Creating a BP Record

To create a business process (BP) record:

  1. Select the applicable workspace.
  2. Select the BP tile where you want to create a record.
  3. Tap the Plus icon to create a record.

    In devices that support split view, the Create icon appears on the left pane.

  4. If the BP record has multiple workflows, select a workflow. This component is available only for standard users.
  5. Complete the Main Form.

    The data elements, along with the block properties, are based on the form design in uDesigner. The blocks can be expanded or collapsed at any time using the Up and Down icons. The system will auto-populate the relevant fields. For Manual Entry fields, the interaction will depend on the field type. You can manually enter the data or, depending on the input type of the fields, you may need to select from pull-downs, radio buttons, checkboxes, and so on.

    To complete the latitude and longitude automatically, select Autofill With Current Location, and then select any of the following options:

    • Allow Once
    • Allow While Using App
    • Don't Allow

    To use Autofill by default, contact your administrator to request enabling of the Allow auto filling of the latitude and longitude upon record creation option in the BP Configuration window of Unifier.

    Notes:

    • If a Dynamic Data Set (DDS) contains a Value Set with a Data Element (DE) that, when combined with the Master DE, includes only one value, and the BP has the Auto-select the value, if there is only one value in Value Set data element option enabled, the applicable field is automatically completed for you.
    • Your administrator can incorporate the automatic completion of the geographic location (geolocation) for a BP. This option ensures that the system enters the current location in the latitude and longitude fields when you create a BP record. If the Allow auto filling of the latitude and longitude upon record creation option is not enabled but the latitude and longitude data elements (DEs) are used, you can tap Autofill With Current Location and use the Map icon or manually select the location.
    • The design also determines how due dates for records and tasks are managed throughout the process.
  6. To work with Pickers:

    When present in the form, Pickers, behave as follows.

    • When the Picker icon for any Picker, such as BP Data Pickers, Shell Data Pickers, CBS Pickers, CM0 Pickers, or CMx Pickers is tapped, the Picker page is displayed. The list is based on the query conditions set up for the pickers. In the case of Line Item Data Pickers, the tabs seen are based on the visibility of the tab in the Detail form of the design. The fields seen in each section are based on the picker design. Tap the Information icon for more information about an item. The list of the values or codes authorized for the field are defined using query conditions. Use of these defined query conditions ensures that you only see the relevant values or codes. Additionally, if you start typing in the Picker field, you will only see the relevant values or codes.
    • On the form, a Data Picker can be editable, read-only, or read-only with link. An editable Data Picker lets you select an item such as a Business Process Record or a Line Item. A read-only Data Picker displays a disabled text box. A read-only with link Data Picker allows you to view the details of the selected item, by using the link.

      Note: If an organization supports the use of custom prefixes (Uniform Resource Identifier [URI]) for a linked Uniform Resource Locator (URL), a message might appear that warns you the link leads to an unsecured website. When a company chooses to allow URIs, Unifier cannot perform the same level of validation used for HTTP- and HTTPS-based URLs.

    • How the Due Date field is configured for the BP record determines what appears in the Due Date field and how you can configure it:
      • If the Due Date field is read-only (dimmed), it remains read-only throughout the process even if you enable Override Workflow Due Date. The field displays a date after Workflow Duration is enabled.
      • If the Due Date field is editable, the following configurations determine whether the field remains editable throughout the process:
        • If Workflow Duration is not enabled, duration is not specified, and Override Workflow Due Date is enabled, the field is blank and editable.
        • If Workflow Duration is not enabled, duration is not specified, and Override Workflow Due Date is not enabled, the field is blank and read-only.
        • If Workflow Duration is enabled, duration is not specified, and Override Workflow Due Date is enabled, the field is blank and editable.
        • If Workflow Duration is enabled, duration is specified, and Override Workflow Due Date is enabled, the field is pre-populated with a calculated value and is editable.
        • If Workflow Duration is enabled and duration is specified, but Override Workflow Due Date is not enabled, the field is prepopulated with a calculated value and is not editable.
  7. To work with fields that support rich text editing:
    1. You can enter the text in the text area.
    2. To enter rich text content, tap the Rich Text Editor option.
    3. You can use the available formatting options while entering or editing the text.
    4. Note that size limits are set for these fields. High-resolution images must not be uploaded to these fields. It is recommended that you use record or line item attachments if images are to be uploaded.
  8. You can do a pull-down gesture to search using the Search bar. You can also filter CBS codes.
    1. Tap Filter to open the Filter screen.
    2. To view the CBS hierarchy, tap the Show CBS Hierarchy switch.

    If you filter the CBS codes and tap the Show CBS Hierarchy switch, the entire CBS hierarchy of filtered codes is displayed.

    If the filtered CBS code is a leaf-level node, the filtered CBS summary-level is displayed.

    If the filtered CBS code is a summary node, all child-level codes are displayed underneath the parent-level code.

    You can view CBS rows that match the search conditions of the filter only if the Show CBS Hierarchy switch is turned off. You cannot pick a summary CBS row from this filtered list.

  9. For fields that use bar codes, tap the Bar Code icon and aim your camera at the bar code of the object/equipment and wait till the scan is complete. In low-light conditions, tap the Flashlight icon to scan the bar code. You can also manually enter the bar code.
  10. For Hyperlink fields, tap the Hyperlink icon. In the Hyperlink dialog box, enter a name and the URL address, and tap Done.

    If the name for the URL is not entered, the URL is displayed by default.

  11. Tap Add an attachment to add attachments to the Main Form.

    The Attachment block is expanded by default until you collapse it manually. For more information, see Working with Attachments.

    Depending on the record's design, including attachments might be required.

  12. For BP records that support line items:
    1. Swipe to view the additional tabs. On each tab, tap the Plus icon to add line items and complete the detail form. The blocks on a Detail form are expanded or collapsed according to the form design. When you launch a CBS Picker in a line item, the number of columns in the CBS Picker are displayed as rows, on the screen. For example, if your CBS Picker has three columns, three rows are displayed as rows, on the screen.

      In the Sort By list of the Sort Order tab in the CBS Picker, the following options are displayed: Cost Sheet Default View, Cost Code, Cost Item, and Cost Type. The sort order seen in the CBS Picker is determined by the sort order set for the picker in uDesigner.

      Note: Costs display the level of decimal places defined within areas such as Base Currency, Project Currency, and Transaction Currency, as well as currency pickers. The number of decimal places might include up to 4 digits after the decimal point, depending on how the BP record was designed.

    2. Tap Add an attachment to add attachments to a line item. For more information, see Working with Attachments.

      Depending on the record's design, including attachments for a line item might be required.

    3. Tap Save to close a line item.
  13. Tap Send (for workflow BP records) or Submit (for non-workflow BP records).

    For workflow BPs, you can also tap Save Draft to save the record to the server and retain the record in an editable state.

    For non-workflow BPs, you can also tap Save to save the record to the server and retain the record in an editable state. Tap Submit to complete the submission of the record. Tap Edit if the record needs to be modified. If the record contains validation errors, you will not be allowed to save the record.

    If you save a record while working online, the updated record content is saved in the Unifier web application as well.

    If you save a record while working offline, the updated record content is saved in the Outbox of your mobile application. When you switch to Online mode, you must sync the record in the Outbox to save changes.

    If you are working offline, the business record is saved on your device. The record moves through the workflow only when your device is set to Online mode and has network connectivity. If you have a file with annotations, it is also sent to the server along with the BP record information.

    Note: If you want to create an ad-hoc Work Order for your PM Books, use the swipe gesture on the line item and tap Create Now.