If you have created a business process template for a BP, you can manually create BP records by copying the template. For instructions on creating BP templates and scheduling BP creation,, see Create BP Templates and Schedule BP Creation.
Creating a BP record from a template is similar to copying an existing BP record. Any values in any of the form fields on the template (either manually entered or auto-populated) will be copied to the new record. Line items, file attachments, and attachments to line items will also be copied. Other attached information, such as general comments, linked records, and linked Mailbox, will not be copied to the new form.
To create a business process record from a business process template
- Open a business process log.
- In the log, click the Actions and select one of the two options (available for all Workflow type BPs, only) that enable you to create BPs by way of BP templates:
- Create From Template...
- Create From Template...(New UI)
If you click Create From Template...
- The [BP name]: Template List window opens, which displays the list of templates created for the selected BP.
- Select a template from the list and click Open. The BP form opens. Data is populated based on the template. You can modify the data or enter additional data.
Note: You can save the record by clicking Save, which saves a draft of the record but does not affect the template. When the BP is ready to move to the next step, click Send.
If you click Create From Template...(New UI)
The Action Items Template List window opens. The Action Items Template List window log contains the following toolbar options:
- Create (
) - Find on Page (
) - Delete (
)You can select (Ctrl+click) multiple templates and delete them at the same time.
The log contains the following columns, displayed on the left-hand pane:
- Name
- Description
- Workflow
- Status
- Scheduled
- Creator
The log contains the following options on the right-hand pane:
- If there are templates created for the BP, then click to select a template and click Open. The BP form opens. Data is populated based on the template. You can modify the data or enter additional data.
- If there are no templates created for the BP, then the "No Templates are available" is displayed. In this case, you need to create a template as described below:
Click Create to display the following tabs:
- General
- Schedule
In General tab, enter a name for the BP template (in the Name field) and select a workflow (from the Workflow field drop-down).
If the BP has only one workflow, then Unifier selects that workflow automatically.
If the BP has more than one workflow, then a list of the workflows appear in the Workflow drop-down list field.
The Cancel option enables you to abort creating the template, cancel the changes, and reload the previous template properties.
The Create option enables you to save the template changes, and open the record.
You can:
- Click Save to save updates to a newly created template.
- Double-click on a template to open it for viewing.
Simple type Business Processes
- Unifier enables the Refresh auto-populated and calculated fields on record creation checkbox option if you use the Create From Template... option to create a new template.
- Unifier does not enable the Refresh auto-populated and calculated fields on record creation checkbox option if you use the Create From Template...(New UI) option to create a new template.
Use the Schedule tab to schedule a run. A template can be set for scheduled run if it is marked as Complete (under Status), only. The fields in the Schedule tab are disabled until the time that the template is marked as Complete. The following options are available in the Schedule tab:
- Schedule
- Enable scheduled record creation
Note: You can schedule auto-creation of records when the template marked as Complete (under Status).
- Enable scheduled record creation
- Frequency
- Daily
- Weekly, end of day
- Monthly
- Yearly
- Range of Recurrence
- No end date
- End by
- Additional Information
- Auto-email creator if scheduled creation fails
When the template is in Complete status, and user is setting up the schedule, the Schedule tab shows the following options:
- Cancel
- Save
When the template is in Draft status, after the Creation step, the Schedule tab shows the following options:
- Cancel
- Save
Under other conditions the following two options are not available:
- Cancel
- Save
By default the very first template is selected, and the details for the first template are displayed on the right-hand pane.
In the creation step, no template will be highlighted on the left-hand pane. After you save, the template is added to the template list, highlighted on the left-hand pane, and the details are displayed on the right-hand pane.
Templates with Draft status
Note: The options described below are displayed based on BP type and the availability of the new user interface. The final template format is adjusted accordingly. All templates created by using the new user interface will keep the new format in the event of a subsequent edits.
When you open a template that is in draft status, Unifier displays the following toolbar options on the top right-hand section:
- Complete
- Save
- Menu Options icon (
)Auto-create
Export Line Item Template
Print (HTML and PDF)
Reload
[BP name] Help
Close
When you finish drafting and click Complete, Unifier displays the Workflow [BP name] Details window. In this window, you can enter all the workflow information and click Save when finished. When you click Save, the toolbar options change to:
- Edit
- View Workflow
- Send
- Menu Options icon ()
Templates with Complete status
Note: The options described below are displayed based on BP type and the availability of the new user interface. The final template format is adjusted accordingly. All templates created by using the new user interface will keep the new format in the event of a subsequent edits.
When the template status is marked as Complete, the template turns into read-only mode. If you decide to edit a template marked as Complete, you can open the template and click Edit. This action changes the status of the template to Draft. In this case, Unifier checks to see if there is any scheduled auto-creation for the template.
If a schedule is detected, Unifier displays a confirmation dialog box. If you click Yes, Unifier changes the template status to Draft and stops the scheduled auto-creation for the template; however, Unifier retains the previously entered scheduled runs information.
Template log and the gear menu (
)
The options available for gear menu are context sensitive, based on the status of the template. The following gear menus are displayed when the template is in Draft status:
- Open
- Create Record
- Delete
The following gear menus are displayed when the template is in Complete status:
- Open
- Create Record
- Delete
The following gear menus are displayed when multiple templates, regardless of status, are selected:
- Delete
Creating a record from a template with Complete status
When you select a completed template and click Create Record, Unifier opens the Create New [BP name] and Workflow [BP name] Details window simultaneously. The fields in Workflow [BP name] Details window is populated with the workflow information that was stored at the time of drafting and subsequent completing of the template. The toolbar options change to:
- Send
The Create Record option replaces the Send option in the new user interface window.
- Save
- Menu Options icon ()
If you click Cancel in the Workflow [BP name] Details window to work in the Create New [BP name] window in order to make necessary changes, or to review the record information, you must click Send to route the record to the next step. In these two scenarios:
- The Workflow [BP name] Details window opens, but the fields will not be populated with the workflow information that was stored at the time of drafting and subsequent completing of the template.
- You must re-enter the workflow details as Unifier treats this instance as a one-time creation.