Auto-creating BP Record or Planning Item Based on Conditions or Frequency

Using uDesigner, users can design a form that automatically creates a 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 BP 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 or detail form to generate the new BP(s), line items, or planning item(s).

You can use auto-created BPs to manage repeated events, such as:

Line items of lease BP generating payment request BP records: A lease BP with a pregenerated 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 BP line items generating work orders BP records: A preventive maintenance type BP (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 BP to order maintenance on a vehicle, you would first create a preventative maintenance BP (the source BP) and have your administrator set up the auto-creation of a work order for vehicle maintenance BP (the destination BP) to order the work on the vehicle.

In this example, the uDesigner user set up which BP is the source BP and which is the destination BP. 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.

In the Preventive Maintenance Book, for:

Floating Line Items holding non-terminal work orders, you cannot edit the following DEs:
- Family Identifier
- Line Item Status
- Schedule Type
Fixed Line Items holding non-terminal work orders, you can edit the following DE:
- Line Item Status
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 BP 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 BP. For example, a submittal registry record could contain line items that auto-create separate submittal BP 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 BP 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 BP, the cost amount(s) will roll up to the Cost Sheet.
For line items created on workflow cost type BP, the cost amount(s) will not roll up to the Cost Sheet.
Note: When line items are created in a BP record via a Line Item Creator, the End step of the BP is used to evaluate data element (DE) formulas that can be applied to calculate the sum of line items, regardless of the workflow step of the BP. For example, a Budget Adjustment BP contains a line item creator that creates one or more line items within a Budget Approval BP record. The Budget Approval BP contains an upper form DE (Budget Adjustments) that sums the Budget Adjustment line items. A Budget Approval BP record is in a workflow step, and on its step Action form, the Budget Adjustments DE contains the formula that calculates the sum of the line items. The End step form of the BP must have the same formula calculation to sum the line items applied to the DE to ensure that the Budget Adjustments DE value reflects the line item creation.

After a new workflow record is created, the system sends it to the assignees as an initiation task (I Step) that appears on the user's Tasks log and the BP 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, the system sends it to the designated creators as an initiation task (I Step) that appears on the user's Tasks log and the BP log to which the record belongs. The user must accept the task to view the record.

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