Create Record

Create Record

The Create Record component enables you to generate various records within the workflow across all modules. It involves mapping and setting values for table fields (from source to target) when generating a record. To initiate the creation of a workflow record, you can simply drag and drop the Create Record component onto the workflow canvas. 

In this Create Record component, you can perform the following actions:

• Configure Properties
• Clone
• Delete

Configure Properties

You can configure workflow records to map with the different fields and values and setup it.

To configure workflow record, perform the following steps:

1. Navigate to Workflow Canvas page.
   
   
2. Drag and drop the Create Record component in the Workflow canvas.
   The Create Record component displayed in the workflow canvas.
   Figure: Create Record
   
   
3. Clickor double-click the Create Record component to view the Create Record - Properties screen.
   The Create Record - Properties screenshot is displayed.
   Figure: Create Record - Properties

In the Workflow, the Create Record consists of three steppers:

• Select Form
• Map Fields
• Set Values

Select Form 

The Select Form stepper serves as a standard interface, allowing users to input general details necessary for creating a record.

To configure the Select Form stepper, perform the following steps:

1. Clickor double-click the Create Record component to view the Create Record - Properties screen.
   The Create Record - Properties screenshot is displayed.
   Figure: Create Record - Properties
   
   
2. Enter the required details from the Select Form as described in the following table and click Next.
   
   

   Field	Description
   Name*	Enter a unique name for a record to be created in a workflow.
   Description	Enter the brief description of the created record. You can enter maximum of 2000 characters
   Target
   Module*	Select the module name from the provided list to create a record. This list includes all modules available within the selected application.
   Form Type*	Select the type of form to filter the number of forms displayed in this workflow. The form are listed using following use-cases: If the Source Form consists Main and Sub Forms, displays both options in the drop-down. Auto select the Form Type as Main Form if the Source Module exclusively contains Main Forms, and as Sub Form if it contains Sub Forms. The forms listed are: Main Form - A Main Form is an independent and cornerstone interface within an application to input or view the essential and critical information. Sub Form - A Sub Form is not an independent form and will be linked to the parent form (Main Form) to input or capture the additional information.
   Form Name*	Select the form name from the list, display only the forms relevant to the Source Module and Form Type in the drop-down menu. The names of the forms are categorized by form group name and determined by the module and selected form type.

Map Fields

The Map Fields stepper allows you to map fields from the form on which the workflow is configured to other configured table fields.

Figure: Map Fields

To map the fields in the Map Fields stepper, enter the following fields as described in the following table and click Next.

When mapping one refresh field to another or mapping the category of an incident to the category of a problem, the categories might differ between the two modules. Therefore, you need to map the values so that the source form's period and the target form's reference field are correctly aligned. The Map Value iconis displayed, which maps the values of both reference fields and automates the mapping feature.

On clicking the Map Value icon, the Map Values screen is displayed. In this screen, you can map the values of both the reference fields and have an auto map feature, to automatically map the fields, if the source field values are same as target field values.

Figure: Map Values

Mapping Matrix

The Parent form attributes are displayed according to the mapping matrix provided. According to the matrix, if the selected Source Attribute's data type is Text Box, then the Target Attribute will only display those data types such as Text Area, and Text Box. 

Likewise, if the selected Source Attribute's data type is check box, then the Target Attribute will display options such as Text Area, Text Box, and Check Box.

Set Values

The Set Values stepper enables you to update the values of source fields after successfully mapping a source form to a target form. Let's consider the example where an incident is converted into a service request. From an operational standpoint, when an incident is closed, a service request is opened. In this scenario, it's crucial to update the values of the source fields to maintain system consistency.

Figure: Set Values

In the Set Values stepper, enter the required fields as described in the following table and click Save.

You can configure the fields values of Source and Target form in the Set Values stepper:

1. Source
2. Target

Source

Target

Figure: Target

Clone Workflow Record

You can clone workflow record if you want to create a duplicate record with similar configuration. 

To clone a Workflow record, perform the following steps:

1. Clickfrom the Create Workflow Record.
   
   
2. Click Clone.
   A cloned workflow record is created with prefix Copy.

Delete Workflow Record

You can delete the created workflow record based on your requirement. 

To delete workflow record, perform the following steps:

1. Clickfrom the Create Workflow Record.
   
   
2. Click Delete.
   A confirmation message displayed.
   Figure: Delete Workflow Record
3. Click Delete to delete the workflow record.

The following table describes the various functions you can perform in this Create Record feature:

Icon	Description
	Click Add icon to add additional Source Fields and Target fields to map.
	Click Map Values icon to map the configured field values.
	Click Remove icon to remove the added map fields.
	Click Tree view icon o form a hierarchical view of data. It allow users to display a list of strings in a tree-like structure and provides output of the selected string.

Use Cases

Find the following four use-cases for Main Form & Sub Form Field Mapping. We have outlined a use case based on these using these scenarios:

1. Main Form to Main Form - When a P1 Incident is logged, create problem record
2. Main Form to Sub Form - When an incident is logged for server category, create a server work order
3. Sub Form to Main Form - Request is logged for Server Upgrade & Upgrade = Production Server, then log a Emergency Change Request
4. Sub Form to Sub Form - Request is logged for Employee Onboarding & Location = Bangalore, then create Laptop Allocation WO

Main Form to Sub Form - When an incident is logged for server category, create a server work order