“Action Management” is an alternative feature to Mastersite Synchronization. Using this feature you can manage what items and content that appears on site and when it does.
NOTE: Do not work with this feature unless you have received proper training in this specific feature!
The feature is divided into 2 major parts, Rules and Triggers.
The Rules which defines what Items to replicate, and
The Triggers (which contain the rules you defined), specify when to replicate the items, the selected rules within the trigger defines.
There are 3 different types of both parts.
The 3 different rule types are “Field Based Rules”, “Advanced Rules”, and “All Items Rules”.
The 3 different Triggers are “Stage Change Triggers”. “Entity Triggers” and “Manual Triggers”.
Each type of triggers can contain any kind of rules, in any combination.
If you want to create a Rule that returns items depending on a specific value of the fields, you could either create a “Field Based Rule” or an “Advanced Rule”. There is also an “All Items” rule but this takes no field value definers.
A field-based rule is more automatic to setup, where an advanced rule requires you to write a Caml Query.
To create a new rule or Trigger, simply select the Green Plus sign within the specific type (1).
When you create a “field-based rule”, you should select the following options.
Active: If the rule should be active, the title of rule. This applies to all rules and entities
Title: This is the title of the rule. This does not have any direct influence of the feature, but it is so you can keep track of the rule when you apply the rules to the triggers. This applies to all rules and entities
List: A list on the Mastersite on the current Business Module, where the rule applies.
Field name: The field name of the selected List. Certain types of fields are not available, and those are "Overbook", "FreeBusy", "Geolocation", "Facilities”, "CrossProjectLink", "RelatedItems", "Computed", "ModStat", "DateTime" .
Field Value: The value of the selected field, that the rule should query against.
Field Mapping: A mapping enables you to copy a value from a field on the Entity of the Business Module, to a field on the selected List. Only two field types are available for this option, and they are DateTime fields and User fields. You can only map the fields together if they are of the same type. You can add any number of mapping to any rule.
If you choose DateTime Fields, you also get an extra option to choose a Number field to Add Days to the List Field Value. This applies to all rules.
So, a “Field-based rule” could look something like this
However, you always need to press the “Save configuration” button (1) before your additions/removals are saved.
An “Advanced Rule” are similar to a field-based rule, but instead of selecting a field and a field Value, you instead have a new option for a Caml query.
Here you can insert a working Caml query, that should query against the selected list to receive the items.
A “All items Rule” is used when you want to create a rule that returns all items from a specified list.
This results it in being the simplest of all the rules, in result this just has Activity, Title, List and Mappings options.
Triggers define when to replicate items, and should always contain rules, because it is the rules that defines what to replicate.
There are 3 different types of triggers, “Stage Change Triggers”, “Entity Triggers” and “Manual Triggers”.
A “Stage Change Trigger”, is triggered when an Entity has been changed from one stage to another.
The Trigger contain the following options.
Active: Like with rules and the other triggers, this defines if the trigger should be active or not.
Title: As with rules and the other triggers, this has no direct impact on the functionality, and is only used for the users to keep track of the trigger.
Rules: Here you can select the rules you have created previously. You can select any number you want to apply to this trigger.
From Stage, and To Stage: It is here you define from what stage change the rule should trigger.
“Entity triggers” and “Manual triggers” contain all the same options, except the “From Stage” and “To Stage” options.
“Entity triggers” are only triggered when an Entity is created.
“Manual triggers” are only triggered from the WebUI, via a “My Tools” button you create.