M205: Business Data Items

 

Business data transferred in business operations consist of several [Data Items]. For example, in the case of a "Vacation Application Process", it might consist of [Data Items] such as 1) Vacation start date, 2) Vacation end date, 3) Vacation reason, and 4) Supervisor's comments. In addition to general data types such as [String-type] and [Numeric-type], items such as [File-type] and [Discussion-type] can also be defined.

1. Add Data Items One by One

a. Data type

For example, Add a [Date-type] Data Item for "Vacation Start Date", and a [String-type] Data Item for "Comments".

b. Data Item name

Name each item so that it can be easily understood for the personnel who will handle the operation such as the Requester or the Approver

c. Field Name

Enter the Field names to be used as the Parameter name for data reception, or as the Embedding ID for PDF Templates (mandatory). If the Field Name is empty, a name will be set automatically according to the Item Name upon closing the window.

d. Display layout

Configure the layout on the Input screen

• Up to 300 [Data items] can be added to an individual [App]
• Once added, the [Data type] of the Data Item cannot be changed. Delete it and add a new one if the incorrect data type is selected
• A [Data Definition number] will be given automatically upon adding the item
• The string in [Field Name] must be in alphanumeric and _ (underscores) and begin with "q_"
• You can use the buttons, Edit/Columns/Editing permission/Delete/Copy, displayed for the selected Data Item for respective manipulation
• You can modify the layout of the display order of the Data Items using Drag & Drop (the display width is determined in the Column setting)
• The [Data Definition number] remains the same, even when the layout has changed
• You can check the Input screen while adding Data Items using the [Form Preview]
• If you have configured the [Advanced Layout], the added Data Items will not be shown in the Form Preview

Tutorial: Design a User-Friendly Input Form
R2050: List of Data type
R2051: Input Control and System Limits (List of Subtype)
R2012: Limits on the Business Process Definition

2. Select the Data Reading Level in each Step (Read-Write Permission Matrix)

a. Editable (Read and Write)

Data will be shown, and it is possible to edit or delete

b. Display Only (Read Only)

Data is displayed only (annotation is hidden)

c. Hidden (-)

Data is not shown in the Step (Data Item Name is also hidden)

• You can configure permissions in the property screen of Steps in the Workflow diagram, or the [Editing permission] button on the Data Items list
• In the menu at the upper right corner ( ⋮ ), the [Bulk Update Data Editing Permission] menu allows batch updates using TSV files
• It is okay if a particular Data Item is set as hidden at all the Steps (for example, Input items that are no longer used)
• [Title] is a special fundamental Data Item which cannot be hidden at any Step

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Z. More Info: Bulk addition of Data Items with TSV

a. Bulk Add Data Items

You can add multiple Data Items at once by using the created TSV file

• Create a TSV file (Download the sample and refer to its contents)
• Separate Item Name, Data Type, Field Name, whether to be Required, with tab and describe one item in a line
• Register the created file by Dropping or clicking to select

b. Bulk Export Data Items

You can export the definitions of all Data Items at once

• The exported TSV file contains part of the data item definition, such as Item Name and Data Type
• The exported TSV file allows you to add the defined data items to other apps at once
• You can also obtain a sample that contains all available data types

Z. More Info: Deleting Data Items

a. Deleting Data Items before the release of App

You can delete freely by clicking on the [Trash] button or [Del] key

You can select multiple items using the Shift/Ctrl key and delete them in bulk

b. Deleting Data Items after releasing the App

By clicking the [Remove] button, the Data Item will be out of the search scope and will not be included for bulk download.

• Even for the elements that are no longer to be input after revision, for those that will be frequently referred to, you should set them as [Hidden] in all Steps.

Z. More Info: Understanding Distinctive Data Types

a. Table-type

A data type in which you can input basic data, such as, strings and numbers in a table format

b. File-type

A data type that can store multiple files (Image files will be previewed).

c. Discussion-type

A communication board which automatically records the name of the author of the posts and the time stamp upon posting

d. User-type

Helps select a [User] out of the information managed in the whole Workflow platform.

e. Organization-type

Helps select an [Organization] out of the information managed in the whole Workflow platform.

f. Guide Panel-type

This is a display-only item used for layout adjustment and long text input hints (also HTML / JavaScript can be written)

Z. More Info: Business Data Indication on the Operating screen

a. Specified to Display-only (Read Only) (mainly with String-type)

Consecutive white spaces (single-byte space/tab) is disregarded

URL strings are presented as Hyperlinks

A line is broken at the screen width

b. Specified to Editable (Read and Write) (mainly with String-type)

Consecutive white spaces (single-byte space/tab) are indicated as they are

Displayed within the <input> tag and in plain text

A line is broken at the range of <input> tag (text area)

• In case if you want to display spaces, line breaks, etc. in monospaced fonts, consider specifying to "Editable"
• Tolerate the risk of data being edited by duplicating the data in advance, etc.
• If you are familiar with HTML/CSS, you can seek further work efficiency improvement by decorating. (M213)

Z. More Info: Understand Data Reference Cases in Automated Processes, etc.

a. Auto-event (Email Transmission)

 

Insert the referenced Business data into the email body and send it to an external server (M224)

b. Auto-event (HTTP Request）

 

Insert the referenced Business data into the REST Request and send it to an external server (M225)

c. Auto-step (PDF Generation)

 

Insert the referenced Business data into the "Template PDF" and generates a new PDF file (M228)

d. Auto-step (Storage)

 

Save File-type Data Items to external storage (M229)

• [Field name] is used for reference or insertion of data
• Numeric-type data will be embedded as a string containing the suffix, prefix and digit delimiter
• In the case of the [Throwing Message Intermediate Event (HTTP)] Numeric-type data will be embedded as a string not containing the suffix, prefix or digit delimiter

Z. More Info: Understanding Data Substitution Cases in Automated Tasks, etc.

a. Auto-start

 

A new Issue Starts flowing with data assigned via [Message Catch Event APIs] (M218, M219, M220, M221, M222)

b. Auto-event (Receiving)

 

Data is assigned via [Message Catch Event APIs] (M226)

c. Auto-step (Data Assignment)

 

Assigned after data combination or arithmetic operation (M227)

d. Auto-step (Script)

 

Data will be referred ⁄ processed ⁄ assigned by ECMA Script (M230)

e. Developer APIs

Data will be referred ⁄ assigned by the external program as appropriate

• [Field name] is used for reference or insertion of data
• Upon receiving Numeric-type data in [Message Start Event (HTTP)] or [Receive Task (HTTP)] unintended numeric conversion and errors may occur if the value of the received Numeric-type data doesn't meet the settings of the Numeric-type Data Item (decimal character, number of digits after decimal point).

X. Business Apps

• Expense Record Flow