How to Relate two records that aren’t joined

I am trying to join two records that are not inherently joined. I could easily do this through a CSV import, but I don’t want to have to manually maintain the data with uploads.

 

Issue:We have Purchase Orders in our system with updated shipping information, but that updated date is not making it back onto the sales order record.  The Purchase orders are not always linked to the sales order record either.

 

 

Fields I need for my search, renamed for this example:

 

Purchase order Record: [Purchase order #]  [custom field Related Sales Order#]  [PO ship date]

 

Sales order record:[Sales order #]  [SO ship date]

 

I want to update the sales order record when [sales order#] = purchase order[custom field Related Sales order ID]  update [SO ship date] to match [PO ship date].

 

I cannot figure out a way to do this aside from a CSV import… does anyone have any ideas? I tried to do this through a saved search workflow but couldn’t relate the fields I needed. Thank you for your help!

Melanie

Rookie Asked on September 11, 2019 in How To's.

How does your Related Sales order ID get populated in the first place? If it is a select field, that should link the 2 records.

on September 11, 2019.
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2 Answer(s)

Hey Melanie,

We have something pretty similar to your setup. The way we made our solution is we created two list/record fields one for each record type. The one in the purchase order is to select the sales order that it related to and the vice versa for the sales order field.

The way we do the automation part is through a script which may be the only way to achieve what you need. When the user selects the sales order in the purchase order and hits save the script will load the sales order then change our custom fields based on the purchase orders fields and then fills in the purchase order reference field so now we can see which purchase order the sales order is linked to from the sales order also.

Sorry for the long winded answer, hope it helps.

Beginner Answered on September 11, 2019.

To add on- if you can deal with delays and they are always 1 to 1 relationships, you could creatively used scheduled workflow and record is parent checkbox on your linking fields.

on September 12, 2019.

Thank you all! This is a great solution.

on September 13, 2019.

I really want to do this with a scheduled workflow.  I’m not sure I understand “record is parent” and it might be the piece i’m missing.

I can get this to flow the WRONG way but I need to flip it somehow

 

Linked Sales order is listed on purchase order record.  Date I need is on purchase order and I want it to flow back to the sales order, but there is no actual link on the sales order to the purchase order.  How can i create one without updating both record links manually. Ideally they link the Sales order and both records can then talk?

 

Thank you all for your patience, I appreciate it very much!

Melanie

 

on September 13, 2019.
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You first need a relation between PO and SO(as @suitemike suggested) but since in your case PO are updated and that info needs to be back flown on SO, you only need to set/select reference of SO on PO and whenever an update is made on PO, you can make it flow to SO using workflows (in real-time/scheduled) or use some periodic (scheduled/map-reduce etc) scripts.

Beginner Answered on September 12, 2019.

I’m not sure how you would do real time. Can you elaborate on that? Workflows can only run on the record they are executing.

on September 12, 2019.

By using record.submitFields on SalesOrder in WorkFlow Action Script.

on September 15, 2019.
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