Update Record Action#

The Update Record action allows a rule to modify records in the database, update linked documents, or execute document workflow state transitions (such as Submit, Cancel, or Re-open).

1. What is it?#

While the Set Value action modifies fields on the currently triggering document in memory before it saves, the Update Record action is used to modify other records in the database or execute state actions like Submitting or Cancelling a document.

2. When to Use#

Use the Update Record action when you need to:

• Update linked database records (e.g., set a Sales Order’s status to “Billed” when an Invoice is paid).
• Execute workflow lifecycle actions programmatically (Submit, Cancel, Amend, or Re-open records).
• Perform bulk updates on records fetched by a Query Records block.
• Create new records in another DocType automatically.

3. How to Configure#

1. Add the Action: Add an Update Record block to your visual canvas.
2. Select Operation:
   • Update: Modify specific fields on existing records.
   • Submit / Cancel / Amend: Execute document lifecycle transitions.
   • Create New: Create a brand new record.
3. Select Target Document(s):
   • Select a target record variable (e.g., a result from a Query Records block) or pick a DocType and select the Document Name using the Smart Value Selector.
4. Configure Field Mappings:
   • Add field mapping rows specifying target fields and values selected via the Smart Value Selector.
5. Connect Outbound Branch: Connect the Update Record block to your next action.

4. Practical Example#

Scenario: Update Linked Sales Order Status when Invoice is Paid#

1. Target Record: Select DocType Sales Order and map Document Name to @doc.sales_order using the Smart Value Selector.
2. Operation: Choose Update.
3. Field Mappings:
   • Target field: Status
   • Value: Select "Billed"
4. Save Rule: When the Invoice is paid, the linked Sales Order updates in the database.

5. Related Features#

• Set Value: For updating fields on the current triggering document.
• Query Records: Fetch database records to target with Update Record actions.
• Create New Record: Guide on creating new records.
• Update Existing Record: Guide on modifying existing records.

6. Developer & Technical Details#

For information on document action handlers, transaction boundaries, and state validation:

• Document Action Architecture Reference