Workflow action > Add new record (or update record)
The add new record action will allow either add a new record or update an existing records (if found through dupe logic) in any Block/tab within the Zone where you are an authorized Builder. Picking up at Step 8 - Action details of Editing a workflow action, complete the following steps to configure this action's details. Then return back to Step 8 and continue through the rest of the steps to complete the workflow action configuration.
Action details
In this section, you will specify where the new record will be added and what data will be used when adding the record. You will also specify the duplicate criteria that if identified will cause an existing record to be updated vs. a new record to be created.
Below are all of the options you will encounter in this section when using the action event: Add new record:
| Options | Description | Visual |
| Block |
Select the Block where the new record will be added. You will be able to select any Block in the Zone where you are a Builder. |
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| Tab | Select the tab of the Block where the new record will be added of the identified record will be updated. | |
| Duplicate check toggle and DUPLICATE CRITERIA | By default, the Update vs create new record when duplicates are identified toggle is on, activating duplicate checking. If toggled off, this action will create an entirely new record every time it sucessfully runs. The System ID of the record is used as the default duplicate identifier, but you can add additional criteria as needed. To add more criteria: 1. Click the + icon. 2. Select the field(s) that, when matching, should constitute a duplicate. 3. Click outside of the dropdown to save the selected field(s) as an additional duplicate criterion. Examples: For contact records in a CRM or HR system, you might treat Email Address alone as a duplicate indicator. Alternatively, you might consider a match on both First Name and Phone Number together as a duplicate condition. In many cases, using the System ID to update a record is both a secure and efficient way to manage updates through workflow actions. Example: Suppose an invoice is received back from QuickBooks, and you want to mark the corresponding order as Invoiced. You can trigger a workflow when the invoice arrives, then use the related Order field on the invoice to “add” a record that matches the System ID of the linked order. This allows the workflow to automatically update that specific order record to reflect its invoiced status. |
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| BLOCK UPDATES OF THESE FIELDS WHEN DUPLICATE | Available only when duplicate logic is toggled on, this option ensures that specific fields cannot be overwritten when a duplicate is identified. For example, many customers find it useful to block updates to the First Name and Last Name fields, ensuring that a person’s name in the system can only be changed by an administrator. Select any field that should remain unchanged when a duplicate is detected. |  |
| REPLACE VS. APPEND VALUES FOR MULTI-SELECT FIELDS | Option is applicable only for Multi-Select fields/Multi-Select Relational Fields. By default, in the case where a duplicate is identified, the system appends additioanl selections passed through but does not remove any existing values which may be present. If certain fields should be overwritten if data is detected vs having the value appended, select them here to override the default behavior. |  |
| Insert multiple records (from relational) - with filter conditions | If you want to create multiple records from a single triggering record by using records related to the triggering record. This is possible using this toggle. Once toggled on, you will select the related record that is the basis for adding multiple records. Example: If you have a single Order with multiple sales items and want to create an invoice with a line item for each item ordered, you would toggle on this option and then select the related sales items field that is related to the order here. When choosing this option, you will be given the option to Manage filter conditions. The filters you apply here will to control which related records are used when creating the new records. This criteria definition works user interaction is patterened after the steps for filtering logic as defined defined for filtering records. For example, let's say some sales items get billed directly on an invoice while others are ignored because they are part of a broader packaged service fee. In this case you may filter out the sales items that were included in the order but are bundled under a different line item on an invoice. |
Default view:
When toggled on and configured: |
| +Add field |
Use this selector to choose the fields to be updated during the action. You will get to choose from any directly editable field in that tab that triggered the workflow. As you select a field, it will appear below for you to configure that fields specification. All remaining options below are available for EACH FIELD you select using this function. |
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| Field value: Manual selection | You can manually specify the value that should appear in the field. The options available will match those you would see when interacting with the field directly in the user interface.
For example, if the field is a select list, the dropdown will show the available choices. In this case, you might set the invoice status for the service visit to "Ready for review" once this action is triggered. |
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| Field value: Javascript function | This option can only be used by GraceBlocks employees but when used, it will be shown in read-only format here. This option allows for essentially anything to be specified using mathematical calculations, concatenation, conditional logic. If you need something to be specified, you can submit a request to support@graceblocks.com detailing your request and we will work with you to implement your request. You will be able to view but not edit any javascript that appears. |
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| Field value: Field selection | You can specify a field mapping by selecting the field it from a dropdown list. This list includes fields from other tabs involved in the workflow that have compatible properties.
For example, imagine you're generating invoices for service visits. One of the workflow actions creates an invoice and sets the invoice date. If you want this same date to be recorded on the original service record, you can do so by selecting the invoice date from the dropdown to map it to the field of the same name on the Service Visits Tab. This works because both fields are date fields, and the invoice date was set in a previous step in the workflow. As a result, it's now available for selection as the value for the date field on the service record. |
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| Field: Required toggle option | If you mark field as mandatory by activating the required field toggle, the entire workflow action will not execute unless this value is present. If the field is empty, the workflow will stop at this point and won’t proceed to the next action. In this case, GraceBlocks users will need to correct what is missing and retrigger the workflow once the required value is provided.
For example, if you’re generating new invoices and the quantity field is mandatory, the workflow will fail if the quantity is left blank. This prevents incomplete data from being processed and ensures all necessary information is included before continuing. This safeguard option helps maintain data accuracy and consistency throughout the workflow. |
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| Field: Remove option | To remove a field from the workflow configuration, click the red "x" icon next to the field. This will delete the field from the workflow action setup. |  |
