Using uDesigner, users can design a form that automatically creates a new business process (BP), line item, or planning item from a source form to a destination (auto-created) form after certain criteria are met. Users who have modify ownership permissions in the source record can enable auto-creation. You can override conditional auto-creation and immediately invoke the auto-creation manually if needed.
This type of auto-creation automatically generates a new record based on:
- A condition, such as a dollar amount
- A frequency, such as a daily or weekly time frame
Note: Line items cannot be created with a frequency trigger.
- Both a condition and a frequency
When a business process or line item reaches the trigger(s), the form will automatically create a new record or line item. This type of auto-creation uses a BP Creator, Planning Item Creator, or BP Line Item Creator data element on the upper and/or detail form to generate the new business process(es), line items, or planning item(s).
You can use auto-created business processes to manage repeated events, such as:
- Line items of lease business process generating payment request business process records: A lease business process with a pre-generated payment schedule can use this functionality to generate payment request records at appropriate preset days in advance of the payment due date to be routed for approvals.
- Preventive maintenance business process line items generating work orders business process records: A preventive maintenance type business process (Preventive Maintenance Book) can be set up to create work orders for assets at periodic intervals depending on the service needs of the asset.
For example, if you wanted to use auto-creation to create a work order business process to order maintenance on a vehicle, you would first create a preventative maintenance business process (the source business process) and have your administrator set up the auto-creation of a work order for vehicle maintenance business process (the destination business process) to order the work on the vehicle.
In this example, the uDesigner user set up which business process is the source business process and which is the destination business process. The company administrator specifies the conditions and defaults for the auto-creation. End users can set up the periodic auto-creation, based on their needs.
- Create action items from meeting minutes: Create and assign tasks to different people creating a fully automated flow for routing of action items from meeting minutes.
- Create a planning item: Create a planning item when an initiative business process has been approved. The planning item could then be fleshed out with details, such as budgets, locations, personnel.
- Add a new line item to an existing record: You can add a line item to an existing business process. For example, a submittal registry record could contain line items that auto-create separate submittal business process forms for each contractor on a project. In the course of work, you might realize that the original submittal registry record is missing a submittal for an architectural drawing. You could submit a new submittal business process form that would add the missing architectural drawing submittal to the original registry record.
For Line Item Creation:
- Users cannot create a line item on a record that is at a terminal or terminated status.
- For line items created on a non-workflow cost type business process, the cost amount(s) will roll up to the Cost Sheet.
- For line items created on workflow cost type business process, the cost amount(s) will NOT roll up to the Cost Sheet.
After a new workflow record is created, Unifier sends it to the assignees as an initiation task (I Step) that appears on the user’s Tasks log and the business process log to which the record belongs. If a new record is sent as an initiation task, the user must accept the task to manually launch the record.
Note: Regardless of the number of assignees or creators, only one user may accept the I-Step task.
After a new non-workflow record is created, Unifier sends it to the designated creators as an initiation task (I Step) that appears on the user’s Tasks log and the business process log to which the record belongs. The user must accept the task to view the record.