3.3.9.1 Adding Data to Entity – Forms created using Data Entry

For Data Management through Data Entry.

1. Navigate to the inbox by clicking Inbox button on the home page.
   The Inbox page is displayed.
2. On the Inbox page, select the required Issue for which you need to create an Action.
3. Select Data Entry in the Action Type.
4. You can edit the Description, Criticality, Start Date, Target Date, Owner, Comments, and Attach Documents fields.
5. Click View more to open Data Entry tile.
6. Select the Form ID. Refer to Creating Forms Using Data Entry Option for creating the form.
7. The Data Entry form for the Stage entity associated with the Form name is displayed in a new window.
8. Click on Add [+] button to start adding data. For adding subsequent data, the user can click on the three dots and then select the Edit button.
9. Enter data as in accordance to the Data Type for the specific field in the entity.
10. Click Update to add to data list. Repeat the above steps to keep adding data.
11. To edit a row, click the three dots in the Actions column and select Edit.
12. To Delete any row(s), select the intended row(s) and click the Delete icon to delete the selected row(s).
13. Once Data is added / modified, click on Save in the inner Data Entry window.

    Note:

    You can edit an existing entity record and save the changes. Clicking Delete will remove all unsaved records, even those that have not been selected.
14. You can return to the saved form any number of times before submitting the action. After submitting the action, the form can still be viewed, but modifications are only allowed when the action is in a New or Returned state.

    Note:

    Changing the Form:

    • Users can select a different form from the drop-down menu when the action is in either Draft or Returned state.
    • Only one form can be associated with a specific Data Entry type action.

    If the user selects a different form:

    • A confirmation message will be displayed.
    • If confirmed, all intermediate data (draft or awaiting records) from the previous form will be deleted.
    • Note: The user must have Delete permission mapped for the previous form under User Security in order to perform this action.

    Closing Data Entry Action:

    • Closing a data entry action will also clean up all its intermediate data (draft/awaiting records).
    • For the user to close the data entry action and delete the intermediate data, the Delete permission must be mapped for the form under User Security.
15. When the form is ready for submission, click the Submit button on the Action screen. The Action will then be sent to the Action owner for approval.
    Submitting the Data Entry form will move the records from Draft Status to Awaiting Status.
    Refer to Approve an Action and Return an Action for Approving or Returning the action.
16. Once the Action Owner approves the action, the form is ready to be Published.
    Refer to Publish an Action to Publish the Data Entry action.

    Note:

    Entities list is cached in a service, which gets refreshed every 2 hours. When you create a new dimension via Catalog, it would get reflected after the next refresh cycle. Only one form can be associated to one Data Entry type of action and if user picks a different form then a confirmation message will be displayed, and when confirmed then all the intermediate data (draft/awaiting records) of previous form's will be deleted.

    Note:

    • Closing a Data Entry action will also remove all its intermediate data.
    • Only one form can be associated with a Data Entry type action. If the user selects a different form, a confirmation message will appear. Upon confirmation, all intermediate data (draft/awaiting records) from the previous form will be deleted.
    • The user who submits a Data Entry action cannot return or publish the same action.
17. Submitting a Data Entry Action: The user who submits a Data Entry type action cannot return or publish the same action.
18. Post-Publish Action: Once the action is published, successful records will be published, and failed records will be moved back to the Draft state of the same form. A new action can be created with the same form to edit the failed records (moved back to Draft) for correction.
19. Viewing Record Counts: The count of failed and successful records can be viewed by clicking on the Published Actions > Publish Change Request tab.
20. Troubleshooting Failed Records: For failed records moved back to the Draft state, click on the Options (three dots) and then select Audit to view the reason for the failure.