Update Record Stage

The Update Record stage allows you to update an existing record in a selected repository by mapping fields with new values using Custom, Calculated, Variable, or For Each Repository inputs, depending on context and field type.

Update Record Stage

Interface Overview

1. Select Repository

• Choose the repository that contains the record you want to update.

2. Identify Record (Filter)

• Select the method to identify which record(s) to update.

• Usually done by matching a unique field (e.g., ID, Email, etc.) using a variable or item reference.

2. Fields Mapping

• Each updatable field in the repository can be mapped using dropdowns:

Component	Description
Select Field	Choose the field in the repository you want to update
Select Value	Choose how the field will be updated: custom, Calculated, or Variable.

Field Behaviour by Type

A. Field Types Supporting Custom, For Each & Variable Value

• Single Line

• Multi Line

• Email

• Checkbox

• Lookup

• Multiselect

• Select

• Attachment

• User or Group

• Hyperlink

• Location

When selected:

• Custom → Shows a simple text field to manually input a value (e.g., Name>>Custom>>"Raaghav").

• Variable

• An additional text field is shown to specify the variable as “${Variable:VariableName}”

• If the variable is of type record or records, use the format ${Variable:VariableName:FieldName} to access a specific field.

• For Each Repository → Select from current iteration item fields

B. Field Types Supporting Custom, Calculated, For Each and Variable Value

• Decimal

• Number

• Date

When selected:

• Custom → Displays a text input (e.g., enter 200.5 for a decimal).

• Calculated → Displays a multi-line expression editor for formulas or expressions (e.g., {{Total}} * 0.18).

• Variable

• An additional text field is shown to specify the variable as “${Variable:VariableName}”

• If the variable is of type record or records, use the format ${Variable:VariableName:FieldName} to access a specific field.

• For Each Repository→ Select fields from current item

Example

Goal: Update candidate record with interview result

Field	Select Value	Result on RHS (Right-hand Side)
Status	Custom	Displays a DD field. Select: "Completed"
Interview Score	Variable	Displays a Dropdown with all available variables.
Interview Date	Custom	Select Date
Date of Joining	Calculated	{TargetRepository:InterviewDate}<PLUS>30

Best Practices

• Use Custom for fixed text/numeric input.

• Use Variable for dynamic inputs from earlier stages.

• Use Calculated for formulas involving variables or expressions.

Update Record Stage Under For Each

Used to update records dynamically inside a loop based on conditions.

For Each Stage – Configuration

1. Select Repository: Repository to iterate (e.g., Candidate Interviews)

2. Condition (Optional): Apply filters, e.g., Status == "Completed”

Update Record Configuration (Inside For Each)

Step	Description
Select Repository	Choose the repository to update (e.g., Candidate)
Identify Record	Match Record via unique field (e.g., Email or ID from current item)
Field Mapping	Define field updates using Custom, Variable, Calculated, For Each

Example:

You want to update existing records in the Candidate repository for each item in the Candidate Interviews repository — but only for interviews that have been completed.

Let’s say your system tracks candidates and their interviews in two separate repositories:

• Candidate Interviews (used to store details of individual interview rounds)

• Candidate (master record for each candidate)

After interviews are conducted, you want to loop through the Candidate Interviews repository and:

• Identify completed interviews.

• Update the corresponding candidate’s record with the latest interview score, comment, and status.

Field Name	Select Value	RHS Configuration
Interview Status	Custom	“Completed”
Interview Score	For Each Repository	Score
Candidate	Variable	${Variable:CandidateName}
Updated On	Calculated	<TODAY><PLUS>0

Update Record Stage Under Condition

Use this to update a record only if specific criteria are met.

Condition Stage – Overview

• Evaluates a boolean condition using workflow variables.

• If true, runs the nested Update Record stage.

• If false, skips the update.

Update Record Stage – Inside Condition:

This stage is used to update existing record only when the condition evaluates to true.

1. Select Repository:

Choose the repository where the existing record should be updated.

Example: Offer Letters

2. Field Mapping:

Field Type	Supported Value Types	RHS Behavior (Right-Hand Side)
Text, Email, Select, Checkbox, Lookup, Location, User or group, Hyperlink, Attachment, etc.	Custom, Variable	Custom: Text field Variable: Dropdown of available variables
Decimal, Number, Date	Custom, Calculated, Variable	Custom: Text/Date input Calculated: Multiline expression editor Variable: Variable dropdown

Example Scenario

Goal: If candidate score ≥ 7, update status to “Selected” and set joining date.

Condition Configuration

• Variable: Total Score

• Condition: Greater Than or Equal To

• Value: 7

Update Record Configuration (inside true path)

Field	Select Value	RHS Result
Candidate Name	Variable	${Variable:Candidate_Name}
Email	Variable	${Variable:Candidate_Email}
Offer Status	Custom	"Selected"
Joining Date	Calculated	<TODAY><PLUS>30