Module 3: Configuring Actions on Data Entry

🎯 Learning Objectives

Upon completion of this module, you will be able to:

Create a single-state workflow with actions configured on client triggers
Configure actions that manipulate fields on record entry forms
Use the Visual Builder to configure conditions that limit action execution
Apply conditional logic using Boolean expressions

Common Data Entry Actions

The following actions are commonly configured on client triggers to support data entry tasks. This module represents the first of several modularized workflows you'll create.

Set Field Display Type

Configures whether a field can be edited. Properties include: hidden, inline, disabled, and normal.

Triggers: Before User Edit, Before/After Field Edit, After Field Sourcing

Set Field Mandatory

Dynamically sets a field as mandatory (orange asterisk) or optional based on conditions.

Triggers: Before User Edit, Before/After Field Edit, After Field Sourcing

Set Field Value

The most used action in SuiteFlow. Sets values for dropdown lists, multi-select fields, dates, custom records, and workflow/state fields.

Triggers: All client triggers (value committed only when record is saved)

Return User Error

Displays error messages during validations. At Before User Submit, it cancels form submission.

Triggers: All client triggers (popup on client, full error page on server)

Show Message

Displays an alert with OK button. Does NOT prevent form submission—purely informational.

Triggers: All client triggers (client-side only, not on server)

Confirm

Displays a popup with OK and Cancel buttons. User can acknowledge or abort the action.

Triggers: Before Field Edit, Before User Submit

⚠️ Custom Field Limitation

Custom fields that are hidden on the record by default cannot be displayed using Set Field Display Type in a workflow. The field must be visible by default to be manipulated.

Understanding Workflow Conditions

Conditions allow you to limit when workflows initiate or when actions/transitions execute. They use Boolean logic—if something evaluates to true, then perform an action.

Condition Components

Each condition in the Visual Builder has three components:

Left Side: The value to be compared (required)
Operator (Compare Type): The comparison criteria (required)
Right Side: The value to compare against (required except for empty/checked operators)

📋 Example Condition

IF Estimated Project Cost IS GREATER THAN $10,000

Left Side: Estimated Project Cost | Operator: Greater Than | Right Side: 10000

Common Compare Types

Compare Type	Usage
Equal / Not Equal	Exact match comparisons
Greater Than / Less Than	Numeric comparisons
Empty / Not Empty	Check if field has value
Checked / Not Checked	Checkbox fields
Any Of	Match ANY selected values in a list
None Of	Match NONE of the selected values
Contains / Does Not Contain	Partial text matching

💡 Any Of vs. None Of

Any Of: Perform action if ANY selected value matches (OR logic)

None Of: Perform action only if NONE of the selected values match

Using Expressions for Complex Conditions

When you need to compare multiple values with AND/OR logic, use expressions in the Visual Builder.

✅ Expression Operators

AND: Both conditions must be true
OR: Either condition can be true
NOT: Inverts the condition result
Parentheses: Group conditions for complex logic

Multiple conditions without expressions are automatically ANDed together. Use expressions when you need OR logic or complex groupings.

Practical Examples

Example 1: Dynamic Mandatory Field

Make "Rating Code" mandatory when "Review Type" = Salary Change:

Create Set Field Mandatory action on After Field Edit trigger
Set triggering field to "Review Type"
Add condition: Review Type = Salary Change
Set Rating Code to Mandatory = True
Important: Create a second action for the opposite—make optional when Review Type = No Salary Change

⚠️ Always Create Both Conditions

When making a field mandatory based on a condition, you MUST also create the action to make it optional under the opposite condition!

Example 2: Show/Hide Fields

Hide "Salary Increase Amount" when Review Type = No Salary Change:

Create Set Field Display Type action on After Field Edit
Triggering field: Review Type
Condition: Review Type = No Salary Change
Set Salary Increase Amount display type to Hidden
Create second action: Show field (Normal) when Review Type = Salary Change

Example 3: Validation Error

Prevent salary increases greater than $10,000:

Create Return User Error action
Message: "Salary increase amount cannot be greater than $10,000"
Condition: Salary Increase Amount > 10000

✅ User-Friendly Errors

When Return User Error fires on a client trigger, users see a popup they can acknowledge and then correct their data—much friendlier than server-side errors!

🎯 Hands-On Exercises

Build your first data entry workflow in your Student Workbook:

Exercise 1: Create a single-state entry workflow
Exercise 2: Configure Set Field Mandatory with conditions
Exercise 3: Build Show/Hide field logic
Exercise 4: Add validation with Return User Error

Go to Module 3 Exercises →

🌟 Key Takeaways

Set Field Value is the most used action in SuiteFlow
Always create both conditions for mandatory/display toggling (on AND off)
Conditions use Boolean logic—if true, execute the action
Use expressions for complex AND/OR logic
Any Of = match any selected value; None Of = match none
Return User Error on client triggers shows friendly popup messages
Show Message does NOT prevent form submission—it's purely informational