The Search and Calculate action allows you to search for Records on which to perform calculations

This action updates the current Record with the COUNT, SUM, MIN, MAX, or AVG of any fields from the found Records.


Options


Search


    • Search In - This field allows you to select the Record Type to search in. This is handy to limit your search to only that Record Type. If you want to make your configuration more portable consider selecting "Skip Record Type Check" here and specify the RecordType variable directly in the "Search For" fields.


    • By Values - You can specify all the fields necessary to perform your search. This can include ranges on dates and numbers as well. It is common to use this to search for the proper person(s) to approve a given item (i.e. an Invoice or New Hire). Search the approval matrix (Record Type that holds your approver data). Alternatively you can just specify a Record ID if you already know it. 


    • Security - If you turn this ON then the search will not be limited by the current User's security to find Records.


Advanced Search


    • By Record ID - If you want to find a specific Record by ID, enter it here.


    • By Record IDs - You can search for multiple Records by their ID by specifying a list of IDs separated by ; (semi-colon).


    • Has Documents - You can further refine your search by specifying the Record(s) to find must have Documents, No Documents or Either.



Update


    • Calculate On - Specify whether to calculate on Header Values, Line Item Values or Both.


    • Record to Update - If you wish to update a different Record than the current Record you can use this field. Either enter an ID number of use a variable to specify the ID of the Record to update.


    • Update Fields - Calculated values will be available using variables in the format [calculation:fieldname]. 
      • For instance, [MAXDATE:DateOfBirth] will return the Maximum value from the DateOfBirth field and [SUM:Amount] will return the SUM of all values in the Amount field.
      • Calculations supported for Numbers are COUNT, SUM, AVG, MIN, MAX.
      • Calculations supported for Dates are COUNT, MINDATE, MAXDATE.



The Search For fields, Calculate On number and Update Fields can all contain static values or variables.