1. Data Management
  2. Data Entry Workflow
  3. Design
  4. Design data entry workflow templates
  5. Set up workflow template step - Data entry

Edit step setup

On creation of a data entry step and the selection of fields, you define the basic data entry step setup. To complete the setup of a data entry step:

  • Assign the data entry step to the responsible user, team, or role.
  • You can set up step conditions.
  • You can set up an integration with Master data management studio.
  • You can review and edit the tab pages setup, the field groups setup, and the fields setup.
  • If it is the last step of a workflow, you can set up the post actions.


Designer (Data entry workflow) Designer (Data entry workflow) The Data entry workflow designer (DewDataEntryWorkflowDesigner): Enables the Data entry workflow setup. Designs and maintains data entry workflow templates. Manages data entry workflow template versions. Deploys data entry workflow templates. Start Start Start editing step setup Start editing step setup Before you can start editing the step setup, you must switch the edit mode from the Windows diagram section to the Steps section. You can also switch the edit mode back from the Steps section to the Windows diagram section. Procedure 1. Go to Data entry workflow > Design > Data entry workflow templates. 2. In the list, click the link of the desired data entry workflow template. 3. Sub-task: Switch edit mode to Steps section. 4. In the Workflow diagram section, click Finish. 5. Sub-task: Switch edit mode to the Windows diagram section. 6. In the Workflow diagram section, click Edit. Assign step to user, team, or role Assign step to user, team, or role Assign each workflow step to the responsible user, team, or role. If no target company is defined for the data entry workflow, the company in which the workflow is started is the company in which the workflow is executed. In this case, you can assign a different user, team, or role for different companies. You can define conditions for each step assignment. An assignment with conditions is only applied to a step if all conditions are met. Procedure 1. Go to Data entry workflow > Design > Data entry workflow templates. 2. In the list, click the link of the desired data entry workflow template. 3. Click Edit. 4. In the Workflow diagram section, select the desired step. Note: Make sure the Steps section is in edit mode. You can also select the desired step in the Steps section, in the tree. 5. In the Steps section, click the Assignment tab. 6. Click Add assignment. 7. In the Type field, select an option. 8. In the Assignment field, enter or select a value. Note: Depending on the selected type, in the lookup, the related available options are shown. For example, if the type is 'Team', all available teams are shown. 9. Sub-task: Define companies to which the assignment applies. 10. On the Assignment tab, in the list, find and select the desired assignment. 11. Click Assigned organizations. 12. Select and add the desired companies. 13. Close the page. 14. Sub-task: Define conditions that apply to an assignment. 15. On the Assignment tab, in the list, find and select the desired assignment. 16. Click Conditions. 17. Click Add. 18. Define the field which values you want to use to set a condition. In the Record field field, enter or select a value. Note: You can only use fields that exist in the workflow document. The field lookup has several options to filter the workflow document fields that are shown: Document record: Only shows fields of a specific workflow document record. Step: Only shows fields of a specific step. From previous steps: If this check box is selected, only fields are shown that are defined for previous steps. 19. In the Range field, enter or select a value. 20. Close the page. 21. Sub-task: Set up step assignment email notification. 22. You can enable step assignment notification emails to be sent when the data entry workflow step is due. The assignment type defines to whom a notification email is sent: User: The email is sent to the defined user. Role: The email is sent to all users with the defined role. Team: The email is sent to all users in the team. On the Assignments tab, for the desired assignment, select the Enable email check box. Note: Fill in the Notification email template as well. 23. You can use an existing system email template or create a new template. In a system email template, you can use these data entry workflow tags: WorkflowId: In the email, this tag is replaced by the applicable workflow ID. TemplateName: In the email, this tag is replaced by the applicable workflow template name. StepName: In the email, this tag is replaced by the name of the applicable workflow step. StepDescription: In the email, this tag is replaced by the name of the applicable workflow step description. TitleFields: In the email, this tag is replaced by the title fields of the applicable workflow. WorkspaceURL: In the email, this tag is replaced by the URL of the Data entry workflow management workspace. The workspace shows the Open tasks assigned to me tab for the applicable user. In the Notification email template field, enter or select the desired system email template. Note: To be able to send email notifications, make sure, these fields have the same user name defined: System email templates page, Sender email. Email parameters page, SMTP settings tab, User name. Notes For fuzzy duplicate steps, the step assignment is applied only if possible duplicates are found. Example of a system email template setup: <p>Hello,</p> <p>A new workflow task is created for workflow <b>%WorkflowId%</b>.</p> <p>Record details: <b>%TitleFields%</b>.</p> <p><u><a href = "%WorkspaceURL%">Go to Open tasks assigned to me</a></u>.</p> Apply step  conditions? Apply step  conditions? Set up step conditions Set up step conditions You can define conditions for each workflow step. On workflow execution, if the step conditions are: Met, the step task is created and assigned. Not met, the step task is created and skipped. Procedure 1. Go to Data entry workflow > Design > Data entry workflow templates. 2. In the list, click the link of the desired data entry workflow template. 3. Click Edit. 4. In the Workflow diagram section, select the desired step. Note: Make sure the Steps section is in edit mode. You can also select the desired step in the Steps section, in the tree. 5. In the Steps section, click the Conditions tab. 6. Click Add. 7. Define the field which values you want to use to set a condition. In the Record field field, enter or select a value. Note: You can only use fields that exist in the workflow document. The field lookup has several options to filter the workflow document fields that are shown: Document record: Only show the fields of the selected workflow document record. Step: Only show the fields of the selected step. From previous steps: Select this check box to only show fields that are defined for previous steps. 8. In the Range field, enter or select a value. Notes During workflow execution, the workflow can return to a task which step conditions were not met the first time. However, values that are used in conditions can be changed in the mean time. Therefore, each time a workflow task is created, the applicable step conditions are applied again. Integrate with  MDM studio? Integrate with  MDM studio? Set up Master data management integration Set up Master data management integration You can create master records in the master data Management studio from a data entry workflow. If creating master records is enabled, and entered data is transferred to the target table, a master record is created for the applicable master data entity. Use the Master data management studio to further process the master record. For more information, refer to Master data management studio. You can only setup the creation of master records from a data entry workflow template: If the Master data management studio is installed on the same environment as Data entry workflow. For steps for which Transfer to target is enabled or for the last step of the data entry workflow template.  Procedure 1. Go to Data entry workflow > Design > Data entry workflow templates. 2. In the list, click the link of the desired data entry workflow template. 3. Click Edit. 4. In the Workflow diagram section, select the desired step. Note: Make sure the Steps section is in edit mode. You can also select the desired step in the Steps section, in the tree. 5. In the Steps section, click the Master data management tab. 6. Click Add master data entity. 7. In the Document record field, enter or select a value. 8. In the Master data type ID field, enter or select a value. 9. Define the master record status to be applied to the created master records: New: The master record is created. Approved: The master record is created and automatically approved. Released: The master record is created, automatically approved, and automatically released. In the Master data status field, select an option. Note: If you want to send to master data automatically to the target companies, select the 'Released' status. 10. If Send master data is enabled, you can define when the released master records are sent to the target companies. In the Planned send day field, enter or select a value. Note: To define a planned send day, on the Master data management tab, click Planned send days. Click New, fill in the fields, and close the Planned send days page. 11. You can send master data automatically to the target companies. Select the Send master data check box. Note: If you select the Sand master data check box, automatically the Master data status is set to 'Released'. Edit step tab pages

Edit step tab pages - Data entry

Each data entry step must have at least one tab page. Use tab pages to define the sections that are shown on the workflow task dialog.

On the workflow task dialog, a section is shown only if, in the data entry workflow template, the related tab page setup has at least one field group with fields.

On creation of a data entry step, automatically, a default tab page with the step name is created for the step.

Usually, you create tab pages when you select data entry fields with the 'Select fields' function.

To complete the tab page setup for a step, you can:

  • Edit tab pages.
  • Add tab pages.
  • Set up conditions for each tab page.
  • Review and edit the field groups setup and the fields setup.

 Is it the last step  of the workflow? Is it the last step  of the workflow? Set up post actions

Set up post actions

For some steps in a data entry workflow template, you can define post actions. You can use a post action to run a menu item.

You can only define post actions for a step in one of these cases:

  • The step is the last step of the data entry workflow template. The defined actions are done when the workflow is finished.
  • For the step, the Transfer to target field is set to Yes. The defined actions are done when entered data is transferred to the target.

 End End Yes No Yes No Yes No

Activities

Name Responsible Description

Start editing step setup

Designer (Data entry workflow)

Before you can start editing the step setup, you must switch the edit mode from the Windows diagram section to the Steps section.

You can also switch the edit mode back from the Steps section to the Windows diagram section.

Assign step to user, team, or role

Designer (Data entry workflow)

Assign each workflow step to the responsible user, team, or role.

If no target company is defined for the data entry workflow, the company in which the workflow is started is the company in which the workflow is executed. In this case, you can assign a different user, team, or role for different companies.

You can define conditions for each step assignment. An assignment with conditions is only applied to a step if all conditions are met.

Set up step conditions

Designer (Data entry workflow)

You can define conditions for each workflow step. On workflow execution, if the step conditions are:

  • Met, the step task is created and assigned.
  • Not met, the step task is created and skipped.

Set up Master data management integration

Designer (Data entry workflow)

You can create master records in the master data Management studio from a data entry workflow. If creating master records is enabled, and entered data is transferred to the target table, a master record is created for the applicable master data entity. Use the Master data management studio to further process the master record. For more information, refer to Master data management studio.

You can only setup the creation of master records from a data entry workflow template:

  • If the Master data management studio is installed on the same environment as Data entry workflow.
  • For steps for which Transfer to target is enabled or for the last step of the data entry workflow template. 

Edit step tab pages

Designer (Data entry workflow)

Each data entry step must have at least one tab page. Use tab pages to define the sections that are shown on the workflow task dialog.

On the workflow task dialog, a section is shown only if, in the data entry workflow template, the related tab page setup has at least one field group with fields.

On creation of a data entry step, automatically, a default tab page with the step name is created for the step.

Usually, you create tab pages when you select data entry fields with the 'Select fields' function.

To complete the tab page setup for a step, you can:

  • Edit tab pages.
  • Add tab pages.
  • Set up conditions for each tab page.
  • Review and edit the field groups setup and the fields setup.

Set up post actions

Designer (Data entry workflow)

For some steps in a data entry workflow template, you can define post actions. You can use a post action to run a menu item.

You can only define post actions for a step in one of these cases:

  • The step is the last step of the data entry workflow template. The defined actions are done when the workflow is finished.
  • For the step, the Transfer to target field is set to Yes. The defined actions are done when entered data is transferred to the target.

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