When you are creating an Source Folio record using Create button or Create Link, the Folio Lookup field with Create New will have a “Add New <Target Folio Title>” button.
For example if the Target Folio is Continuous Improvement then the button will display “Add New Continuous Improvement”.
When you click on the Add New button you will be taken to the Target Folio record and the Source Folio will be saved as a draft..
If the 'Copy Common Fields' option is enabled then there will be a one time copy of common fields from the Source to the Target Folio record.
On the Target Folio record you can use the Save and Return button to save the Target record as a draft and return to the Source.
If the Target Folio record is ready to be submitted click on the Submit button. After the Target record has been submitted you will be taken back to the Source Folio record and can continue working on this record or submit it. Please Note: Access to the Target Folio record after it has been submitted will depend on the User’s access rights.
In the Folio Lookup field on the Source record the Target Folio’s Key | Title will be displayed. An amber circle indicates that the Target record is saved but not submitted. By clicking on the ellipses on the Target record card you can either edit the record and submit it or unlink and delete it again based on a your access rights.
- If the Source record is deleted Folio will automatically delete any draft Target records. However if the Target records have already been created they will be unlinked but not deleted. You have to manually close or delete the Target records if they are no longer required.
- If “Can Add Existing” is enabled then user will also see Select Existing button which will enable them to select existing Folio records using Key | Title.
Creating new Target records on an existing Source record:
- For logged in users the Folio Lookup field with Create New Target records can be exposed on the Source record at any point in the workflow
- To create a Target record when the Source record already exists, the user must open the parent form in full edit, then scroll to the Folio Lookup field with Create New and click on the “Add New <Target Folio Title>” button. Users will not be able to see the Add New button on the View screen of the Source record.
- When the user clicks on the Add New button they will be taken to the Target Folio record and if the 'Copy Common Fields' option is enabled then there will be a one time copy of common fields from the Source to the Target Folio record.
- Users can then either Save and Return or submit the Target Folio record. On saving or submitting the Target Folio record the user will be taken back to the Source Folio record.
- In the Folio Lookup field on the Source Folio record the Target Folio’s Key | Title will be displayed. Please Note: To save the added Target Folio record on the Folio Lookup field on the Source Folio record user must click the update button on the Source record. If the user does not click the update button the Target Folio record will not be added to the Folio Lookup field on the Source Folio record.
- If “Can Add Existing” is enabled then user will also see Select Existing button which will enable them to select existing Folio records using Key | Title.