Field & Table Manipulation Cards

Field & Table Manipulation Cards - Complete Guide

Covers: 9 cards for modifying document fields and tables

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The field and table cards on this page go in the Then group of the Workflow Builder — the actions that run once the When/And conditions match:

Field and table manipulation cards are added to the Then group via Add Card.

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📌 Version Information

Multi-Version Cards: CALC_COLUMNS (v2), CALC_COLUMNS_REGEX (v2), EDIT_COLUMN (v2), AI_CALC_MTZ_ETZ (v2)

Version Pattern: All field manipulation cards follow v1 → v2 pattern Key Change: v2 adds internationalization (i18n) support with translation keys

📖 Complete Version History | Card Version Database

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Document Field Manipulation

Card: ACTION_SET_FIELD_TO_TEXT / Set Field to Text Value

Purpose

Automatically fills a document field with specific text

When to Use

• Populate field from decision

• Set default values

• Fill in standardized information

• Update field based on conditions

How It Works

IF Condition is true
    THEN Set Field "Category" to Value "Premium"

Example Scenarios

Scenario 1: Set Approval Category

Condition: Invoice amount > €10,000
    ↓
Action: Set "Approval_Category" field to "High Value"
    ↓
Result: Document now shows "Approval_Category: High Value"

Scenario 2: Set Supplier Category

Condition: Supplier name contains "ABC"
    ↓
Action: Set "Supplier_Type" field to "Preferred Supplier"
    ↓
Result: Document marked as "Preferred Supplier"

Scenario 3: Set Processing Notes

Condition: Document has been rejected
    ↓
Action: Set "Processing_Notes" to "Requires supplier revision"
    ↓
Result: Note appears for next processor

Parameters

Field Name Which field to update

Examples: Category, Type, Status, Comment, Notes

Text Value What to put in the field

Examples: "Approved", "Pending Review", "High Priority"

Configuration Steps

1. Choose the field to fill

2. Enter the text value

3. Set conditions (when to fill)

4. Save

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Card: ACTION_SET_BOOLEAN_FIELD / Set Checkbox Field

Purpose

Automatically checks or unchecks a checkbox field

When to Use

• Mark as processed

• Set approval flags

• Enable/disable options

• Mark for export

How It Works

IF Condition is true
    THEN Check/Uncheck the "Approved" box

True = Checked, False = Unchecked

Examples:

Example 1: Mark as Verified

Condition: PO matches perfectly
    ↓
Action: Check "Verified" checkbox
    ↓
Result: ✅ Verified (checked)

Example 2: Flag for Manual Review

Condition: Price variance > 10%
    ↓
Action: Check "Requires_Manual_Review" checkbox
    ↓
Result: ✅ Requires_Manual_Review (marked)

Example 3: Uncheck Pre-filled Box

Condition: Supplier is blacklisted
    ↓
Action: Uncheck "Approved_for_Payment" checkbox
    ↓
Result: ☐ Approved_for_Payment (unchecked - blocked)

Parameters

Checkbox Field: [Choose field]
Set To: ☑ Checked (✅ True)
   or: ☐ Unchecked (❌ False)

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Card: ACTION_INVERT_BOOLEAN_FIELD / Toggle Checkbox

Purpose

Flips checkbox state (checked → unchecked, vice versa)

When to Use

• Toggle approval status

• Switch processing mode

• Reverse previous state

• Update boolean flags

How It Works

Current state: ✅ (Checked)
    ↓
ACTION_INVERT: Toggle the box
    ↓
New state: ☐ (Unchecked)

OR

Current state: ☐ (Unchecked)
    ↓
ACTION_INVERT: Toggle the box
    ↓
New state: ✅ (Checked)

Example

Invoice received with "Priority" checked
    ↓
After processing, invert "Priority" checkbox
    ↓
Checkbox now unchecked (no longer priority)

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Card: ACTION_COPY_DOCFIELD_TO_DOCFIELD / Copy Field Value

Purpose

Copies value from one field to another field

When to Use

• Copy supplier info to billing info

• Duplicate data across fields

• Standardize data format

• Create backup of value

How It Works

Source Field: "Invoice_Supplier"  Value: "ABC Corp"
    ↓
COPY TO
    ↓
Target Field: "Billing_Partner"  Value: "ABC Corp"

Both fields now have same value

Real Examples

Example 1: Copy Delivery Address

Source: "Delivery_Address" = "123 Main St, Berlin"
    ↓
Copy to: "Billing_Address"
    ↓
Result: Both fields show "123 Main St, Berlin"

Example 2: Copy Supplier Code

Source: "Supplier_Code_External" = "SUPP-789"
    ↓
Copy to: "Supplier_Code_Internal"
    ↓
Result: Both codes match, system recognizes supplier

Example 3: Copy Amount for Validation

Source: "Invoice_Total" = "€5000"
    ↓
Copy to: "Amount_to_Validate"
    ↓
Result: Validation field has correct amount

Parameters

Source Field: [Choose field to copy FROM]
Target Field: [Choose field to copy TO]

Notes

• Original field unchanged

• Target field overwritten with source value

• Good for standardizing data

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Table Manipulation

Card: EDIT_COLUMN / Edit Table Column

Purpose

Changes values in a table column based on conditions

When to Use

• Fix pricing errors in line items

• Update quantities

• Correct item descriptions

• Standardize values

How It Works

Table Column: "Unit_Price"
Original Values: [100, 105, 103]
    ↓
FIND: Values matching condition
REPLACE: With new value
    ↓
Updated Column: [100, 110, 110] (example)

Example: Fix Pricing

Scenario: Prices in wrong currency

Table "Line_Items" with column "Price"

Current prices: [100, 100, 100] (in wrong currency)
    ↓
Condition: "If Price column equals 100"
    ↓
Action: Replace with 95 (corrected price)
    ↓
Result: [95, 95, 95] (prices corrected)

Parameters

Table: [Choose table]
Column: [Choose column to edit]
Find: [Value to find]
Replace with: [New value]
Condition: [When to apply]

Common Uses

• Fix unit prices

• Standardize descriptions

• Correct quantities

• Update SKU numbers

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Card: CALC_COLUMNS / Calculate Column Values

Purpose

Performs calculation on table columns and stores result

When to Use

• Calculate line totals (Qty × Unit Price)

• Sum columns

• Calculate discounts

• Compute percentages

How It Works

Column A (Quantity): 100
Column B (Unit Price): €50
    ↓
CALCULATE: A × B
    ↓
Column C (Line Total): €5000

Calculation Types

Type 1: Simple Multiplication

Formula: Qty × Unit Price = Line Total

Example:
100 units × €50/unit = €5000

Config:
  Column 1: Quantity
  Operator: ×
  Column 2: Unit Price
  Result Column: Line Total

Type 2: Addition

Formula: Base Price + Shipping + Tax = Total

Example:
€5000 + €100 + €950 = €6050

Config:
  Column 1: Base Price
  Operator: +
  Column 2: Shipping
  Operator: +
  Column 3: Tax
  Result Column: Total

Type 3: Percentage Calculation

Formula: Amount × (1 + Tax%) = Total with Tax

Example:
€5000 × 1.19 = €5950

Config:
  Column: Amount
  Operator: × (1 + Tax%)
  Result Column: Amount_with_Tax

Type 4: Subtraction

Formula: Original Price - Discount = Final Price

Example:
€100 - €10 = €90

Config:
  Column 1: Original Price
  Operator: -
  Column 2: Discount
  Result Column: Final Price

Real-World Example

Invoice Line Items Calculation:

Table: Invoice_Lines

Row 1:
  Quantity: 100
  Unit Price: €25.00
  Calculate: 100 × €25.00 = €2500.00 (Line Total)

Row 2:
  Quantity: 50
  Unit Price: €40.00
  Calculate: 50 × €40.00 = €2000.00 (Line Total)

Row 3:
  Quantity: 200
  Unit Price: €10.00
  Calculate: 200 × €10.00 = €2000.00 (Line Total)

Subtotal: €6500.00 (sum of line totals)
Tax (19%): €1235.00
Shipping: €100.00
TOTAL: €7835.00

Parameters

Table: [Select table]
Column 1: [First column]
Operator: [×, +, -, ÷, %]
Column 2: [Second column] (if needed)
Result Column: [Where to put answer]

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Card: CALC_COLUMNS_REGEX / Calculate with Regex Pattern

Purpose

Calculates column values based on pattern matching

When to Use

• Extract values from text using patterns

• Format data based on rules

• Convert values based on patterns

• Parse structured text

How It Works

Regex Pattern Matching:

Original Value: "ABC-12345-XYZ"
Pattern: Extract numbers only
Calculation: Convert to "12345"
Result: "12345"

Example: Extract Supplier Code

Scenario: Article numbers contain supplier info

Table Column: "Article_Code"
Values: ["SUPP001-2025-A", "SUPP002-2025-B"]

Pattern: Extract supplier code (first 7 characters)
    ↓
Calculate: SUPP001, SUPP002
    ↓
Store in: "Supplier_Code" column

Result:
Article_Code: SUPP001-2025-A  →  Supplier_Code: SUPP001
Article_Code: SUPP002-2025-B  →  Supplier_Code: SUPP002

Example: Format Phone Numbers

Scenario: Unformatted phone numbers

Original: "491234567890"
Pattern: Format as: [phone]
Result: "[phone]"

Example: Extract Prices from Text

Scenario: Prices in text format

Original: "Price is 99.99 EUR"
Pattern: Extract number only
Result: "99.99"

Parameters

Table: [Select table]
Column: [Column to analyze]
Regex Pattern: [Pattern to find]
Replacement: [What to replace with]
Result Column: [Where to store result]

Common Regex Patterns

Numbers only: [0-9]+
Letters only: [a-zA-Z]+
First word: ^\w+
Extract €: €(\d+\.\d{2})
Date format: \d{4}-\d{2}-\d{2}

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Calculation Examples

Example 1: Invoice Total Calculation

Step 1: Calculate line totals
  Each row: Qty × Unit Price

Step 2: Sum all line totals
  Sum: €2500 + €2000 + €2000 = €6500

Step 3: Calculate tax
  Tax: €6500 × 0.19 = €1235

Step 4: Add shipping
  Final: €6500 + €1235 + €100 = €7835

Example 2: Variance Calculation

PO Price: €100
Invoice Price: €103

Variance = |(Invoice - PO)| / PO × 100
Variance = |3| / 100 × 100 = 3%

Store in "Price_Variance%" column

Example 3: Discount Application

Original Price: €100
Discount %: 10%
Discount Amount: €100 × 0.10 = €10
Final Price: €100 - €10 = €90

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Field Manipulation Workflow Example

Document arrives
    ↓
Check condition: "Amount > €5000?"
    ↓
YES → Set field "Category" = "High Value"
    ↓
Check condition: "Supplier is preferred?"
    ↓
YES → Check "FastTrack" checkbox
    ↓
Copy "Delivery_Address" to "Invoice_Address"
    ↓
In table: Calculate line totals (Qty × Price)
    ↓
In table: Calculate total with tax
    ↓
Document now has all calculated and populated fields

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Best Practices

✅ Do:

• Keep formulas simple

• Test calculations with sample data

• Verify results make sense

• Document why you're changing fields

• Use copy field when data is same

❌ Don't:

• Create circular references (A=B, B=A)

• Overwrite important data without reason

• Create overly complex regex patterns

• Forget to verify calculation results

• Calculate on wrong table/columns

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Troubleshooting

"Field not updating"

Cause: Condition not met or card not triggered

Solution:

• Check condition is true

• Verify card is in workflow

• Test with sample data

• Check for typos in field name

"Calculation result wrong"

Cause: Wrong columns selected or formula incorrect

Solution:

• Verify source columns

• Check formula is correct

• Test manually

• Review decimal places/rounding

"Table shows error"

Cause: Referenced column doesn't exist

Solution:

• Verify column name spelling

• Check column has data

• Ensure column data type matches calculation

• Add missing columns if needed

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Related Cards

• ACTION_COPY_DOCFIELD_TO_DOCFIELD - Copy values

• EDIT_COLUMN - Change table values

• CALC_COLUMNS - Calculate formulas

• ACTION_SET_FIELD_TO_TEXT - Set text values

• ACTION_SET_BOOLEAN_FIELD - Check boxes