Automation Maintenance

Some MYOB Advanced functionality is implemented through automation steps, which are steps to be executed on an MYOB Advanced form for specific records or objects generated in the system, depending on the properties of the record or object. For a data entry MYOB Advanced form, you can create any number of automation steps that redefine the functionality of toolbar actions, add values to combo box lists, or provide default values for the form elements, based on the properties of the records under processing. For more details on automation capabilities, see Workflow Customization by Means of Automation Steps.

Important: In MYOB Advanced 2022 R2, the functionality has been deprecated for all forms except for the custom forms (that is, forms created by customizers from scratch).

A complete set of automation steps is considered an automation definition and can be saved under a user-defined name. MYOB Advanced is delivered with a number of standard automation definitions, depending on the package you buy. You can use a standard automation definition, or you can create a new one by using the Automation Definitions (SM205010) form. On this form, you can create automation definitions that can be used as backups of various states of automation in your system.

Note: We recommend that you not modify a standard definition. You should instead use the standard definition as a backup in case your automation is unsuccessful or yields unwanted consequences. To extend a standard definition, specify a new name, copy details from the standard definition, and then make modifications only in the new definition.

Saving the Current State of Automation

You may need to create an automation definition to save the current state of automation in your system.

CAUTION: Always create a definition of the current automation state before you perform an upgrade or begin major changes to automation.

To create a definition for the current state of your system, do the following on the Automation Definitions form:

  1. Click Insert to clear the elements on the form.
  2. Specify an ID and a description for a new definition.
  3. On the form toolbar, click Populate Definition to load the details of existing automation steps.
  4. On the form toolbar, click Save to save the definition.

Restoring a State of Automation from a Definition

You can revert the system to one of MYOB Advanced default automation definitions by taking the following actions on the Automation Definitions form:

  1. In the Definition box, select the definition by its ID.
  2. On the form toolbar, click Activate Definition. This action removes the automation steps associated with the screens and assigns the steps from the selected definition. For screens not listed in the definition, all automation steps will be removed during activation.

Creating a New Definition Based on an Existing One

To create a definition based on an existing one, on the Automation Definitions form, do the following:

  1. Click Insert to clear the elements on the form.
  2. Specify an ID and a description for the new definition.
  3. On the form toolbar, click Copy Details, which opens the Specify Source Definition dialog box.
  4. In the Source Definition box, select a definition by its ID.
  5. Click OK to close the dialog box and load the details of the selected definition.
  6. Remove from the definition each screen for which you do not want to maintain automation by selecting the row and clicking Delete on the table toolbar.
  7. Save the definition by clicking Save on the form toolbar.

After that, you can make necessary changes in the new definition and be sure that you have a backup to restore the system in case your changes didn't result in the expected automation state.