Quickly Identify if a Record Has Triggered a Process Definition in SugarCRM

As a technical support engineer working with SugarCRM, I frequently need to determine whether a specific record has triggered a Process Definition. This is especially important when testing or troubleshooting a Process Definition. However, using the Process Management tool in the Admin section can be cumbersome. The screen often takes a long time to load, especially if there are many records, and while you can filter by Process Definition, thereʼs no easy way to filter by a specific record.

To simplify this task, I created a JavaScript script that runs directly in the browser console while viewing a record. With this script, you can quickly see if the record has triggered a Process Definitions, complete with details like case ID, status, Process Definition name, and creation date. This saves significant time and makes the troubleshooting process much more efficient.

The Script

Here's the JavaScript code to run in the browser console:

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(function() {
    let id = App.controller.context.attributes.model.id;
    let maxNum = prompt("Enter the number of records to pull (e.g., 100, 500, 1000):", "100");
    // Ensure the input is a valid positive number
    if (!maxNum || isNaN(maxNum) || maxNum <= 0) {
        console.error("Invalid input. Please enter a valid positive number.");
        return;
    }
    let url = App.api.buildURL(`pmse_Inbox/casesList?max_num=${maxNum}&order_by=cas_id%3Adesc&module_list=all`, null, {});
    App.api.call('read', url, null, {
        success: function(response) {
            let result = response.records.filter(function(record) {
                return record.cas_sugar_object_id === id;
            });
            console.clear(); // Clear the console for better readability
            if (result.length > 0) {
                console.log("Triggered Process Definitions for Record ID:", id);
                console.table(result.map(function(record) {
                    return {
                        'Case ID': record.cas_id,
                        'Status': record.cas_status,
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(function() {
    let id = App.controller.context.attributes.model.id;
    let maxNum = prompt("Enter the number of records to pull (e.g., 100, 500, 1000):", "100");
    // Ensure the input is a valid positive number
    if (!maxNum || isNaN(maxNum) || maxNum <= 0) {
        console.error("Invalid input. Please enter a valid positive number.");
        return;
    }
    let url = App.api.buildURL(`pmse_Inbox/casesList?max_num=${maxNum}&order_by=cas_id%3Adesc&module_list=all`, null, {});
    App.api.call('read', url, null, {
        success: function(response) {
            let result = response.records.filter(function(record) {
                return record.cas_sugar_object_id === id;
            });
            console.clear(); // Clear the console for better readability
            if (result.length > 0) {
                console.log("Triggered Process Definitions for Record ID:", id);
                console.table(result.map(function(record) {
                    return {
                        'Case ID': record.cas_id,
                        'Status': record.cas_status,
                        'PD Name': record.pro_title,
                        'Creation Date': record.cas_create_date
                    };
                }));
            } else {
                console.log('No triggered Process Definitions found for this record.');
            }
        },
        error: function(error) {
            console.error("Error", error);
        }
    });
})();

Please Note: Based on your server configuration, pulling more than 500 records in one go may cause a timeout, so I recommend selecting no more than 500 records when prompted. In a future iteration, I plan to add an offset to run the script in batches of 100 records to avoid this issue.

Using the Bookmarklet

To make it even easier, I converted the script into a bookmarklet. With a bookmarklet, you can run the script with a single click, without needing to copy and paste the code each time. Hereʼs how you can create it:

1. Copy the code below:

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javascript:(function(){let id=App.controller.context.attributes.model.id;let maxNum=prompt("Enter the number of records to pull (e.g., 100, 500, 1000):","100");if(!maxNum||isNaN(maxNum)||maxNum<=0){console.error("Invalid input. Please enter a valid positive number.");return;}let url=App.api.buildURL(`pmse_Inbox/casesList?max_num=${maxNum}&order_by=cas_id%3Adesc&module_list=all`,null,{});App.api.call('read',url,null,{success:function(response){let result=response.records.filter(function(record){return record.cas_sugar_object_id===id;});console.clear();if(result.length>0){console.log("Triggered Process Definitions for Record ID:",id);console.table(result.map(function(record){return{'Case ID':record.cas_id,'Status':record.cas_status,'PD Name':record.pro_title,'Creation Date':record.cas_create_date};}));}else{console.log('No triggered Process Definitions found for this record.');}},error:function(error){console.error("Error",error);}});})();
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javascript:(function(){let id=App.controller.context.attributes.model.id;let maxNum=prompt("Enter the number of records to pull (e.g., 100, 500, 1000):","100");if(!maxNum||isNaN(maxNum)||maxNum<=0){console.error("Invalid input. Please enter a valid positive number.");return;}let url=App.api.buildURL(`pmse_Inbox/casesList?max_num=${maxNum}&order_by=cas_id%3Adesc&module_list=all`,null,{});App.api.call('read',url,null,{success:function(response){let result=response.records.filter(function(record){return record.cas_sugar_object_id===id;});console.clear();if(result.length>0){console.log("Triggered Process Definitions for Record ID:",id);console.table(result.map(function(record){return{'Case ID':record.cas_id,'Status':record.cas_status,'PD Name':record.pro_title,'Creation Date':record.cas_create_date};}));}else{console.log('No triggered Process Definitions found for this record.');}},error:function(error){console.error("Error",error);}});})();

2. In your browser, go to your bookmarks and select “Add New Bookmarkˮ (the wording may vary depending on the browser).

3. In the URL field, paste the code you copied. Then, name your bookmark something like Check Process Definitions.

4. Save the bookmark.

How to Use the Script or Bookmarklet

1.Open the record in SugarCRM where you want to check for triggered Process Definitions.

2. If using the script, open your browser console (usually accessed via F12 or right-clicking to "Inspect Element," then navigating to the Console tab) and paste the script, then hit Enter.

3. If using the bookmarklet, simply click the bookmark you created.

4. When prompted, enter the number of records to pull (e.g., 100, 200, etc.). The script will retrieve the most recent entries and filter them for any Process Definitions triggered by the current record.

The results will display in a neatly formatted table in the console, showing the case ID, status, Process Definition name, and creation date. If no Process Definitions have been triggered, the console will notify you.

Why This Script Saves Time

With this script or bookmarklet, you can avoid the slow loading times and manual filtering in the Process Management screen. Itʼs especially helpful for testing Process Definitions or troubleshooting issues with specific records. This tool has streamlined my workflow, and I hope it does the same for you.

Happy troubleshooting!