Workflow-Identifying Fields: To Make System Actions Modify Custom Fields

The following activity will walk you through the process of making system actions modify custom fields.

Story

In the inherited workflow, if a sales order has been manually removed from hold once, it should not be possible to put this sales order on hold again, even if its Order Total has been increased. Therefore, when a user clicks the Hold or Remove Hold button on the Sales Orders (SO301000) form, you need to indicate in the system that the sales order has been manually put on hold or removed from hold, respectively. To save this information, you will use the custom fields that you have added in Workflow-Identifying Fields: To Add Conditions with User-Defined Fields. The system actions should update the values of these fields.

Process Overview

By using the Actions page, you will modify the Remove Hold and Hold actions.

System Preparation

Before you begin performing the steps of this activity, do the following:

  1. Launch the MYOB Acumatica website with the U100 dataset preloaded, and sign in as system administrator by using the gibbs username and the 123 password.
    Tip: The gibbs user is assigned the Administrator role, which has sufficient access rights to customize workflows.
  2. Make sure that you have learned how to modify actions, as described in Action Configuration: General Information.
  3. Make sure that you have completed the Workflow-Identifying Fields: To Automate Transitions by Using Conditions (in the Tree View) activity.

Step 1: Modifying the Remove Hold Action

You need to modify the Remove Hold system action so that the system selects the SO Reviewed flag for a sales order if the sales order on the Sales Orders form has been removed from hold manually and its Order Total is greater than or equal to $800. If the Order Total is less than $800, the system does not select any flag for the sales order (that is, if the Order Total then increases and becomes greater than or equal to $800, the sales order is put on hold automatically).

To modify the Remove Hold system action, perform the following instructions:

  1. In the navigation pane of the Customization Project Editor, select Screens > SO301000 > Actions.

    The SO301000 (Sales Orders) Actions page opens.

  2. In the table, click the releaseFromHold link in the Action Name column.

    The Action Properties dialog box opens.

  3. On the Field Update tab of the dialog box, click Add Row on the table toolbar, and specify the following settings in the added row:
    • Field: SO Reviewed
    • From Schema: Cleared
    • New Value: =IIf( [CuryOrderTotal]>=800, True, False)

      These settings will prevent the system from putting a sales order on hold again if the Order Total is greater than or equal to $800. (The formula makes the system set the flag to True only if the Order Total is greater than $800 when the sales order is removed from hold.)

  4. Click OK to save your changes and close the dialog box.

For details on how to use formulas, see Functions and Operators.

Step 2: Modifying the Hold Action

The Hold system action is used to put a sales order on hold manually. You need to set the SO Reviewed flag to False (that is, clear the SO Reviewed check box) for the sales order in this case, because the system will set the flag to True when the sales order is removed from hold. You also need to set the SO On Hold flag to True for the sales order to indicate that it has been put on hold manually.

To modify the Hold system action, while you are still working on the SO301000 (Sales Orders) Actions page of the Customization Project Editor, perform the following instructions:

  1. In the table, click the putOnHold link.

    The Action Properties dialog box opens.

  2. On the Field Update tab of the dialog box, click Add Row on the table toolbar, and specify the following settings in the added row:
    • Field: SO Reviewed
    • From Schema: Selected
    • New Value: Cleared
  3. Click Add Row on the table toolbar again, and specify the following settings in the added row:
    • Field: SO On Hold
    • From Schema: Selected
    • New Value: Selected

    These settings indicate that a sales order has been put on hold manually.

  4. Click OK to save your changes and close the dialog box.