Relate document automatically to parent record by formula

[shalmaxb]

Hi, I have an entity, from which I create a PDF document, send it by mail and at the same time put a copy of that PDF to a pre-defined folder. This all works as desired. How can I link this document to the parent record from whoích the PDF had been created, so that I can display the created PDF(s) in the relationship panel of the parent record.
I have e relation established between the document folder and th default relationship n:n between documents and parent entity. Should I create another 1:n relationship between documents and entity, or waht solution would work.

[victor]

I have an entity, from which I create a PDF document, send it by mail and at the same time put a copy of that PDF to a pre-defined folder. This all works as desired

How exactly did you achieve this? Can you show in detail?

[shalmaxb]

It is quite a complex formula, I hope you can get it, how I achieved it. The two very last (commented) lines are those to link the document, what does not work. So far I have only the defaut n:n relationship between the custom entity "Participants = CTeilnehmerKlassen" and the documents.

Here the formula:

// ------------------------------ Print a contract as PDF, send it by Mail to the participant and save in a document folder ---------------------------------
//create name and filename of the PDF
bezeichnungPDFVertrag =
string\concatenate('Teilnahmevereinbarung',' ',teilnehmerAngNachname,' ',teilnehmerAngVorname,' ',jahr,' ',instrument);
//Dateiname PDF Vertrag erzeugen
dateinamePDFVertrag = string\concatenate('Teilnahmevereinbarung','_',teilnehmerAngNachname,'_',teilnehmerAngVorname,'_',ja hr,'_',instrument,'.pdf');
//Read ID of the document folder, which I create triggere by another entity and link by relationship to the current entity
dokumentenordnerID = documentFolderTeilnehmerKlasseId;
//create PDF and put into document folder
//Here I use a enum field with the value "Print Contract (Vertrag drucken)" to create the PDF with data from the current entity and mark a hidden Bool as true
ifThen(vertragDrucken == 'Vertrag drucken' && vertragGedrucktUndGesendet == false,
$pdfId = ext\pdf\generate(
'CTeilnehmerKlassen',
entity\attribute('id'),
'66affa9d1f48b34d1',
dateinamePDFVertrag
);
//creates the document and puts it to the pre-defined folder
record\create(
'Document',
'type', 'Teilnahmevereinbarung',
'folderId', dokumentenordnerID,//ID des Dokumentenordners Verträge
'name', bezeichnungPDFVertrag,
'fileId', $pdfId,
'publishDate', datetime\today()
));

//sending the contract by E-Mail an attach it
$attachmentId = $pdfId;
$zipId = '676c7e8448d8329e6';
ifThen(
vertragDrucken == 'Vertrag drucken' && vertragGedrucktUndGesendet == false, //Der Button wurde betätigt
$emailId = record\create(
'Email', //Es wird eine Email angelegt
'from', 'info@workshop-jazz.de', //Absendeadresse, System-Email
'to', teilnehmerAnmeldungen.emailAddress, //Empfänger aus der Relation übernehmen
//'status', 'Draft',
'attachmentsIds', list($attachmentId, $zipId), //das erzeugte PDF wird zu den vorhandenen Anhängen gesetzt
'parentId', entity\attribute('id'), //Die ID des Datensatzes auswählen
'parentType', 'CTeilnehmerKlassen' //Die Entität des Datensatzes auswählen
));

//Use pre-defined Email-Template to send and after send set the Bool to false, which changes the enum to the value "Contract sent (Vertrag gesendet)"
ifThen(
vertragDrucken == 'Vertrag drucken' && vertragGedrucktUndGesendet == false, //Der Button wurde betätigt
ext\email\applyTemplate($emailId, '6683ddaeb2ac74393'); //Die ID des vorbereiteten Templates
ext\email\send($emailId); //Die oben erzeugte Email ID verwenden
vertragGedrucktUndGesendet = true; //Checkbox Vertrag gesendet wird markiert
);

// after send set the Bool to false, which changes the enum to empty value, to not display it anymore, a message will be displayed, that the contract had already be sent (WYSIWYG field)
ifThen(
vertragGedrucktUndGesendet == true,
vertragDrucken = ' '
//This should be the formula to link the document record to the participant entity, but it doesn`t work
//$ids = record\findRelatedMany('CTeilnehmerKlassen', id, 'documents', 10);
//record\relate('Document', id, 'cTeilnehmerKlassens', $ids);
);

[shalmaxb]

I apologize for pushing, but this question of mine is not yet answered. Is something like that at all possible with formula?

[lazovic]

Hi shalmaxb,

Can you please try using this formula script?

bezeichnungPDFVertrag = string\concatenate('Teilnahmevereinbarung', ' ', teilnehmerAngNachname, ' ', teilnehmerAngVorname, ' ', jahr, ' ', instrument);
dateinamePDFVertrag = string\concatenate('Teilnahmevereinbarung', '_', teilnehmerAngNachname, '_', teilnehmerAngVorname, '_', jahr, '_', instrument, '.pdf');

dokumentenordnerID = documentFolderTeilnehmerKlasseId;

ifThen(vertragDrucken == 'Vertrag drucken' && !vertragGedrucktUndGesendet,

    $pdfId = ext\pdf\generate(
        'CTeilnehmerKlassen',
        entity\attribute('id'),
        '66affa9d1f48b34d1',
        dateinamePDFVertrag
    );

    $documentId = record\create(
        'Document',
        'type', 'Teilnahmevereinbarung',
        'folderId', dokumentenordnerID,
        'name', bezeichnungPDFVertrag,
        'fileId', $pdfId,
        'publishDate', datetime\today()
    );

    record\relate(
        'CTeilnehmerKlassen',
        id,
        'documents',
        $documentId
    );

    $attachmentId = $pdfId;
    $zipId = '676c7e8448d8329e6'; 

    $emailId = record\create(
        'Email',
        'from', 'info@workshop-jazz.de',
        'to', teilnehmerAnmeldungen.emailAddress,
        'attachmentsIds', list($attachmentId, $zipId),
        'parentId', id,
        'parentType', 'CTeilnehmerKlassen'
    );

    ext\email\applyTemplate($emailId, '6683ddaeb2ac74393');
    ext\email\send($emailId);

    vertragGedrucktUndGesendet = true;
);

ifThen(
    vertragGedrucktUndGesendet,
    vertragDrucken = ' '
);

[shalmaxb]

Thank you very much, lazovic you brought me on the path. The only thing I had to change was the $documentId, as the calculation is too fast and thus the Id is not yet registered in the database and stays empty..
I created a custom textfield like lastDocumentId, into which I fetched the $documentId by another line in the record\create formula:

$documentId = record\create(
'Document',
'type', 'Teilnahmevereinbarung',
'folderId', dokumentenordnerID,//ID des Dokumentenordners Verträge
'name', bezeichnungPDFVertrag,
'fileId', $pdfId,
'publishDate', datetime\today());
letzteDocumentId = $documentId
);

Then I referred to that lastDocumentId in the relate formula, which I had to put outside of the ifThen declaration. The link is then achieved by recalculate.

record\relate(
'CTeilnehmerKlassen',
id,
'documents',
letzteDocumentId);​

After the contract is created, sent, put into the documents and linked to the participant, I set another formula to reset the execution of all this and nulled the lastDocumentId, so with a new contract the execution will be correct.

[shalmaxb]

The issue with the documentId is likely due to the relationship. An Id is created, when the document is created and then the id is saved in the n:n relation and becomes one of many Id`s. If that happened, the formula cannot fetch the one Id anymore.