Link/Unlink Entity Records – connecting existing records¶
The command "Link/Unlink Entity Records" links existing records to the current record through a relationship, or removes such links. It does not create or delete records – only the connection between them. The records come from a query; optionally the user picks them. This page is for administrators who build actions that assign records to each other.
1. At a glance¶
| Purpose | Link or unlink existing records |
| Typical use | "Assign contacts" to a project with a picker, removing all links to inactive records |
| Where in the editor | Toolbar menu "Data" → "Link/Unlink Entity Records" |
| Needs a user interface | Only for "Prompt UI" |
| Needs a current record | Yes |
| Related | Create Related Record, Delete Entity Record, Save |
2. Settings¶
Like every command, the command has "Display Name", "Description" and "Execution Condition" on the tab "General" (see Actions).
Tab "Settings":
| Setting | Meaning | Default / Required |
|---|---|---|
| "Relationship" | A relationship of the current record's entity. The current record is its parent side; the linked records are of its child entity. | Required |
| "Grid" | The grid of the child entity shown in the picker ("Prompt UI") | Empty: the default grid of the child entity |
| "Unlink" | Removes links instead of creating them | Off |
| "Prompt UI" | Lets the user pick the records | Off |
| "Prompt Title" | Expression for the title of the picker. Only active with "Prompt UI". | Empty: "Select |
Tab "Query": the conditions that select the records of the child entity, built like any query (see Queries). The conditions can compare with fields of the current record and with variables. The tab appears once a relationship is chosen.
3. Behaviour¶
- Without "Relationship" or query, or if the relationship or its child entity no longer exists, the command is skipped.
- With "Unlink", the query is narrowed automatically to the records that are currently linked.
- The query is evaluated with the current record and the variables.
- With "Prompt UI" and a user interface, a picker shows the query result in "Grid". For a relationship to many records the user can select several, otherwise one. Closing the picker without a selection skips the command; the action continues. Without a user interface the command is skipped – nothing is linked that nobody chose.
- Without "Prompt UI", every record of the query result is linked or unlinked – at most 9,999.
- Open forms are drawn again.
Linking and unlinking change the current record (and, depending on the relationship, a link record). These changes are stored when the current record is saved – add Save after the command.
4. Examples¶
Assign contacts with a picker. Action on "Project", button "Add contacts":
| Setting | Value |
|---|---|
| "Relationship" | Project → Contacts |
| "Prompt UI" | On |
| "Prompt Title" | "Contacts for this project" |
| Tab "Query" | "Customer" = field "Customer" of the project, "Active" = true |
followed by Save. The user sees the active contacts of the project's customer and selects three.
Remove inactive contacts. The same relationship with "Unlink" on, "Prompt UI" off and the query "Active = false", followed by Save – all inactive contacts are unlinked.
5. Limitations¶
- At most 9,999 records are processed without "Prompt UI".
- A failed query is only written to the log; the command is skipped.
- Whether links are stored without a following save depends on how the relationship stores them. Always save the current record afterwards.