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Process Management Framework - Splitting entity creation into multiple forms

Article published on the 7th of June, 2022.

1. Case description

When creating new entities, it can sometimes be beneficial to the user if the different types of meta data is split up in different forms.

An example of this could be when creating new suppliers in a WorkPoint solution. Suppliers can have many kinds of meta data, e.g. title information, contact information, and suppliers type information.

If all of this information needs to be provided in one large form, it can be difficult to work efficiently and to keep organized.

In the implementation section, we will describe how to create a setup where users can provide meta data for a new supplier in multiple forms, and then combine the information to create a new supplier entity.

2. Implementation

for this implementation, we have a business module called "Suppliers", which uses the "Companies" template.

In the implementation of this case, we are going to use the following step types:

  • Entity form
  • Create entity

We will use multiple Entity form steps so that we can split up the different information users need to provide into several forms.

We do this by hiding the unnecessary fields from each form, only showing the fields we want users to fill in in each form.

The following table shows which fields will be shown in each form:

Supplier information Contact information Supplier type
Title Address 1 Line of business
Account Number Postal Code Product interest
VAT Number City Supplier type
Responsible Country Customer type
  Language Segmentation
  Phone  
  Email  
  Web  

Lastly, we will use the Create entity step which will take information from all the forms, and create a new supplier from it.

Below is a example of the "Supplier information" step inside the "Create supplier" process in the Process Builder:

In this example, we can see that Name- and Company ID fields have been modified, i.e. they have been set to "Hidden" so that these fields will not be shown in this form when the process is run.

To see which fields have been configured to be shown (i.e. not hidden) in each form, see the table above.

The first three steps in the process (i.e. the "Supplier information", the "Contact information", and the "Supplier type" steps) are all Entity Forms.

The last step is a Create Entity step, titled "Create supplier". This step takes the information from the three Entity Forms, and creates a new supplier based on the provided information.

3. Execution

In this section, we will demonstrate the execution of the process described above.

In this instance, we run the process from a button in the My Tools panel:

In the first step, the Supplier information step, we can input meta data such as Title, Account Number and the Responsible person for the supplier:

In the next step, we can input contact information for the new supplier:

Next, we can input meta data related to the supplier type:

Once we are ready to create the new supplier, we can go to the final step, the Create supplier step:

Once the Supplier has been created, it can be accessed from the Suppliers business module:

4. Video

In the following video, we go through the case described in this article.

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