Set up auto-creation for a workflow BP

On the Auto Creation tab, you can set up this business process to automatically create another record or line item for this business process. You can also set up this business process to automatically create other business processes, planning items, or line items if the form includes a creator element.

For information about auto-creating business processes or planning items, see Auto-creating BP Record or Planning Item Based on Conditions or Frequency.

The data elements of type rch text are not available to create conditions for auto-creation elements in a BP Setup (Company Workspace > BP Setup and Shell > BP Setup).

When a line item is auto-created (by using the line item auto-creation logic), the values in the fields on the line item that are based on a data picker in that line item will not be auto-populated.

To set up auto-creation of a workflow business process

  1. Click the Auto Creation tab.
  2. Under Settings for auto creation of [name of the business process, planning item, or line item you are setting up], complete the following fields as shown in the table below (at the end of this topic).
  3. Under the section Settings for auto-creation of other business process records or line items, select the creator element under the upper or detail form. The Auto creation of line identifies the business process or the line item that the creator element you selected will create.
  4. (Not an option for line item creation.) In the Assignee/Creator field, click the Select button and choose the name of the user or group who should assume ownership of the auto-created record.
  5. (Not an option for line item creation.) In the Duration field, specify the duration of the workflow for the auto-created record.
  6. If you want the auto-created record to include attachments from the original (source) record, select the Include Attachments check box.

    If you select this option:

    • Any record-level attachments made to the source record will appear at the record level of the destination record.
    • Any attachments made to the line items of the source record will appear at the line item level of the destination record.

      Note: This step is not applicable for Document type business processes.

  7. (Not an option for line item creation.) If you want to bypass the I step that this auto-creation normally creates, select the Bypass initiation step during auto creation.

    If you select this option, the auto-created BP will skip the initiation step and will appear in the user's BP log at the appropriate step in the workflow. (For more information, see Auto-creating BP Record or Planning Item Based on Conditions or Frequency.)

  8. If you want to copy any records that are linked to the original record, select the Copy Linked Records check box.
  9. (Not an option for line item creation.) If you want to group line items into a single record, select the Enable grouping of line items when autocreating records from line item tabs check box.

    In the Group By field, click Select and select the data element (or elements) you want to group by. If the values in these data elements match for any of the line items, the system will auto-create a single record for them. For more information, see Grouping line items into single records.

    Copying line items is limited to a single picker or a single referenced data element.

    Note: If you leave the Group By field blank, the system will auto-create a single record containing all the line items on the source record.

  10. To create the conditions that will trigger the auto-creation, select the Enable condition based auto creation check box and continue as follows:

    Note: If you leave this check box un-checked, the BP, planning item, or line item will be available for manual creation only.

    1. To add a trigger condition, click the Add button. The Add Condition window opens.
    2. On the General tab, enter a name for the trigger and a description.
    3. Click the Query tab.

      The Query tab is where you will define the conditions the data must meet before the system will auto-create the new business process record or line item.

      In the upper section of the window, you can specify that a field on the business process form:

      • Must meet a certain criteria or value
      • Must meet a certain value based on a formula using the numeric fields on the form

      Click the Add button to specify a condition for a field on the business process form. Click the Add Formula button to create a formula that the value of the field must meet. Use the information in the Queries section to complete the query.

      Select the match ANY condition (instead of ALL) checkbox if the query can match any single condition to extract the information. If the query must match ALL conditions, leave this checkbox unmarked.

      In the lower section of the window, you can specify a date condition that will trigger the auto-creation. Use the information in the Queries section to complete the query.

      Date condition triggers are not available for line item auto-creation.

      About Date Triggers:

      • If you want to create a continual date trigger condition, make sure you use the Date Trigger Condition section of the window to create it. Although you can also create a date trigger using a formula in the upper section of the window, the system will process the triggers differently.
      • The conditions you specify in the upper section of the window will be processed only once, when the user clicks the Send button on the form to send the form to the next step in the workflow. However, the date conditions you specify in the Date Trigger Condition section will be processed daily.
      • This behavior is important to consider when you are creating a date condition that occurs in the future. A date trigger specified under the Date Trigger Condition section will be processed daily, and will, therefore, "catch" the trigger condition when the future date occurs.
    4. Click OK.
  11. Click Apply to save your changes, or OK to save and exit the window.

In this field:

Do this:

Setup

Specify the workflow setup that the auto-created business process or planning item should use.

Creator

Click the Select button and choose the name of the person or group who should assume ownership of the auto-created record.

Action

Specify the step in the workflow that should be used as the first step in the workflow of the auto-created BP or planning item records.

You can find the reasons for the auto-creation failures in the audit log of the business process record. In addition, on occasion the system generates error codes for auto-creation failures which can be used to troubleshoot the auto-creation failures.


Last Published Monday, August 28, 2023