Records section (schedule workflow)

The Records section specifies which record or records the event or events happens to.

The Records section has two radio buttons to specify how the Schedule task will find the record(s). These radio buttons are labeled:

Workflow Activity: If this radio button is selected, the event(s) will happen to a record or records associated directly or indirectly with a preceding workflow task.
Existing Record: If this radio button is selected, the event(s) will happen to a record that exists at the time the workflow is being created.

The selection of one of these radio buttons determines what appears in the Records section.

After we finish describing the way that the Records section works when the Workflow Activity radio button is selected, we describe what happens when the Existing Record radio button is selected.

The fields and radio buttons that appear in the Records section under the Workflow Activity radio button are visible only if the Workflow Activity radio button is selected. Under the Workflow Activity radio button are two fields used to identify a target record(s). The target record is used to determine the record(s) that events will happen to.

There are radio buttons associated with the two fields. The way that the target record(s) will be used to determine the record(s) that events will happen to depends on which one of the radio buttons is selected.

Here are descriptions of the two fields:

Take the

This dropdown list can have one of three possible values:

Record: The target record is the one associated with the task specified in the adjacent field. If the task has multiple associated records, each one becomes a target record.
Assignee: The My Profile record of the user assigned to the task specified by the field next to it will be the target record.
of Task: The value of this field is the label of the task that the target record will be associated with.

The radio buttons under the two fields determine how the target record(s) will be used to determine the record(s) that events will happen to.

When the properties form is first displayed, only the currently selected radio button is visible. Click ↓ to toggle between showing all radio buttons and only the selected one.

The following descriptions explain the purpose of each radio button. Some radio buttons include additional fields, which provide the additional information required for that selection.

Use it

If this is selected, the target record will be the record that the event(s) happen to.

Use its Reference

If this is selected, a record referenced by a smart section or locator field of the target record will be the record(s) that the event(s) happen to. When you select this radio button, a window pops up that allows you to choose from the smart sections and locator fields in the target record.

If the record referenced by the smart section or locator field is a link, the record used for the action item will be the link, not the underlying record.

After you have selected this radio button, the name of the selected smart section or locator field is displayed in a read-only field after the radio button.

Use its Association

If this is selected, records associated with the target record will be the records that the event(s) happen to. When you select this radio button, a window pops up that allows you to specify the type of association to use. It allows you to identify the association by the type of record that must be on the other end of the association and optionally the name of the association.

After you select the Use its Association radio button, any association name you entered appears in a read‑only field adjacent to it. The selected record type appears in the Object Type field in the Records section.

Use any Associated BO from Module ____ of type ____

This option is useful when you want to specify an associated record without specifying which association to use. This option is also useful when the association defined in the Data Modeler was to the base business object and you do not know which type of business object in a module is selected at runtime.

When you select this radio button, you must specify a module, unless the module whose name appears next to the Module icon is the module that contains the business object used to create the record on the other end of the association. If that is not the correct module, then click the Module icon. A list of modules will pop up. Click the correct module.

You may also specify that the record on the other end of the association must have been created by a particular business object in the specified module. If the name of a business object appears in the dropdown list next to the module name, then the record on the other end of the association must have been created from the named business object. If -Any- appears in the dropdown list, then the record on the other end of the association may have been created from any business object in the named module.

To specify that a particular association name is required, click the Association icon. A list of the association types defined in the List Manager pops up. Click the association name that you want to appear next to the Association icon. To retrieve association records that are not restricted to a particular association name, click -Any- which appears in the list.

This is similar to the Use its Association radio button.

Use its Parent

If the target record is created from a business object that is part of a hierarchy module and this option is selected, then the events will happen to the parent of the target record.

When you select this radio button, a window pops up for you to select the business object that was used to create the parent record. This selection of a business object is not used for filtering. It is used to allow other tasks to access the parent's fields.

One of the choices for the business object that created the parent is -Any-. Choosing this is the equivalent of selecting the module's base business object (the one with the same name as the module).

The Records section includes a read-only field labeled Object Type. The value displayed in this field is the type of the record that the event(s) will happen to. If the record can have been created from any business object in a particular module, then the name of the module appears in the Object Type field.

If you want event(s) to happen to record(s) that are part of the application's configuration, then you should select the option of using an existing record in the Records section. When the Existing Record radio button is selected, the Records section looks like the one in the following figure.

The image is explained in the text. — Figure 1. Schedule properties, existing record selected

You use the Module and Object drop-downs to specify a kind of record and then click the Record link to find the specific record that the event(s) should happen to.