WorkPoint Automate - Populating Lookup fields with Entities

1. Case description

2. Implementation

3. Execution

In the context of WorkPoint Automate in WorkPoint, entities can be filled into Lookup fields both by mapping Entity data into the field directly, or by using adaptive expressions.

An example could be a company which works with construction projects. When they register a new client, the process for doing so automatically fills most of the information such as Title, VAT number, and address using data binding connected to a centralized company database through an HTTP endpoint.

Another example could be when an organization creates a new case, they only want to be able to relate it to active clients and in a separate form than all other meta data inputs. The "Clients" field here is a lookup field.

When setting a Lookup field using an adaptive expression, the field expects either a JSON object or an array of JSON objects containing at least two key-value pairs: LookupValue and LookupId. LookupValue refers to the title of the item, and LookupId refers to the item ID.

In this case, we will work with the latter example. We will build a WorkPoint process to create new cases, and we will work with the following requirements.

As a case manager, I want to be able to:

• Click a My Tools button to start creating a new case.
• Search for a client to relate the case to. I only want to be able to select active clients. "Clients" is a lookup field on the Cases business module.
• Input relevant meta data for the case.
• Create the case and add it to my favorites.

To address the requirements and create a solution for the case, we will use the following step types in a WorkPoint process:

• Search entity form
• Entity form
• Create entity
• Toggle entity as favorite

The My Tools button to run the process will use a target audience to ensure that only managers can use it.

Before we begin configuring a process for the case, we create a view on our Clients business module. This view uses filtering to show only clients which are in the "Active" stage:

Once the view has been created and is confirmed to show the correct clients, we can begin configuring a new process called "Create case" (or whatever name you prefer):

The first step we add to the process is a "Create entity form" step. We configure it to search within the "Clients" business module, and to use the "Active clients" view by default. We also choose to not allow users to select multiple clients:

Next, we use add an "Entity form" step, which allows users to input meta data for the new case they are about to create:

On the Entity form, we want to insert the client we selected in the search form into the "Client" field. We do this by adding the following adaptive expression in the "Value" property of the Client field:

This expression creates the Client json object from the ID and the Client title given to us by the Search entity form step, and uses that as a value in the Entity form.

Additionally, we set the Client field on the Entity form to read-only:

Next, we add a Create entity step which creates a new case based on the information coming from the Entity form, and by extension the selection we made in the Search entity form:

Finally, we add a "Toggle entity as favorite" step, which we configure to add the entity created by the previous step to the current user's favorites:

The full process then looks like this:

The next step is to create a new My Tools button to run the process. Here we will use Target Audiencing, so that only Case Managers can see and use the button:

After clearing the WorkPoint 365 browser cache, the process should be ready to go.

Let's execute the process and see if we have satisfied all requirements of the case.

In the My Tools panel, we click the "Create case" button we created earlier:

This opens our process and displays the first step, the Search entity form:

Here we have selected "Enti Productions" which is an active client in our WorkPoint solution.

We then click the "Continue" button to go to the Entity form.

Here we can fill in meta data for our new case, but we can see that the Client has been filled out using our selection from the search form and that it is read-only.

We can now fill in additional meta data and click the "Continue" button and proceed to the Create entity step:

During the Create entity step, the new case is being created, using the meta data we have provided in the previous steps.

Once it is completed, the process automatically moves on to the "Toggle entity as favorite" step and sets the new case as my favorite.

When that is done, the process is complete, and we can click the "Close" button:

The resulting case can be found in our Cases business module list:

Through this execution, we have solved all the requirements from the case description.