Working with WorkFlows: Automatically Updating the Name Search Field

June 2017    Tags: Clients, PracticeMaster, WorkFlows

When I change the Client Name field, I can no longer pull them up by typing their name into any Client lookup fields. Why is this, and how can I fix it?

Client lookup fields use the Name Search field to find clients. Reports sorted alphabetically are also sorted on the Name Search field. However, this field does not get updated automatically when the Client Name is changed.

A WorkFlow can be created to update this field automatically when the Client Name is changed in PracticeMaster.

To create a WorkFlow that will update the Name Search field

1. From the Maintenance menu, select WorkFlows.
2. Select Client, and then click the New button.
3. Enter a Name for the WorkFlow (e.g., “Update Name Search”).
4. In the Source section, select All Records.
5. In the Events section:
   1. Select the Record Changed and User Activated check boxes.
   2. Select the Selected Field(s) option.
   3. Click the Select Fields button.
   4. In the Select Fields window, select Name and click OK.
6. In the Actions section:
   1. Click the New button.
   2. Select Change Record and click Next.
   3. Select Source Record and click the Define Template button.
      1. Click the set button next to the Name Search field.
      2. In the Template Expression Editor window, click the Field button.
      3. Select a Field ID of Name and click Insert.
      4. Click OK.
      5. Press Ctrl+S.
   4. Click Finish.
7. Click Save.

You now have a WorkFlow set up that will automatically update the Name Search field without user interaction any time the Client Name field is changed, provided the change is made in PracticeMaster.

Note: If the Client Name is changed in Tabs3, the WorkFlow will not be triggered to run. However, the WorkFlow can optionally be run manually via the Quick Clicks pane in PracticeMaster.

For more information on WorkFlows, refer to our new PracticeMaster WorkFlows Guide at Tabs3.com/support/docs.html or Knowledge Base Article R11307, “All About WorkFlows.”