”

2. Configuration#

• Table (DocType): Choose which part of the system to check.
• Filters: Define the conditions that must be met (e.g., Reference ID equals doc.ref_id).

3. Output#

This mode returns a Boolean (True if a match is found, False if not).

This result is commonly used as a condition in a subsequent Check block.

4. Example#

Scenario: A rule ensures that a Sales Order cannot be submitted unless a valid “Customer PO” reference is provided and hasn’t been used before.

• Table: Sales Order
• Filters: Customer PO equals doc.po_no AND Status is not Cancelled.
• Output Variable: already_used
• Logic: If vars.already_used is True, the rule triggers an error message.

5. Performance Notes#

• Optimized Path: This is the most efficient check available. The system stops searching as soon as it finds one match.
• No Data Load: Because no field data is retrieved, this mode uses minimal system resources.
• Automatic Pushdown: The search is performed entirely at the database level.

6. Common Mistakes#

• Using Query Doc Instead: Do not use Query Doc if you only need to know if something exists. Loading a full document is significantly slower than an “Exist” check.
• Incomplete Filters: If your filters are too broad, you may get a “True” result for a record that isn’t the specific one you intended to check.