Updating Records Using Reverse Auto-Population

In much the same way you use the Auto-Populating Fields feature to populate fields on other forms, you can use reverse auto-population (RAP) to update fields on records, as well as attribute forms and line items, including auto-created business processes (BPs). This can streamline the use of forms by keeping the information on them up-to-date with the latest Unifier data from components inside or outside the BP.

Notes:

Fields that use formulas are not eligible for updating with RAP.
To update fields, the data definition of both fields—the one on the current form as well as the one on the outside source—must match.
You cannot use this feature to update single-record BPs unless they exist under child shells, where they can update single-record BPs under any parent shell in the hierarchy.
RAP is supported on auto-created BPs.

Example

You could design a "preventive maintenance" BP that auto-creates "work order" records for your assets. The work orders, in turn, could update the asset information on the original preventive maintenance record.

Example

You could create an "office move order" that uses a data picker to reference a User Attributes form. In Unifier, the user would use this user data picker to specify the user who is moving. The data picker, in turn, will trigger RAP after the move is complete and update the attribute form with the user's new location. (For information on creating this data picker, see About Data Pickers.)

RAP can be set as a condition. If no condition, RAP happens at every status change of the source BP record. If you select a condition, only the status of the selected source will be updated. When a workflow, or a non-workflow, in a BP record is routed to the next step and contains a DE set to Reverse Auto-Populate (RAP) in the form:

If you do not select a source status for RAP, Unifier RAP the DE value after each status change.
If you do select a source status for RAP that meets the specified status, for example, you select RAP to occur at status A and B, as soon as the status of the record changes, the DE value RAP as per configuration.
Note: The RAP must be evaluated, and occur, after a status change and not before.

RAP is the process of passing data from a "destination" object back to a "source" object. It is the reverse of auto-population, which passes data from a source object to a destination object.

RAP works similarly to reference processes. It links a field on the form or line item to outside data by "mapping" the field to a field on the outside source. In operation, whenever the value of the field on the outside source changes, it will update the field on the form or line item you are designing. The update occurs when a user fills in the form and:

(for a workflow BP) routes the form to the next step
(for a non-workflow BP) selects Finish Editing

RAP can be triggered whenever a BP is created using auto-creation (S-step or I-step), integration, CSV files, Unifier on mobile devices, or portal submissions. For some RAP cases, the update can be triggered by a user data picker. (This is a type of data picker you can create. See About User Data Pickers.) For instance, you could create an "office move order" that uses a data picker to reference a User Attributes form. In Unifier, the user would use this user data picker to specify the user who is moving. The data picker, in turn, will trigger RAP after the move is complete and update the attribute form with the user's new location.

Setting up RAP is a two-part process. You need to:

Create an integration interface for the form that will be updated. The interface will push the updated information to the BP form.
Map the fields to be updated.

Use RAP for text boxes, text areas, pickers, drop-down lists, checkboxes, and radio buttons. You cannot use RAP for the role name data picker.

You can update fields as follows:

You can update from this:	To this:
The upper form of a BP	Upper forms of BPs specified in reference processes The attribute form for a Code and Records-based manager An Asset record A Resource record A Planning Item record A line item on the source record that is linked using a line item picker
A line item form	Upper forms specified in reference processes A line item form linked using a Line Item picker An Asset record A Resource record A Planning Item record
A child Shell Attribute Form	A parent Shell Attribute Form
A child shell BP	A parent Shell Attribute Form The upper form of a single-record BP in a parent shell
A company-level BP	A Code and Records-based Manager's Attribute Form
A project/shell-level BP	A Code and Records-based Manager's Attribute Form
User data picker	A field on the upper or detail forms of BPs specified in reference processes A user data picker on a referenced BP Reference BP creator elements on upper or detail forms Upper or detail forms of single record BPs Code and Records-based Configurable Manager Attribute Forms
Shell data picker	A Shell Attribute Form

Related Topics