Update record logic in Formaloo lets you update an existing record in one form or database when a submission is created or updated in another form. This feature is designed for workflows where multiple forms are connected and need to stay in sync automatically.
For example, a submission in Form A can update a related record in Form B without any manual work. This is essential for building scalable workflows such as bookings, inventory tracking, approvals, and internal operations.
ℹ️ Included in plan: Pro, Business, Enterprise
What update record logic is and why it matters
Update record logic allows one form submission to modify an existing record in another connected form or database. Instead of creating new data every time, Formaloo can intelligently update the right record based on relationships between forms.
This matters because it helps you:
Keep multiple forms and databases in sync.
Avoid duplicate or outdated records.
Build real workflows instead of isolated forms.
Automate status changes without manual updates.
Update record logic works with:
User profile field
Lookup field
Linked row field
These fields define the connection between records so Formaloo knows exactly which record should be updated.
💡 Want to understand how advanced logic works before setting this up? Learn how to add advanced logic to your form in this article
Real world example: hotel room management
Imagine you are a hotel manager with two forms:
Guest booking form
Guests submit their arrival time and choose a room.Rooms database form
This form stores all rooms and their current status such as Free or Occupied.
You want to automate two actions:
When a guest books a room, that room becomes Occupied in the rooms database.
When a guest leaves, the same room becomes Free again.
Both scenarios can be fully automated using update record logic in Formaloo.
💡 Designing compact booking forms helps admins review data faster. Learn how to create clean layouts using field width here
How to update a record on submission
This setup runs when a form is submitted for the first time.
Step 1: Connect the forms
Add a Linked row field to your booking form and link it to your rooms database form. This creates the relationship between the guest submission and the room record.
Step 2: Open advanced logic
Open your form settings.
In the right sidebar, click Advanced logic.
Scroll to the On submit section.
Step 3: Define the logic rule
Set the following logic:
If
What type of room would you like to book? is answered
Then
Update record
Target record: What type of room would you like to book?
Field to update: Room status
Set value to: Occupied
That’s it. When a guest submits the form and selects a room, the corresponding room record is automatically marked as Occupied.
💡 Pro Tip: Want to notify your team when a room gets booked automatically? Learn how to send conditional email notifications here
How to update a record when a submission is updated
Now let’s handle the second scenario when a guest leaves and the room should become free again.
Step 1: Add an admin-only field
In your booking form, add a choice field that is visible to admins only.
Example options:
Still staying
Left
This field will be updated by staff, not guests.
Step 2: Go to update logic
Open Advanced logic.
Scroll to the On update section.
Step 3: Define the update rule
Set the following logic:
If
Stay status equals Left
Then
Update record
Target record: What type of room would you like to book?
Field to update: Room status
Set value to: Free
Now, whenever an admin marks a guest as Left, the room in your rooms database is automatically updated and becomes available again.
💡Want admin actions to feel faster and smarter? Auto-filling guest data can help. Learn how memory forms work here
Use cases across industries
📊 NPS and customer feedback reporting
Collect feedback efficiently while keeping surveys short and readable. Compact layouts help users answer rating and profile questions faster before leaving detailed comments.
👉 Use this template for a ready-made solution: NPS Campaign Reporting Dashboard
🐾 Pet boarding intake and check-in
Group owner details and pet information side by side to speed up the intake process and reduce friction during in-person or online check-in.
👉 Use this template for a ready-made solution: Pet Boarding Intake Form
🛠 Service requests and internal workflows
Create compact request forms that capture essential information in fewer rows, making it easier for teams to review and process submissions.
👉 Use this template for a ready-made solution: Service Request Form
🤝 Vendor and application management
Organize applicant details in structured rows so reviewers can scan information quickly and make faster decisions.
👉 Use this template for a ready-made solution: Vendor Application Form
Frequently asked questions about update record logic in Formaloo
What is update record logic in Formaloo?
Update record logic lets you modify an existing record in another form or database when a submission is created or updated.
Which plans support update record logic?
Update record logic is available on Pro, Business, and Enterprise plans.
Which fields can be used to update records?
You can use user profile fields, lookup fields, and linked row fields.
Can I update records on both submit and update?
Yes. You can define logic for both On submit and On update events.
Does update record logic create new records?
No. It updates existing records that are linked to the submission.
Can guests trigger update logic?
Yes, on submit logic can be triggered by users, while update logic is often handled by admins.
Is this useful for booking systems?
Yes. It is ideal for managing availability, reservations, and capacity-based workflows.
Can I send notifications when records are updated?
Yes. Update logic works well with conditional email notifications.
What happens if the linked record is deleted?
The update will fail because there is no target record to update.
Does update record logic affect existing data?
Only the specified field in the linked record is updated. Other data remains unchanged.