Documentation
Start typing to search…

Table Action

Definition

The Table Action trigger allows you to create Zenphi flows that run when a user takes action on a specific record directly from a Dashboard widget powered by a Zenphi Table.

There are two primary types of widgets in Zenphi Dashboards:

  1. Metric Widgets – Such as Pie Chart, Metric, or Gauge – these show summary or count-based data.
  2. Row-Based Widgets – Such as Kanban, List, Grid, or Calendar – these display individual rows (records) from a Zenphi Table.

This trigger is designed specifically for row-based widgets. When configured, it enables a Run Flow button to appear beside each row shown in the dashboard. When a user clicks that button, a Zenphi flow is triggered — and the row’s data is passed into the flow for processing.

✳️

For example: If you're viewing a list of service requests, you can trigger a flow to "Assign Technician" or "Escalate Issue" by clicking a button next to the relevant request — without leaving the dashboard.

Additionally, if the row data alone isn't sufficient for your use case, you can enable a form requirement. This displays a custom Zenphi Form when the button is clicked, allowing the user to submit extra information before the flow runs. The flow will then start with:

  • The full row data
  • The form responses
  • And metadata about the user who submitted the form (initiator), such as name, email, and submission time

This trigger empowers more dynamic and interactive automation workflows, directly from where your users are already working with the data — inside Zenphi Dashboards.



Example Use Cases

1. Assign a Task from Dashboard

From a dashboard showing open requests, click the Run Flow button to assign a technician or owner to that request. The flow uses the record data to update assignment fields or notify the assignee.

2. Approve or Reject a Submission

In a calendar view showing leave requests, users can approve or reject a request directly from the dashboard. Clicking the Run Flow button opens a form to capture approval status and comments, which then runs the flow for further processing.

3. Update a Record with More Info

In a grid or list widget, clicking the button opens a form where the user adds missing or updated info. After submission, the flow updates the table record with the new data and logs the action.

4. Conditional Run: Only Process If Status Is “Pending”

Use the Conditional Run to ensure the flow only runs if the record’s Status column is set to “Pending”. This avoids unnecessary flows on completed or archived records.

5. Conditional Run: Skip if Priority Is Low

You can configure the trigger to not run the flow if the record’s Priority field is “Low”. This lets users click the button but ensures the flow only runs for high-impact items.

6. Generate and Email a Report

From a list of invoices, a user clicks the action button to generate a PDF version of that invoice and email it to a client — all using the record’s data.

7. Trigger Access Review Process

From a table of software access logs, users can run a flow that starts a security/access review. Conditional logic can be added to only run for access levels above a defined threshold.

8. Archive or Flag Data

Let users click a button to archive or flag specific records (e.g., spam reports, inactive leads). The flow moves them to another table or adds a tag.



Configuration


Setting

1. Table

(Select a table to interact with and trigger works with)

Choose the Zenphi Table that this trigger should work with. This is the table that powers the dashboard widget where your Run Flow button will appear next to each row.

💡

Example: If you're showing a dashboard of open customer tickets, select the Tickets table so the flow can trigger with data from each selected ticket.

This selected table provides the record data passed to the flow when the button is clicked.

2. Require Form

(If enabled, a Zenphi form builder appears in the setting which you need to set up by clicking on it)

Toggle this ON if you want to collect extra information from the user before the flow runs. Enabling this displays a Zenphi Form Builder, allowing you to design a custom form.

💡

Example: You might want users to leave a comment, approval reason, or set a new priority before running the flow. The submitted form data will then be included in the flow run.

The form will open after the user clicks the Run Flow button in the dashboard, and the flow will only start after the form is submitted.

🧠

Best Practice: Use this when the row data alone isn’t enough to run your automation and you want user input to guide the process.


Conditional Run

The Conditional Run feature lets you define rules that must be met for the flow to start when the Table Action trigger is activated. If the conditions aren’t met, the flow will be skipped.

This is useful when you want the flow to run only for specific rows or form submissions — for example, only when a status field equals “Approved” or when a numeric value exceeds a threshold.

🔁 How Conditional Run Works

Enable Conditional Run and set one or more conditions using AND / OR logic. Each condition has four parts:

  • Condition Type:

    • When: The flow runs only if this is true.
    • Except When: The flow won’t run if this is true.

  • **Value to Evaluate:**Choose a value from:

    • Trigger Outputs — such as current record fields or form data
    • Vaults — secure stored values like API keys or secrets

  • **Operator:**Defines the comparison (e.g., Equals, Not Equals, Greater Than, Is Null).

  • **Comparison Value:**The value to compare against. Can be from Trigger Outputs, Vaults, or a fixed manual value.

🔐 Vaults are managed in your workspace settings and keep sensitive info secure — they’re only referenced during flow runs, never visible or editable inside flows.

🧠 Example Conditions

  • Run the flow only when a record’s “Status” field equals “Approved”
  • Skip the flow if a form’s “Priority” field is less than 3
  • Run the flow when a text field is not empty
  • Combine conditions to target very specific rows or form inputs

This feature lets you fine-tune your flow triggers, ensuring they activate exactly when needed based on row data or form submissions.



Outputs

When the Table Action trigger is activated (e.g., when a user clicks the Run Flow button from a row-based dashboard widget), it generates several outputs. These outputs are available throughout the flow using the Token Picker, and they can also be used in the Conditional Run configuration.

Here’s what’s included:

1. Initiator

Details about the user who triggered the flow by clicking the action button in the dashboard or submitting the form (if enabled).

  • User ID – The unique Zenphi ID of the user
  • User Email – Their email address
  • Name – Their full name
  • IP Address – The IP address from which the flow was triggered
  • Submit Time – The exact time the trigger was fired (e.g., button was clicked or form was submitted)

💡

Useful for logging who initiated the action, applying audit trails, or applying role-based decisions in the flow.

2. Current Record

Information about the specific row (record) in the Zenphi Table that the flow was triggered from.

  • Record ID – The unique ID of the table record

    🟡

    Note: The row data is not directly passed to the flow. However, you can use this Record ID with Zenphi Table actions (like "Get Record") to fetch the full data if needed.

  • Record Version – The current version number of the record, useful if you want to check for changes or perform version-specific logic

3. Form Data (Only if Form is enabled)

If you enabled the Require Form option during setup, this output will contain the user’s responses to your Zenphi form.

  • All form fields are available here as individual tokens, labeled by their field names.

💡

You can use form inputs to collect things like approval notes, user preferences, reasons, or any other dynamic input before proceeding with automation.

Where to Use Outputs

These outputs are accessible in:

  • All flow actions, via the Token Picker (you’ll see them grouped under the trigger’s name)

  • Conditional Run – You can use any of these outputs to decide whether or not the flow should run.

    Example: Only run the flow if the user's IP is from a specific region, or if the form’s "Approval Status" equals "Approved".



Example: Approving a Time-Off Request from a Dashboard

Imagine you have a Zenphi Table tracking employee time-off requests. You've created a List View Widget on your Zenphi dashboard to display these requests in rows.

You want managers to be able to approve or reject requests directly from the dashboard.

How to set it up:

  1. Create a flow using the Table Action trigger.
  2. In the Settings, select the Time-Off Requests table.
  3. Enable "Require Form" and design a Zenphi form with fields like "Approval Status" and "Comments."
  4. In the dashboard’s widget settings, set this flow as the Row Action Button.
  5. Now, when a manager clicks the button next to a row, the form opens.
  6. After submitting, the flow runs — receiving the selected row’s data, form inputs, and who submitted it.
  7. You can use this data to update the request status, notify the employee, or log the action.

This allows a smooth, in-dashboard approval process — without leaving the dashboard or manually tracking requests elsewhere.

Updated 6 days ago