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This is a demo to show how the dropdown could be filtered using the "usedcount" also counting how many time the name was used

There is also a mechanism used to prevent the deletion of the data if it is used in the other form

Meaning that the form that uses the data from a source form sets the counter about how many times the data have been used. And there is a delete rule on source form to check the "used counter" and fail the deletion of the used count is more than 0

Info

title	Much simpler solution with new function

Virtual functions has now a function to query count (queryCount) matching your criteria, using this function in the condition of "Validate on delete" rule is much more simpler than implementing the counter and counting the use of values

ConfiForms Form Definition

formName	f

profileNameprofileNametext

usedUsedfalsehidden

usedcountUsed count0hidden

used:truetrueCreate ConfiForms EntryonModifiedentryId=[entry.id]&

used

usedcount=([entry.usedcount]+1)&used=truef:12222622

used:falsetrueCreate ConfiForms EntryonModifiedentryId=[entry.id]&

used

usedcount=([entry.usedcount]-1)&used=falsef:12222622

usedcount:>0You cannot edit this record (it is used (referenced) in other form)Validate on delete

ConfiForms Form Definition

formName	f1

profileNameprofileName[12222622|f|profileName|true||]smartselect

trueCreate ConfiForms EntryonCreatedentryId=[entry.profileName]&used=truef:12222622

truehasChanged(profileName):trueCreate ConfiForms EntryonModifiedentryId=[entry._previousState.profileName]&used=falsef:12222622

truehasChanged(profileName):trueCreate ConfiForms EntryonModifiedentryId=[entry.profileName]&used=truef:12222622

trueCreate ConfiForms EntryonDeletedentryId=[entry.profileName]&used=falsef:12222622

Records in f

ConfiForms TableView

formName	f

profileName

usedcount

Recods in f2

ConfiForms TableView

formName	f1

profileName

Source code for the solution

Code Block

<ac:structured-macro ac:macro-id="323f6007-384e-41ce-8d66-7d65c436f281" ac:name="confiform" ac:schema-version="1">
  <ac:parameter ac:name="formName">f01</ac:parameter>
  <ac:rich-text-body>
    <ac:structured-macro ac:macro-id="ef798ae4-d4a7-42c4-8c3e-4b93c2f56286" ac:name="confiform-entry-register" ac:schema-version="1">
      <ac:rich-text-body>
        <p> </p>
      </ac:rich-text-body>
    </ac:structured-macro>
    <p>
      <ac:structured-macro ac:macro-id="b9706e4b-d98e-4cdf-8452-07c715edc161" ac:name="confiform-field-definition" ac:schema-version="1">
        <ac:parameter ac:name="fieldName">profileName</ac:parameter>
        <ac:parameter ac:name="fieldLabel">profileName</ac:parameter>
        <ac:parameter ac:name="type">text</ac:parameter>
      </ac:structured-macro>
    </p>
    <p> </p>
    <p>
      <ac:structured-macro ac:macro-id="4d2758d3-4c25-4466-84be-3340a02e5f5d" ac:name="confiform-field-definition" ac:schema-version="1">
        <ac:parameter ac:name="fieldName">used</ac:parameter>
        <ac:parameter ac:name="fieldLabel">Used</ac:parameter>
        <ac:parameter ac:name="values">false</ac:parameter>
        <ac:parameter ac:name="type">hidden</ac:parameter>
      </ac:structured-macro>
    </p>
    <p>
      <ac:structured-macro ac:macro-id="6690c163-f11d-4f0c-b892-2c7b3f14459e" ac:name="confiform-field-definition" ac:schema-version="1">
        <ac:parameter ac:name="fieldName">usedcount</ac:parameter>
        <ac:parameter ac:name="fieldLabel">Used count</ac:parameter>
        <ac:parameter ac:name="values">0</ac:parameter>
        <ac:parameter ac:name="type">hidden</ac:parameter>
      </ac:structured-macro>
    </p>
    <ac:structured-macro ac:macro-id="11c04fe8-aa43-49d0-a460-a0b1cec79e01" ac:name="confiform-ifttt" ac:schema-version="1">
      <ac:parameter ac:name="condition">used:true</ac:parameter>
      <ac:parameter ac:name="extras3">true</ac:parameter>
      <ac:parameter ac:name="action">Create ConfiForms Entry</ac:parameter>
      <ac:parameter ac:name="event">onModified</ac:parameter>
      <ac:parameter ac:name="title">entryId=[entry.id]&amp;usedcount=([entry.usedcount]+1)&amp;used=true</ac:parameter>
      <ac:parameter ac:name="who">f01:12222622</ac:parameter>
      <ac:rich-text-body>
        <p> </p>
      </ac:rich-text-body>
    </ac:structured-macro>
    <ac:structured-macro ac:macro-id="fef83b62-6842-4374-8d32-3b13abeb38ed" ac:name="confiform-ifttt" ac:schema-version="1">
      <ac:parameter ac:name="condition">used:false</ac:parameter>
      <ac:parameter ac:name="extras3">true</ac:parameter>
      <ac:parameter ac:name="action">Create ConfiForms Entry</ac:parameter>
      <ac:parameter ac:name="event">onModified</ac:parameter>
      <ac:parameter ac:name="title">entryId=[entry.id]&amp;usedcount=([entry.usedcount]-1)&amp;used=false</ac:parameter>
      <ac:parameter ac:name="who">f01:12222622</ac:parameter>
      <ac:rich-text-body>
        <p> </p>
      </ac:rich-text-body>
    </ac:structured-macro>
    <p>
      <ac:structured-macro ac:macro-id="965ed455-9a0a-461f-93ab-49fad96f376b" ac:name="confiform-field-definition-rules" ac:schema-version="1">
        <ac:parameter ac:name="condition">usedcount:&gt;0</ac:parameter>
        <ac:parameter ac:name="fieldName">You cannot edit this record (it is used (referenced) in other form)</ac:parameter>
        <ac:parameter ac:name="action">Validate on delete</ac:parameter>
      </ac:structured-macro>
    </p>
  </ac:rich-text-body>
</ac:structured-macro>
<ac:structured-macro ac:macro-id="3aebe087-a1d1-4b14-9367-7c87a4efd011" ac:name="confiform" ac:schema-version="1">
  <ac:parameter ac:name="formName">f11</ac:parameter>
  <ac:rich-text-body>
    <ac:structured-macro ac:macro-id="28803937-25f6-4738-92e5-ea53d8edae7f" ac:name="confiform-entry-register" ac:schema-version="1">
      <ac:rich-text-body>
        <p> </p>
      </ac:rich-text-body>
    </ac:structured-macro>
    <p>
      <ac:structured-macro ac:macro-id="578f2f88-9e05-4491-9a34-40c139c23152" ac:name="confiform-field-definition" ac:schema-version="1">
        <ac:parameter ac:name="fieldName">profileName</ac:parameter>
        <ac:parameter ac:name="fieldLabel">profileName</ac:parameter>
        <ac:parameter ac:name="values">[12222622|f|profileName|true||]</ac:parameter>
        <ac:parameter ac:name="type">smartselect</ac:parameter>
      </ac:structured-macro>
    </p>
    <ac:structured-macro ac:macro-id="ea265827-080b-4f1f-b859-7728658da04f" ac:name="confiform-ifttt" ac:schema-version="1">
      <ac:parameter ac:name="extras5">true</ac:parameter>
      <ac:parameter ac:name="action">Create ConfiForms Entry</ac:parameter>
      <ac:parameter ac:name="event">onCreated</ac:parameter>
      <ac:parameter ac:name="title">entryId=[entry.profileName]&amp;used=true</ac:parameter>
      <ac:parameter ac:name="who">f:12222622</ac:parameter>
      <ac:rich-text-body>
        <p> </p>
      </ac:rich-text-body>
    </ac:structured-macro>
    <ac:structured-macro ac:macro-id="a9b4c52e-dc2c-412c-a353-0609b30ae72f" ac:name="confiform-ifttt" ac:schema-version="1">
      <ac:parameter ac:name="extras5">true</ac:parameter>
      <ac:parameter ac:name="condition">hasChanged(profileName):true</ac:parameter>
      <ac:parameter ac:name="action">Create ConfiForms Entry</ac:parameter>
      <ac:parameter ac:name="event">onModified</ac:parameter>
      <ac:parameter ac:name="title">entryId=[entry._previousState.profileName]&amp;used=false</ac:parameter>
      <ac:parameter ac:name="who">f01:12222622</ac:parameter>
      <ac:rich-text-body>
        <p> </p>
      </ac:rich-text-body>
    </ac:structured-macro>
    <ac:structured-macro ac:macro-id="ecd1c878-ddfb-4ce4-9f06-796a3334935b" ac:name="confiform-ifttt" ac:schema-version="1">
      <ac:parameter ac:name="extras5">true</ac:parameter>
      <ac:parameter ac:name="condition">hasChanged(profileName):true</ac:parameter>
      <ac:parameter ac:name="action">Create ConfiForms Entry</ac:parameter>
      <ac:parameter ac:name="event">onModified</ac:parameter>
      <ac:parameter ac:name="title">entryId=[entry.profileName]&amp;used=true</ac:parameter>
      <ac:parameter ac:name="who">f01:12222622</ac:parameter>
      <ac:rich-text-body>
        <p> </p>
      </ac:rich-text-body>
    </ac:structured-macro>
    <ac:structured-macro ac:macro-id="01a76f72-1c9f-44d5-be3b-38038a419dc0" ac:name="confiform-ifttt" ac:schema-version="1">
      <ac:parameter ac:name="extras5">true</ac:parameter>
      <ac:parameter ac:name="action">Create ConfiForms Entry</ac:parameter>
      <ac:parameter ac:name="event">onDeleted</ac:parameter>
      <ac:parameter ac:name="title">entryId=[entry.profileName]&amp;used=false</ac:parameter>
      <ac:parameter ac:name="who">f01:12222622</ac:parameter>
      <ac:rich-text-body>
        <p> </p>
      </ac:rich-text-body>
    </ac:structured-macro>
  </ac:rich-text-body>
</ac:structured-macro>
<p>Records in f</p>
<ac:structured-macro ac:macro-id="a08b6b66-1070-48a8-b56b-1416630b937a" ac:name="confiform-table" ac:schema-version="1">
  <ac:parameter ac:name="formName">f01</ac:parameter>
  <ac:rich-text-body>
    <p>
      <ac:structured-macro ac:macro-id="542e9d47-c466-4ae8-948d-45b961c32214" ac:name="confiform-field" ac:schema-version="1">
        <ac:parameter ac:name="fieldName">profileName</ac:parameter>
      </ac:structured-macro>
    </p>
    <p>
      <ac:structured-macro ac:macro-id="fd0b30d1-4185-4a29-b5e3-83d6cb47aeaf" ac:name="confiform-field" ac:schema-version="1">
        <ac:parameter ac:name="fieldName">usedcount</ac:parameter>
      </ac:structured-macro>
    </p>
  </ac:rich-text-body>
</ac:structured-macro>
<p> </p>
<p>Recods in f2</p>
<p> </p>
<ac:structured-macro ac:macro-id="b9cb1824-20f7-49f2-afd2-dfa95775899b" ac:name="confiform-table" ac:schema-version="1">
  <ac:parameter ac:name="formName">f11</ac:parameter>
  <ac:rich-text-body>
    <p>
      <ac:structured-macro ac:macro-id="b5bc0a57-2d00-4e21-973b-b98a3f369ca0" ac:name="confiform-field" ac:schema-version="1">
        <ac:parameter ac:name="fieldName">profileName</ac:parameter>
      </ac:structured-macro>
    </p>
    <p> </p>
  </ac:rich-text-body>
</ac:structured-macro>

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