The Search and Create CSV action allows you to search for Records and then use their values to create a CSV file


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.



Found Records


    • Field Name - The field in the Found Records to update


    • Field Value - The value to place in the field in the Found Records




Active Record

The list of values to update int he active Record.


    • Field Name - The field in the Found Records to update


    • Field Value - The value to place in the field in the Found Records


    • Line Number - The line number to update. 0 = Header, >0 = Line Item



CSV Fields

Used to create the CSV file. 


    • Column Header - The header value at the top of the CSV. 


    • Data Value - The value to place into that column in the CSV.


    • Linked Values - This will write the display data from record links and not the value data. For instance, you may link on an ID but show a NAME. If you need the ID to be in the CSV then leave this OFF. If you need the NAME in the CSV turn this ON.


    • Line Items - If ON then each line item will be written as a separate line in the CSV. Otherwise all line items will be included 



CSV Document 

Used to store the CSV file into the proper place in the Record


    • Active Document - If ON then overwrite an existing document, If OFF then add as a new Document.


    • CSV Document - Specify the Category / SubCategory / Name of the Documents that holds the CSV data. The Document will be placed in the active Record. 



The Search For fields and Update Fields can all contain static values or variables.


IMPORTANT NOTE ON VARIABLE USAGE IN NEW RECORD FIELDS


For whichever record is being updated, the "other" one can be referred to using [ and ] variables. For instance, if you are updating the Found Record and want to put into it a value that is stored in the NAME field of the Current Record then you would use [NAME]. Likewise, if you are updating the Current Record and want to put into it a value that is stored in the NAME field of the Found Record then you would use [NAME]. 


There is a scenario where you want to update a Record with a value in the same Record or more likely a combination of that record and the other record. In that case refer to the "other" record with [ and ] as normal but use [< and >] for the Active Record (the one being updated). For example, if you are wanting to update a vendor record with the total amount of all invoices processed for them you would want to add the AMOUNT of the invoice (the active Record) to the TOTAL in the vendor record (the other Record). To do this you would set the vendor's AMOUNT = [MATH([AMOUNT]+[<TOTAL>])].