Refreshing lookup and aggregation field values

 

The source data in the lookup and aggregation fields can change sometimes while a user is working on a form. 

By default, those values are retrieved when the form is first submitted, and they don’t update as the item moves through the workflow. 

However, as a Process Admin, you can choose to refresh lookup and aggregation fields in the form at certain steps in the workflow. When the user clicks an action button, the values in the lookup and aggregation fields are refreshed and updated.  

When should I refresh my form’s lookup and aggregation fields?

• When your source data is constantly changing or updating.
• When new data may be added throughout the workflow, which can change the values.

Consider a scenario where you're submitting a Capex (Capital expenditure) Request that references the current available budget from a Budget Master dataset. While you're filling out the form, another request might get approved simultaneously, reducing the available budget. To ensure you're working with the most up-to-date data, you can use the Refresh action before submitting the form. This action updates the lookup field, pulling the latest budget information and preventing potential overspending.

How do I enable refreshing fields?

Go to the Permissions tab in the process editor. Select any step and scroll down to the bottom of the form. Click Configure actions. Hover over the Submit, Reject, Withdraw, or Send back action and click Advanced.

 Under Refresh fields, choose the required lookup or aggregation fields that need to be refreshed.

 

If the field you want to refresh is in the form or in a table, select the lookup or aggregation field you want to refresh. You can select multiple fields from the same table.

Validations and refreshing fields

Validations that you set up for Advanced action settings are impacted by refreshing fields. 

For example, let’s say you have a validation that ensures a budget amount does not go below zero. At the first step, the budget was positive, and it passed the validation. However, at a later step, the values may change as a result of a refresh, and the budget amount may go below zero. In this case, the item cannot be advanced. 

Notes:

• If you delete the lookup or aggregation field, the refresh configuration will disappear automatically. 
• When a user tries to submit an item and the selected lookup value has been deleted, the submission is allowed unless the lookup field is marked as mandatory. In that case, a validation error will appear.