Auto-Create a BP Record or Line Item Based on Conditions or Frequency

You can design a form that automatically creates a business process (BP) record, line item, or planning item when specific criteria are met. The criteria can include the following triggers:

  • A condition, such as a dollar amount.
  • A frequency, such as a daily or weekly time frame, for a BP record. (This setting is not available for line items.)
  • Both a condition and a frequency.

When the BP record, planning item, or line item reaches the trigger, the form automatically creates a record and sends it to an Initiation step (I Step). The Creator field activates automatic creation. If you have Modify Ownership permission on the source record, you can auto-create new records or line items. You can also override conditional auto-creation and start it manually.

Note:

If line items are grouped (as part of the BP setup), you can manually invoke the auto-creation. However, only line items with "pending creation" status are grouped.

Bypassing the I Step

During BP setup, the administrator can configure an auto-created workflow BP to skip the I Step and send the record directly to the workflow. The record then arrives at the first step after the Create step or at the first step in conditional routing. For a workflow BP, the administrator specifies the schema, the first workflow step, the workflow duration, and the person or group that owns the auto-created record. When the record is created, data rolls up to manager sheets at the appropriate status. If the system encounters errors or invalid data, the record remains at the Create step until the user resolves the errors.

For a non-workflow BP, the administrator can configure an auto-created record to skip the I Step. The system creates the non-workflow BP record and lists it in users' logs. When the user opens the record, it opens in Edit mode.

Note:

The following non-workflow BP types require the user to select the Edit button in the upper-right corner of the BP record to put the record into an editable state:
  • PM Book
  • PM Book Template
  • Lease

If the record opens in Edit mode, the user must add or correct information on the form. If the record opens in read-only mode, the record is complete and data rolls up to manager sheets.

Note:

BPs are not auto-created in projects/shells with View-Only or Inactive status.

Your administrator configures auto-creation by specifying the following settings:

  • The name of the person or group that owns the auto-created record.
  • The workflow schema for workflow BPs.
  • The first step for workflow BPs.
  • The workflow duration for workflow BPs.
  • The criteria that trigger automatic creation.
  • Whether attachments to the record or line item are included when the record is created.
  • Whether records linked to the source record are also linked to the new record or line item.
  • Whether the I Step is bypassed when a new record is auto-created.
  • Whether line items from line item tabs are grouped.

Delete Error Lines

The Delete Error Lines option appears in the Errors and Warnings window when you finish editing or send a BP and BP line items fail validation, such as a required field check. The Delete Error Lines option lets you delete the faulty BP line items and route the BP record to the next step if the line items are not needed.

Note:

After you delete the faulty BP line items, the system removes them permanently and does not provide a way to access them.

If Line Item Auto-Creation Fails

For a condition-based query, the system sends an email notification to the BP owner. The email includes location information so the recipient can see where the auto-creation started and where it failed. Line item creation can fail for the following reasons:

  • The To field is empty. This can happen if the assignee becomes inactive after the schedule is created or if a group is empty.
  • The CBS code is invalid. This can happen if the CBS code becomes inactive after you select it in the template.
  • The rules engine validation fails.
  • For payment applications, the associated SOV is locked by the payment application record in routing or by a change commit with a negative line item value. For details, see Payment Application Business Processes.

    Note:

    If the destination BP does not exist or has not been imported into the system, the location in the email notification might be incorrect.