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20 Manage Product and Service Data Quality: Standardize Product and Service Data

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This chapter contains the following:

Numbers, Descriptions, and Rules: Explained

Generating Numbers and Descriptions with Rules: Examples

FAQ for Standardize Product and Service Data

Numbers, Descriptions, and Rules: Explained

You can create rules that generate the identification numbers for several types of objects when they are created: items, change orders, and new item requests. You can also create rules that generate descriptions for items.

Generating numbers and descriptions with rules requires the following actions:

  • Creating rule sets

  • Creating rules

  • Completing associations

Creating Rule Sets

You must associate the rule sets containing number generation rules with the item classes, change order types, or new item request types for those objects.

  • You must select the Assignment type for the rule set, because you are assigning a new value to an object's number (or description).

  • In the rule set, the association type must correspond to the object, according to the following table.


    Object to Be Numbered

    Association Type for the Rule Set

    Item

    Item class

    Change Order

    Change type

    New item request

    New Item Request

    Note

    Although you can also associate a rule set with an attribute group, you cannot generate numbers for an attribute group.

  • In the rule set, the association name must be the name of the existing item class, change order type, or new item request that you are associating with your rule set.

    • You activate a rule set by assigning it to a business entity. If the association type is Item Class (or Attribute group), then select one or more of the available business entities (Item data level, Item revision data level, or Item supplier data level), to ensure that the rule set is activated.

    • Because a rule set can consist of more than one rule, multiple rules can be enforced with a single rule set assigned to a business entity.

    • Only one rule set at a time can be assigned to a business entity. However, you can create a composite rule set, which includes multiple other rule sets, and assign that to a business entity.

Creating Rules

The rules that generate numbers or descriptions must produce appropriate values.

  • The return type of the rule must correspond to the object being numbered, according to the following table.


    Object to Be Numbered

    Return Type for the Rule

    Item (number)

    Item Number

    Item (description)

    Item Description

    Change Order

    Change order number

    New item request

    New item request number

  • The definition of the rule must generate a number (or description) as the return value.

Completing Associations

You must associate the object with the rule set of the rule that generates the number or description.

  • The rule set must already exist and contain a valid rule.

  • The number generation method (or description generation method ) of the object must be set to Rule Generated. The location for setting the generation method varies by object.

  • After the number generation method is set to Rule Generated, the associated rule set name must be set to the rule set that contains the generation rule that you created.

    Note

    In an item class, you can use one rule set for item number generation, and a different rule set for item description generation.

Generating Numbers and Descriptions with Rules: Examples

The following scenarios illustrate how to use rules to generate numbers for newly created items, change orders, or new item requests, and descriptions for newly created items.

  • Creating rules to generate numbers for new items

  • Creating rules to generate descriptions for new items

  • Creating rules to generate numbers for change orders

  • Creating rules to generate numbers for new item requests

Creating Rules to Generate Numbers for New Items

This scenario illustrates how to use rules to generate numbers for newly created items.

  1. Select the Setup Rules task.

  2. On the Manage Rule Sets page, create and save a rule set with the field values shown in the following table.


    Field (in Rule Set)

    Value

    Display Name

     

    Type

    Assignments

    Association Type

    Item Class

    Association Name

    Example:MyItemClass1

    Business Entities

    One or more of Item data level, Item revision data level, or Item supplier data level

  3. On the Edit Rule Set page, create and save a rule with the field values shown in the following table.


    Field (in Rule)

    Value

    Name

    Example: MyItemNumGenRule1

    Return Type

    Item Number

    Primary If Expression

    true

    Secondary If Expression

    true

    Return Value

    Example:

    [PhysicalAttributes].[UNIT_LENGTH]
    
    

     

  4. Select the Manage Item Classes task.

  5. On the Manage Item Classes page, edit the item class that you selected as the association name for your rule set.

  6. On the Item Management tab of the Edit Item Class page, select the field values shown in the following table, and save the item class.


    Field (in Item Class)

    Value

    Name

    Example: MyItemClass1

    Item Number Generation Method (in the Number Generation section)

    Rule Generated

    Associated Rule Set

    Example: MyItemNumGenRuleSet1

    Note

    Only rule sets with the corresponding association type (in this scenario, Item Class) are available. Also, your rule set will not appear in the Associated Rule Set list of values unless a valid rule has been created in the rule set.

  7. When you create a new item from this item class, the item number field initially contains a message that the number will be rule generated. When you save (or submit) the item, your rule generates a number for it.

    Important

    Once an item has been saved, its item number, whether generated or manually entered, cannot be changed unless the Update Item Number (EGP_UPDATEABLE_ITEM) profile option has been set to Yes at the site level. If that profile option has been set to Yes, then when any attributes used in your number generation rules are updated, the item numbers are regenerated accordingly

Creating Rules to Generate Descriptions for New Items

This scenario illustrates how to use rules to generate descriptions for newly created items The scenario is the same as the one for generating numbers for new items, with the differences shown as follows.

  • In the Details section of the Edit Rule Set page, the differences for your rule are shown in the following table.


    Field (in Rule)

    Value

    Name

    Example: MyItemDescGenRule1

    Return Type

    Item Description

    Return Value

    Example:

    [Main].[ITEM_TYPE] + [Main].[LONG_DESCRIPTION]
    
    

     

  • On the Item Management tab, the differences for your item class are shown in the following table.


    Field (in Item Class)

    Value

    Item Description Generation Method (in the Description Generation section)

    Rule Generated

    Associated Rule Set

    Example:MyItemDescGenRule1

  • When you create a new item from this item class, the item Description field initially contains a message that the description will be rule generated. When you save (or submit) the item, your rule generates a read-only description for it.

  • Whenever any attributes used in your description generation rules are updated, the item descriptions are regenerated accordingly when the item is displayed.

Note

The same rule set can contain rules for both item number generation and item description generation.

Creating Rules to Generate Numbers for Change Orders

This scenario illustrates how to use rules to generate change order numbers for newly created change orders. The scenario is the same as the one for generating numbers for new items, with the differences shown as follows.

  • On the Edit Rule Set page, the differences for your rule set are shown in the following table.


    Field (in Rule Set)

    Value

    Display Name

    Example: MyCONumGenRuleSet1

    Association Type

    Change type

    Association Name

    Example: MyCOType1


  • Field (in Rule)

    Value

    Name

    Example: MyCONumGenRule1

    Return Type

    Change order number

    Return Value

    Example:

    Flexfield[CM_Global_Segment1]
    
    

     

  • On the Number Generation tab of the Edit Change Order Type page, the differences for your change order type are shown in the following table.


    Field (in Change Order Type)

    Value

    Number Generation Method (in the Number Generation section)

    Rule Generated

    Associated Rule Set

    Example:MyCONumGenRuleSet1

  • When you create a new change order, your rule generates a change order number for it after you submit it.

Creating Rules to Generate Numbers for New Item Requests

This scenario illustrates how to use rules to generate new item request numbers for newly created new item requests. The scenario is the same as the one for generating numbers for new items, with the differences shown as follows.

  • On the Edit Rule Set page, the differences for your rule set are shown in the following table.


    Field (in Rule Set)

    Value

    Display Name

    Example: MyNIRNumGenRuleSet1

    Association Type

    New Item Request

    Association Name

    Example: MyNIRType1

  • In the Details section of the Edit Rule Set page, the differences for your rule are shown in the following table.


    Field (in Rule)

    Value

    Name

    Example: MyNIRNumGenRule1

    Return Type

     

    Return Value

    Example:

    Flexfield[CM_Global_Segment1]
    
    

     

  • On the Number Generation tab of the Manage New Item Request Type Details page, the differences for your new item request type are shown in the following table.

    Note

    There are multiple item classes and change order types, but only a single type for new item requests. Consequently, all new item requests use the same rule set.


    Field (in New Item Request Type)

    Value

    Number Generation Method (in the Number Generation section)

    Rule Generated

    Associated Rule Set

    Example:MyNIRNumGenRuleSet1

  • When you create a new item request, your rule generates a new item request number for it.

FAQ for Standardize Product and Service Data

What happens if item numbers are allowed to change?

Ordinarily, item numbers cannot be changed after they are entered (or are generated by product rules) and the item is saved. This behavior is produced by the Update Item Number profile option (EGP_UPDATEABLE_ITEM), which has a default setting of No. If you set this profile option to Yes, then number generation rules will regenerate item numbers when any attributes participating in those rules change.


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