Design data entry workflow templates

Use a data entry workflow to design a workflow that is applied when data is entered.

You can create a new version of a workflow template. You create a new version if , for example, the current version is active and you want to make some changes to the workflow template.

If you create a new version, you can choose to:

• Use an existing version as basis. As a result, all elements of the selected version are copied to the new version.
• Create a blank version.

Note:

If you create a:

• Workflow template, automatically its first version is created. Also, the first version of the related workflow document is created.
• New version of a workflow template, based on a previous version, also a new version of the related workflow document is created.
• New blank version of a workflow template, also a new blank version of the related workflow document is created.

For each data entry workflow template, define data entry steps. Use a data entry step to enter a specific set of data during the workflow execution.

The setup of the data entry fields has these elements:

For each data entry workflow template, you can define workflow approval steps. Use an approval step to approve the data as entered during the workflow execution.

The setup of the fields to be approved has these elements:

In Data quality studio, you can set up and use a fuzzy duplicate check. This option checks for duplicates applying fuzzy logic. A fuzzy duplicate check compares values from several fields. based on the comparison, a duplicate score is calculated.
If Data quality studio is installed on the same environment as Data entry workflow, you can apply a fuzzy duplicate check in Data entry workflow.
For each data entry workflow template, you can define a fuzzy duplicate check step. Use a fuzzy duplicate check step to automatically check if the data, as entered in the previous workflow tasks, is a possible duplicate record.

Define the forms to which a data entry workflow template applies. As a result, you can start the data entry workflow from the defined forms

Buttons to start a data entry workflow

Depending on the dynamic menu form setup settings, these buttons are added to the form:

• Create record: To add this button to the form, select the Creation check box. With this button, you can start a data entry workflow to create a record.
• Edit record: To add this button to the form, select the Update check box. With this button, you can start a data entry workflow to edit a record.

If you click one of the Data entry workflow buttons, a dialog is opened on which you can select the desired template and start the data entry workflow.

Button style

Use the Style to define where and how the buttons are shown on the form:

• New action pane tab: To the Action Pane, the 'Data entry workflow' tab is added as the first tab. This tab shows the buttons.
• New button group: The buttons are shown on the task bar, next to the Delete button. 
• Existing action pane tab: To an existing Action Pane tab, the 'Data entry workflow' field group is added. This field group shows the buttons. In this case, you must select the Action Pane tab to which the 'Data entry workflow' field group must be added. You can indicate next to which existing field group the 'Data entry workflow' is added. If you don't do so, the 'Data entry workflow' field group is added as the first field group of the Action Pane tab.

Pending workflow

For each dynamic menu form setup record, you can define if a data entry workflow can be used to edit records. To edit a record, you can start a data entry workflow only if no pending data entry workflow exists for the record.
On the applicable form, for a record, you can show if a pending data entry workflow exists. On the related dynamic menu form setup, you can define how to show if a record has a pending data entry workflow.

To show if a pending data entry workflow exists for a record, to the applicable form, you can add:

• An indicator: Depending on the setup, the indicator can be the 'Has pending workflow' field or the  sign. If you add an indicator, you must also set up the Pending workflow indicator setup.
• A fact box: To the Related information pane of the form, a Pending workflow fact box is added. If a pending data entry workflow exists for a record, this workflow is shown in the fact box.

Note: If you run a workflow in test mode, it is not shown as pending workflow.

You can run a data entry workflow template version in test mode. If you do so, no history is logged when you initiate a data entry workflow based on the workflow template.

If you have started a data entry workflow in test-mode:

• The workflow dialog is opened with the first step of the workflow. So, you do not need to navigate to the form as defined in the dynamic menu form setup.
• When you complete a step, automatically the next step is opened on the workflow dialog.
• The entered data is saved in the target tables. Therefore, you are advised not to use the test-mode in your production environment.
• When you have finished testing, you can deactivate the workflow template version. Based on your test results, you can make changes to the version.

If the full setup of a data entry workflow version is finished, to apply it, make the version active.

You can only get a data entry workflow template version activated if these conditions are met:

• Each step has at least one assignment.
• Assigned users are enabled.
• Assigned teams:
  • Are active.
  • Have at least one effective member that is related to an enabled user.
  • Have a team type for which the Team members must be users in the system check box is selected.
• For each approval step, on the Outcome tab:
  • The Approve field is set to Yes.
  • One of these fields is set to Yes: Reject or Change request.
• Each step has at least one field.
• Organization assignments of the steps are in line. If the first step has a specific organization assignment, the next steps must have the same organization assignment or no organization assignment.
• Each mandatory field of the used tables is:
  • Added to the workflow document.
  • Configured to get a value in one of these ways:
    • It is used as a data entry field in the workflow template.
    • It has a default value set in the workflow document.
    • It has a parent that sets its value.
• For grid controls, the fields that are used in the grid are:
  • Part of the same workflow document record.
  • Not a Document attachment field or a Picture field.