Auto-sequencing and Unique Values in Fields
The administrator can specify values on business process upper or lower forms that enable auto-sequencing, or that specify unique values (upper form only). These features are available for both company-level and project-level business processes, and can be used on workflow and non-workflow business processes.
Unique DEs can be defined for a BP at either the company level or the project/shell level and must be unique for the level in which they are defined and used.
Auto-sequencing
The administrator can configure auto-sequencing for certain data elements (DEs) on a business process (BP) form. This is in addition to the standard BP numbering, and allows the numbering of up to two fields on an upper form, and two fields on a lower form. For example, the administrator can specify that a "Name" field uses auto-sequencing to number business processes that have similar names. Auto-sequencing generation occurs for the business process when you click:
- Send on workflow business processes
- Save on non-workflow business processes
- Submit on non-workflow business processes for line items
- Apply or OK for line items
Notes:
- Fields configured for auto-sequencing are not available for Bulk Edit, because the values for these fields are system-generated.
- The auto-sequence DEs, at both record level and line item level, are generated when a record is submitted. For auto-sequence DEs defined at the line item level, when line items are added, the format of the auto-sequence is calculated but the value of the DE remains blank. When the record begins the routing process, the auto-sequence DEs are created. When other DEs use an auto-sequence DE in a formula, subsequent updates to the line item through any means will recalculate the formula.
- If you import a Folder Structure Template in the Document Manager or the Structure and Properties of a specific item in the Document Manager and there are fields that are enabled for auto-sequencing in the template or properties, the system applies the auto-sequencing of formulas and other values. This setting is applied to existing documents within the selected folder and to BP records generated from the updated folder or document.
- When a DE is added to the lineitem form and configured using the SYS Auto Sequence DD for a Summary Payment Application (SPA) BP, the sequence counter increments the sequence based on the line items present in the SPA BP. When the user adds lines to the SPA BP, the sequence is applied per line item regardless of any cost breakdowns that might have been added to any of the lines. (That is, the individual cost breakdown entries are not counted in the sequence and are not sequentially numbered.)
The following explains how the auto-sequenced fields work:
You can generate sequence numbers based on the unique values of parameters that have been used in formatting the sequence number. You cannot modify the values of parameters after they have been generated.
If the DEs, or parameters, do not have values, this type of sequencing number will not be generated.
The counter mechanism will increment based on the uniqueness of the value of the parameters.
Generating the sequence formatting is available for the following actions:
- “Send” on WF BPs, including the line items
- “Save” on NWF BPs
- “Submit” on NWF BPs for line items
If you remove a sequence-based DE from configuration, data will not be generated for any newly created BP records. The existing data will remain as is and will be read-only.
The system audits the DEs based on the SYS Auto Sequence.
When you create a BP record by way of the user interface:
- The system will not generate auto-sequence numbering if you reset one of the parameters.
- In the BP includes formula DEs that depend on SYS Auto Sequence, and a SYS Auto Sequence DE, the formula DE's values will not have a sequence value until the record or line item is updated, and after a sequence number is generated when the record is submitted or routed.
- Translation will not impact generating the sequence number.
- Since the auto-sequence fields are defined as formulas and formulas will always consider the value and not the label, you can use a parameter in an auto-sequence definition that has a data set, and one of the values does not have a label.
The configuration of auto-sequence setup will be retained in BPs:
- When creating and updating BP records through the user interface (UI).
- When creating and updating BP records through the bulk update and bulk edit.
- When creating BP records and line items by way of CSV files.
- When auto-creating BP records.
- When copying a BP record and then submitting, or sending, the copied BP record.
- When updating a BP record by way of opening the BP record through a reference link, or through a form sheet such as Cost Sheet.
- When submitting a BP record after creating a line item, through line item consolidation.
- When submitting a BP record after creating a line item and updating the line item through the grid.
- When creating and updating BP records through web services.
Unique Values
The administrator can configure unique value validation on DEs on business process upper forms. When unique DEs are deployed for use in business processes, the system checks and validates for duplicate values or including any leading or trailing spaces, and displays an error message, if applicable.
Example
If a business process has a field called Invoice, and should enforce that each invoice number is a unique string, this field can be configured to validate for a unique value. If you attempt to enter a string that is not unique (has been entered on another business process), you will get a warning message that an alternate value must be entered. Unique value validation occurs for the business process when you click:
- Send on workflow business processes
- Save on non-workflow business processes
- Submit on non-workflow business processes for line items
Notes:
- If you use Bulk Edit to update multiple records and attempt to update a field that has value uniqueness configured, only the first record will update (and is therefore unique).
- When a unique DE is not part of the integration validation form, the system will ignore the value sent via integration and restful services in the created business process records.
The system does not generate the record number (the value in the “record_no” field) until the BP record is moved from the creation step to the next step in the BP workflow. As a result, at the creation step, the value for the “record_no” field in any formulas will be null.
Note: The system re-evaluates the values in the record number field within the Publish Path (uuu_dm_publish_path) and the Record Information Publish Path (uuu_dm_record_info_path) DEs, after the record number is generated.
At the upper form level, any form level validation that is defined in the design and involves the "uuu_attachment_count" field will be processed when you click Upload or after submitting the form.
Note: If the Sys Auto Sequence DE is dependent on a value that is getting set only after the creation of the record, Oracle recommends that you run an update call to update all the line items to generate the auto-sequencing value.
Last Published Friday, April 11, 2025