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Process Example: Update Entity

Article published on the 4th of February, 2022.

1. Introduction

In this process configuration example, we will create a simple process which can be used to update entity meta data in your WorkPoint solution.

The example will make use of the following Process steps:

  • Entity Form
  • Update Entity

We will use these steps to create a process which updates the meta data of Project entities.

2. Configuration

   2.1. Process configuration

In this section, we will configure the Update Project process and create a My Tools button to start the process.

We begin in the Process Builder tool inside the WorkPoint Administration:

WorkPoint Process Builder - Google Chrome
  1. To create a new process, we click the "New" button.
WorkPoint Process Builder - Google Chrome
  1. In the "Create new" dialog, we select to start from scratch. Using this option we given a clean slate to create our process.
  1. In the next dialog, we provide the new process with a title. In this example, we title the process "Update Project".
  2. Next, we select the Process type. Since the process will require the user to provide some data input, we select the "User Process" option. You can read more about the difference between System Processes and User Processes in this article.
  3. Next, we select which group to place the process in. Groups are created as terms on the Site level term set "WorkPoint365 Process Groups". In this example, we have created a term called "Entity Processes" which can be used as a group for all processes related to entity creation and handling.
  4. To finish the setup and begin working on the process, we click the "Begin" button.

We  can now begin adding steps to our Create Project process:

WorkPoint Process Builder - Google Chrome
  1. To add a new step to the process, we click the "Add new step" button.
  1. At this point, we will add the first step of our process: the Entity Form step. We therefore select the "Entity" tab of the "Add a step" window.
  2. Next, we select the "Entity form" step.
  3. A panel appears, displaying some information about the step and what it can be used for. This can be useful if you are unsure which steps to use and in what context.
  4. To add the Entity form step to our process, we click the "Add step" button.

The Entity form step is now added to the process:

  1. If the Step Properties panel does not open by itself, you can open it by clicking the step  in the process chain.
  2. We need to add some information to some of the Entity form properties, so we open the "Properties" tab in the Step Properties panel.
  3. In the "Business module" field, we select the Projects business module. In the "Content type" field, we select which stage we want newly created projects to begin in. In this case, we select the "Idea" stage.

We can now proceed by adding the final step of the process: the Create entity step:

WorkPoint Process Builder - Google Chrome

To add a new step to our process, we click the "Add a step" button.

  1. Since we want to add the "Update entity" step, we open the Entity tab and select the "Update entity" step.
  2. To add the step to the process, we click the "Add step" button.

We can now set up the Update entity step:

WorkPoint Process Builder - Google Chrome
  1. In the General tab of the Update entity step, we need to select a Step Input. We want the project we run the process  on to be updated with the meta data coming from the previous step, the Entity form step. We therefore select the "Output from Entity form" option in the Step Input field.

Next, we need to configure some properties of the Update entity step:

WorkPoint Process Builder - Google Chrome
  1. We click "Properties" to open the Properties tab.
  2. In the Business Module field, we select the business module on which we want to update an entity's meta data. In this case, we want to update Project entities using this process, so we select the "Projects" business module.
  3. In the "Business module Entity" field, we need to provide information about which entity we want to update the meta data for. We want to be able to run this process from a Project entity site, so we need to provide the ID of the entity the process is run from. We start by clicking the currently empty field to open the Context Browser.
  4. In the Context Browser, we expand the "Entity [Object]" option and select the "ID [Number]" option.

After selecting the Entity [Object] -> ID [Number] option, the final configuration of the step should look something like the following:

WorkPoint Process Builder - Google Chrome

We can now save the process:

  1. If you simply want to save the process and exit, you can click the "Save as draft & Exit" button. In this example we also want to publish the process after we save it, so we click the "Save as draft" button (only published processes can be run in WorkPoint).
  2. Note that each draft save increments the minor version number of the process.

Next, we publish the process:

  1. To publish the process, we click the "Publish" button.

Each publication of a process resets the minor version number and increments the major version number by 1 and shows as "PUBLISHED":

We have now finished the configuration of the Update Project process.

Next, we will create a My Tool button which runs the process.

   2.2. Creating My Tools button

In this section, we will create a My Tools button to run our New Project process.

WorkPoint Process Builder - Google Chrome
  1. In the side panel of the WorkPoint Administration, we expand the "User Experience" tab and select "My Tools".
  1. We want to be able to use this button to run the Update Project process from a Project site, so in the "Select instance" selector, we select "Projects".
  2. Instead of creating a new button to run the process, we select the existing "Edit" button on Projects and modify it to run the Update Project process.
  3. The title of the button is set to "Update Project".
  4. We can select a suitable icon for the button. In this case we use the "Edit" icon.
  5. For "Type" we select "User Process". This enables us to select among our configured User Processes which process should run when the button is clicked.
  6. In the "Process" selector, we select the "Update Project" process we created earlier. Note that only published processes can be selected. If you do not see your process here, please ensure that your process is a "User Process" and that it is published.
  7. To save the button configuration, we click the "Save" button.

In order to use the new button, we first need to clear the WorkPoint 365 browser cache:

anm0020 - Home - Google Chrome
  1. On the WorkPoint solution, we click the "Home" icon.
anm0020 - Home - Google Chrome
  1. In the bottom of the side panel, we click "Need help?"
  2. Next, we click the "Clear WorkPoint 365 browser cache" button.

The page no reloads, and the new My Tools button is available for use.

3. User Guide

In this section, we will demonstrate the use of the New Project process we created earlier. We will run the process from the My Tools button we also created as part of this article.

anm0020 - Home - Google Chrome
  1. In the My Tools panel on a Project site, we can click the "Update Project" button to run the Update Project process we created earlier.

In this example, we will set the "Project ID" field to "P-22-123":

  1. In the "Steps Overview" section, we can see an overview of all the steps the process needs to go through. The current step is highlighted.
  2. In the main part of the process form, we can input meta data for our new project, such as Title, Project ID, and Project Manager. In this example, we set the "Project ID" field to "P-22-123".
  3. When we have filled Project ID field, we can click the "Continue" button to go to the next step in the process.

The next step in the process does not require any input from the user. It instead shows a progress bar for starting the site creation job for the new entity:

Once the site creation job is started, the process shows a "Process Succeeded" message, and we can close the process by clicking the "Close" button:

  1. The changes to the project meta data can be viewed e.g. in the "Projects" business module list:
anm0020 - Projects - All Items - Google Chrome
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