Creating a scheduled workflow

[JosNas]

I am having trouble creating a scheduled workflow. It is getting confusing especially with the report thing.

I have an Entity called Membership Fees connected to Entity Contacts (labeled as Members) by Many -to - One. I am trying to create a workflow that creates a fee record for every Member (Contact) at the start of every year.
The created Fee record has 2 essential fields 'Payment Status' set to 'Not Paid' by default and 'Fee' (name): Member's Name - Year. (See Image below)



For example I have 203 Contacts, on January 1, 2022 I want to create 203 new Membership Fee records. The report is basically the list of Members (Contacts)

Workflow & Report Below:



I really appreciate any help in how to achieve this. Thanks

[rabii]

Hi

I think everything you have done is correct but you just missed one piece on the workflow, instead of create record, you can use Create Related Record and choose Membership Fees and then set up the field as you wish. see attached screenshot.

I hope this helps

Cheers

[JosNas]

rabii I appreciate it! However I cannot see Membership Fees from the list in 'Link' in Create Related Record.

[JosNas]

I'm wondering in the 'Scheduled' trigger what is the difference between the Target Entity, Target Report, and 'Link' when you select 'Create Related Record'. It is too confusing and seems overlapping

[Vadym]

Hi JosNas,

Hope this thread will help shed light:
https://docs.espocrm.com/administrat...ows/#scheduled

In your case, you have to create a Workflow for the "Members" target entity with Create Record action.
Then select the "Membership Fee" entity, needed fields, and Link with target entity.

Ex:

[JosNas]

Thanks Vadym it partially works but when I add the statement marked yellow as shown below, it is not executing.



Else When I remove that formula statement the records are being successfully created but the name is not having the requested format:
(Contact's First Name Contact's Last Name - Year)

Ex:

[rabii]

Hi JosNas

I can see that you have changed the workflow entity to members which means if you choose Create Related Record you will be able to select Membership Fees. Please note that you can't use both Formula and fields at the same time when creating a record, i suggest you do it all through Formula, see code below:

// set payment status
paymentStatus = "Not Paid";
// Set year as current year
year = datetime\year(datetime\today());
// set up name 
name = string\concatenate(contact.firstName, ' ', contact.lastName, year);

let me know if that worked for you.

Cheers

[JosNas]

Selecting the full name ('name' field) of the Member would solve my issue I guess. However I am only being given the options of choosing First Name or Last Name. (image below)




Can I use a formula in the same Action of the Workflow to concatenate 'First Name' and 'Last Name' and assign them to 'name' field of Membership Fee Entity? (image below)