The retrieve/Modify tool serves two specific purposes. The first is to allow a form to retrieve in real-time a specific record from a form based data source. The second is to allow that same record to be modified once the form doing the retrieval is submitted.
Data source: You can use the same data source to perform both a retrieve and modify within the same control. You can retrieve from both form based and non form based data sources, but only form based data sources can be modified.
Lookup conditions: After you select your data source you must identify which fields must match in order to identify the specific record in your data source. If the conditions match more than one record, the newest record is retrieved.
Case sensitive: Use a case sensitive search in the Data source. Note that un-checking this option may cause slower performance.
Once you have configured your data source, you can choose to do a retrieve, a modify or both using the same data source. You can add multiple Retrieve/Modify controls into your form so if you need to retrieve data from one data source and then modify another you would use two controls to accomplish this.
Retrieve: Retrieve a record and display the data in the form.
- Retrieve oldest record: Retrieve the oldest record that matches the retrieve criteria. If not selected, the newest record is retrieved.
- Trigger: Choose how your retrieve is triggered by selecting between the button option and the auto run option. A retrieve requires internet connectivity.
- Button: By Selecting this option your user will see a button or an image you select as a button. Clicking the button will trigger the retrieve.
Auto run: Allows you to perform a retrieve based on a trigger. For example, use this after you have collected the data in your form needed for the lookup. If you are going to set lookup conditions for employee ID and Date, once both those fields are not empty you can trigger the retrieve without the need for the user to hit a button first.
Hide button after retrieve: This allows you to remove the retrieve button from your form once you retrieve has been completed.
Do not display record not found: In some cases, a record not found is a valid result and you build your form to handle this condition. There is no need to tell the user. An example of this would be when trying to retrieve a time sheet record for an employee for a particular day. If no record is found then you know they have not gone on duty yet and you would use this result to automatically give them an on duty button. When submitting the form you would use the modify add option to create the record using the ID and date as the primary keys for the new record and you would modify the start time field in your data source.
- Destination fields: Select the destination fields to fill with the retrieved record.
Modify: Modify data in a form based lookup. This allows you to consolidate data from multiple forms into a single record.
- Trigger: Define when the modify action runs.
- On submission: Run when the form is submitted.
- On demand: Run when triggered. Requires an internet connection.
- On retrieve: Run the modify action as soon as the retrieve action completes. A retrieve action must be defined.
- When a question is answered: Run the modify action when a specific question is answered.
- When the form is opened the first time: Run the modify action as soon as a new form is opened.
- Do not modify on dispatch or forward: These two options will suppress the modify until your from is completed. With forward it will not modify on forward nor will it modify when being returned to sender if that option was selected.
- Delete from data source if found: Allows you to remove a record from a data source once found.
- Add to data source if not found: Adds records to a data source if no matching record is found.
- Modify and delete submission: Run the modify action, and then delete the submission of the current. Select when you want to make changes to another form, but do not want to keep a record of the submission that made the change.
- Modify all matches: Run the same modify action on all records that match the Lookup conditions.
- Re-Run calculations: Select calculation questions that should be re-calculated after the modify action completes.
- Modify fields: Add the fields to modify in the data source.
- Action: Select the action to perform on the field
Clear: Clear the field.
- Replace: Replace the field with a new value.
- Add: Add to the value already in a numeric field.
- Subtract: Subtract from the value already in a numeric field.
- Add days: Add days to a date/time field.
- Subtract days: Subtract days from a date/time field.
- Action: Select the action to perform on the field
Example: Use Retrieve and Modify to build a time sheet. A form submitted at the start of a shift will be used to modify the start time in a daily time sheet data source form. That same form hours later will modify the end time and duration fields in that same record, thus resulting in a single record that reflects all activity for that employee on a specified day.
Rules & Permissions
Actions & Logic
Set destination fields: Set values in destination fields when the first action of the Retrieve/Modify happens.
Retrieve / Modify requires an Advanced license or above.