How to let Light Users (safely) delete Podio items

Transcript

Narrator 0:01
You’re watching another supercharged masterclass with Jordan Samuel Fleming your opportunity to learn the ins and outs of Podio design and development from one of the top Podio partners in the world.

Jordan Fleming 0:14
Hey, everybody, it’s Jordan Fleming here with another supercharged masterclass. And today, I’m going to show you something that you’re going to be want to be a bit careful with, because it’s around deletion of items.

Now, if you’ve been working in Podio, you’ll know that, you know, light users is a really great kind of way of bringing people into Podio. And making sure they can do things in your workspace see everything and do all that. But they can’t do everything, right. They can’t to excel, export, they can’t delete, they can’t modify the apps or anything like that. I usually bring most people in as light users, I’ll be honest, but there are times when I want my users to be able to delete an item. How do I do that, if they’re in with a light user?

Well, this video is going to show you how and more importantly, it’s going to show you how to do it with a double confirmation ie they click a delete button, and then they have to confirm that they are deleting it. Either way, whether it’s for light users or it’s from normal people.

Controlling a deletion process like this is a really, really smart thing to do. This video is very easy, the steps are very easy to do, it can all be done with Podio and Citrix PWA. The flow takes about five minutes to write. And it is a much better way of controlling deletion. Let’s take a look inside.

Here we are in Podio. Now, I’ve got an item here I’ve got an app in my kind of demo sandbox workspace. And I essentially want to give people who are late members the ability to delete items, or you know and not make them admins. And I want to make sure that anybody who isn’t admin or regular member can use as a process for deletion. Either way this works. So instead of going up and deleting an item here, which light members cannot do, I have now embedded in my actions field, a delete this contact button.

So that means that if I just click this button, it’s going to delete the contact and what if I accidentally do it? What if I mean to click Create company, and instead I clicked to delete this contact, have no fear. This is what I’m showing you today, we’re going to build in a double confirmation so that when I click delete this contact, there’s actually a comment that pops up that says, Hey, are you damn sure you want to do this? If so, you’re going to have to click again to confirm. And you’ll notice that that said this will disappear in 30 seconds, that means that essentially, if they don’t want to delete this item, then I’m going to go ahead and just ignore it. And in 30 seconds, that I that comment is going to actually get deleted, it’s going to disappear. And it’s gonna be like I never really didn’t hit the button anyway.

And there you go. It’s just disappeared. So how did we do it? And what happens if I did actually mean to delete this contact, didn’t refresh the field. So I’ve just refreshed the page. So let’s do this again. And if I do actually want to delete the contact, now I can just go ahead and click Confirm and delete. It’s going to take me to an external page that says item has been deleted. And if I go back here, and I go to the supercharged demo, and I go to contacts, oh, we’ve got nothing. Now that contacts been deleted.

How did I do it. So pop over to Citrix PWA. And I’ve got a couple flows here. Now the first flow we’re going to need is we’re going to need a confirm deletion choice flow. And this is a very simple flow. And it is when the item is updated. So it’s an on update when it’s updated. And the actions field has changed. And if the action field is now equal to delete this contact, I’m going to do a add a comment. And in this add a comment, you’re going to have an external link, which is why you need a second flow. And I’ll put it all together at the end.

So the second flow, which is probably the best way to do the first time is an external link. Now if you’ve never used this before an external link, there’s actually huge amount of uses for the external link functionality in Citrix PWA. I’m going to do a lot of masterclass on these because a lot of people don’t know you can do a tonne of it. But an external link essentially provides an external page sends you to an external page. But you don’t just have to do an external page see this item has been deleted just like you saw.

You can fully modify brand you can put information, collect information and show it so it’s not just about deletion. This external page can actually contain a huge amount of information from your Podio that you may want to display this or this and let’s say you want to give them a specific way of looking at an invoice and you just want to show them the invoice the invoice information.

You could use an external page for that. But in this case, I’ve created an external link type of flow. So when a special link is clicked, and I’ve simply got a delete this contact action. So the brick that I’ve used is delete this is the Delete brick. And I’ve modified the page to just say this item has been deleted, you can do all sorts of sexy and pretty things that

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Now, when you’re using this delete break, you are going to need to make it by a user needs to be authorised by a user to do this, in this case, my polio user. And I want it to be a hook event, obviously, so that it can trigger other things.

So I’ve got this first special link. Great. Now I’ve got, I go back to my first flow. And you see here, I’ve got link external to external link, delete this contact. So what I’ve got is, I’ve now got two new tokens available to me, because I’ve created an external link already, I have got a link to delete this contact item.

So this is my external link that I’ve created, right. And that’s the link to it. So using the normal markdown language, if I want to embed this in it so that confirm delete actually works as a hyperlink for that external link, I’m just going to put in a square bracket, confirm and delete, that’s the text, I want to display a closed square bracket, an open parenthesis, I’m going to drop the token for the link that for that external page link that is now available to me. And I’m going to close the parentheses at the end of it. So at the bottom there should be a closed parenthesis. That is so square brackets text that you want to display, n square brackets, open parenthesis with no space between them, open paren see the token for the external link that you just created. Close parentheses, and I put the two stars next to them that just basically bolts it as well.

So what I’ve done here in this flow is okay, when they press the delete this contact, I’ve already created the external link flow, that’s going to delete it, I’m going to make sure that the I’ve got a comment here. And I’m going to put in the link to that external link. And this is if they click this, it will delete the item. And the final step is for to delete that item. Now you’ll notice that in my comment, I have deletion request colon. And that’s because I’ve now got a the final bit of this flow is an uncommon flow. So this is when a comment occurs. If that comment contains deletion request, wait for 30 seconds, and then delete the triggering comment.

So again, this is another type of flow, the trigger is now when a comment is added. And if that comment contains not is equal to but contains, because there’s more to the comment than just deletion request. And that’s a really, really simple thing to do. But that’s actually a very powerful one. Because you can create all sorts of common based triggers by having little codes you put in your comments. So if the comment contains code a colon, do this thing, if the comment contains code B colon do another thing. In this case, I just simply want a if it contains deletion request, that means they’re asking you to delete it, wait 30 seconds, and then delete that that comment. Because if they’ve already clicked the delete item button to confirm this comp is gonna go away because the items gonna go away, they haven’t. This is basically gonna wait and then it’s going to pop that comment away, like they’ve never pressed the button at all. And as you’ve seen, it all works together really well, so that when I have an item, I can click confirm, pops up a comment. If I do nothing, it disappears. But it if I do want to delete it, I have to click that link.

This is a great way of allowing light users to delete items, but getting double double confirmation that they do. And by making sure that you control the deletion process regardless, and that double confirmation and saved us many many times. So agree, disagree, like you want me to talk about something? Do hit me up with comments either on the website or the YouTube videos. While you’re in YouTube. Make sure you hit subscribe on the channel to be notified whenever a new video is launched. And of course, pop over to whatever podcast platform you use, and subscribe to the supercharged podcast comes out weekly and it is an awesome resource. It’s available a podcast platforms give it a like give us a review give us a rating help us spread the gospel of Podio thanks for watching.

Narrator 9:57
Thanks for watching this supercharge masterclass with Jordan Samuel Fleming CEO of smartphone don’t forget to hit the subscribe button on our YouTube channel to be notified of new podcast episodes Podio master classes and in depth Podio extension reviews