This module allows to define different data movement processes to be automated. Usually we will be managing data ingest and delivery processes from this module but it could be used in a simple way to manage other data loading processes.
When accessing the module, the first thing we will have is a list of all the registered processes in which we can perform filtering and search.
Within the list of processes we will have the following options:
Search processes: The search is carried out within the entire content of the processes showing those for which the search returns some result as we fill in the search field.
Filters: It will allow us to filter by the fields domain, state, type, as well as all the fields configured within the process as a list of values. Filters will only be shown for those fields in which we have more than a different value in the search.
Download: The complete content of the processes that we have selected via search and / or filters is downloaded in csv format.
New Process: Available for users who have permission to create a process in a domain. It will allow us to register a new process.
Within the list of processes, two different views can be consulted:
Publish: The processes that have been published following the Process workflow are listed.
Pending. Processes in draft, pending approval or rejected status and for which the user has access are listed. The purpose of this tab is that a user can review the processes for which they have to perform some action.
Create a request
This option will only be available to users with permissions to "Create new processes" in a Domain.
Domain: Once you access the "New Process" form, you will be able to choose a domain in which the process will be created. Only those domains in which the user has permissions to create a process will be available.
Template: Depending on the client's installation, one or more templates may be available.
If you only have a template for processes, the field will not appear to be selected and the complete form will be displayed automatically.
If you have more than one template, the "Templates" field will be displayed so that you can select the type of process you want to register. Once selected, the dynamic form configured through the corresponding template will be loaded.
Depending on the selection, the corresponding layout will be displayed. In case there is only one template available for the selected domain, it will be automatically selected showing the form.
The main mandatory fields are: domain, template, process and description.
The rest of the fields will depend on the configuration of each installation. As a first user version, it is not mandatory to fill in all the fields, although they must be filled out before sending the draft for approval.
When the draft is filled we can click on "Create" to create the new process, save the information and examine the creation screen for the new process.
The "Description" field provides a set of tools for generating rich text descriptions, including bold, italic, underline, headings, bullets, and links.
Process where all required fields are completed:
Process where some mandatory values are not completed, appears as Draft Not completed and has the Request approval button disabled.
The mandatory fields are identified in the same field so that the user quickly knows the fields to fill in if he wants to request approval of the process.
In addition, if they have been defined in the template management, the user will be offered additional information on how to fill in the fields.
Additionally, there is the possibility of creating a process based on an existing one. For this we will use the action "Duplicate" available in the detail of a process.
When executing this action, the form for creating a new process will open with the fields already filled in with the values of the process that we are using as a base. It will only be mandatory to fill in the ingest name field that is not auto-completed to ensure that the user provides a new name.
Process screen - Workflow
Clicking on any process in any subsection of the module (published or pending) displays the following screen:
This screen is divided into 2 blocks.
Detailed information: where the detailed information of the process is displayed.
Summary: where the general information is always shown:
Status: process status (published, rejected, revision, draft or version)
Version: the process version number.
Modification: the last modification of the process.
User: the person who created or modified the process.
Depending on the status of the processes and user permissions, some review and publication options are displayed:
For draft processes: you can "Request approval", "Edit" or "Delete"
For published processes: a "New version" or "Archive" can be created.
By clicking "New version" you can edit or delete it and, depending on the workflow, send the new version for approval / publication
Clicking "Archive" will remove the process to remove it from the list of published processes. This option is used when a process is no longer used, but it has been previously published and therefore cannot be completely removed from the system.
Process in Review state: the "Reject" and "Publish" options are displayed
Clicking "Reject" will change the status of the term to "Rejected".
Clicking on "Publish" will change the status of the term to "Published" and will add the process to the section.
Processes in rejected status: "Correct" and "Delete" options are displayed
By clicking on "Correct" the process will be sent for approval, going back to draft status.
By clicking on "Delete" the option to permanently delete the version of the process will appear. This delete action will only delete the version currently pending approval. If there are previously approved versions of the process, they will not be affected.
Additionally, each process has a series of tabs that provide different functionalities and that are explained below.
It is the main section of this module, and contains the detail of all the attributes that the user wants to display (for example, description, type, values, formulas, managers, areas, etc.)
Users have the possibility to comment at the end of this section.
In this tab you can see all the executions carried out for the defined process. Keep in mind that for the processes defined in /truedat to run, it is necessary to carry out specific integration tasks in each installation. For each execution we will see the following fields:
State: State in which the ingestion execution is located. The different possible states will depend on each installation.
Description: Optional field commonly used to provide additional information about the status of the ingestion. Description of the error, etc.
Start date: Date and time in which the execution of the process began.
End date: Date and time in which the execution of the process has finished.
Transmission time: Shows the difference between the start date and the end date represented in minutes: seconds.
File name: Name of the file that has been transmitted as part of the execution of this process.
File size: Specifies the size of the file represented in the unit closest to its size.
Records: Number of records that have been moved in this process execution.
It contains all the business process links to the metadata contained in the Data Catalog.
If one of the related records is selected, the structure will be examined in the Data Catalog. The option to delete a relationship is also available if you have permissions for it.
Users with permissions to manage relationships will have an "Add relationship" button available that will allow us to add a new link to data, being able to filter and search to find the field / structure to which we want to relate:
On this screen it is possible to select the attributes related to the field (organization, system, group and structure). Clicking on "Create" generates the link to the selected field and you will return to the previous screen. Clicking on "Cancel" returns to the previous screen directly and without saving any information.
To have this section available, types of relationships between application processes must have been configured. Once these types of relationships have been configured in this tab, you can view, register and delete relationships between processes.
Additionally, you can navigate by clicking on the relationships to consult the details of the related process.
Creation of a new relationship between processes.
In the History tab we can check all the versions that have been published or are currently being worked on.
Clicking on a record will show the information about that version, being able to review what data the concept had at that time.
Finally, the Audit tab shows the detail of all the actions and changes related to the process. In this way we can know which people have changed a specific data or who has requested the approval of a specific version.