Update a previous row from a submitted form using workflow.

Craig F

I have a form with several fields that are completed by a project manager to show the latest update of a project. Once the form is submitted, it goes to an approver, and a workflow moves the entry to a second approved sheet when approval is given. A workflow then sets a new date as the next update field, and additional workflow prompts the PM to complete a new update form when the next update has arrived and the submitted flag is unchecked. The primary key in both forms is the project number.

Question - Is it possible, when a new form is submitted to have it find a previous entry and set a flag as checked so that the next update reminder is turned off?

Genevieve P.

Hi @Craig F

It depends on how this flag/checkbox column is being used. If you're manually checking the box, then you can't also have a formula in the column.

However if you're already using a formula to create the flag or check the box, we can add to this formula to have it look through the sheet and if there's a row with a Later Created Date and the same unique Project Identifier, then flag the current row.

For example, you could use:

=IF([Created Date]@row <> MAX(COLLECT([Created Date]:[Created Date], [Project ID]:[Project ID], [Project ID]@row)), 1

This will check a box if the Created Date in this row is not the latest date in the sheet. Is this along the lines of what you're looking to do? If you have a formula already, could you post that here, along with screen captures (but block out sensitive data).

Cheers,

Genevieve