Preparing workflow tasks for associative uploads

Workflow tasks are not required for associative uploads, since an associative upload can exist on its own to create an association. However, when a record in the Associate column also needs to be appended to a smart section, Data Integrator can also process an associative upload with a workflow.

About this task

In this scenario, a temporary association string in the Associate column triggers a workflow that appends the record to the correct section of the uploaded record or maps anything else. Then, the workflow removes the temporary association that is created by Data Integrator and creates the correct one by mapping the record into the smart section or locator field. After the record is mapped, the IBM® Maximo® Real Estate and Facilities system automatically creates the correct association between the records in the section.

Attention: In your workflow, use an association string that neither one of the objects currently uses. This practice ensures that the workflow is triggered only when the records are associated from the upload and not by any user action. Make sure you use an association string that is in the Association Types list in the List Manager. If needed, you can add your own string to this list.

The directionality of an association is important. An association is created "from" the record in the Associate column "to" the record that is uploaded or updated. Unless there is a business object-level association for the association that is specified in the Associate column, an association is not created in the reverse direction.

In this scenario, there is only an association (and corresponding Associate event) created "from" the organization record "to" the uploaded or updated triPeople record. Since there was no business object-level association for the association type that is specified in the Data Integrator upload, no association is defined in the reverse direction.

Procedure

  1. Inspect the Data Integrator file.
    In this scenario, the Associate column dictates that the association of type Upload Associate is created "from" the specified organization record "to" the triPeople record.
  2. If the Data Integrator file uses an association string that does not exist in the system, you must add it to the Association Types list in the List Manager.
  3. To open the List Manager, select Tools > Administration > Lists.
  4. In the Manage By section, select the Association Types list.
    It might take more than a minute for this list to load.
  5. Enter the association string from the Data Integrator file into the Value field.
  6. Select Save Entries.
  7. Build a new workflow in the organization module as follows.
    The Start Task defines the trigger condition for the workflow. In this scenario, when an organization record is associated to a triPeople record with the string of Upload Associate, the workflow runs.
  8. Set the Modify Task to map the primary record of the workflow to the secondary record.
    In other words, the primary record of the workflow is the business object of the Start task. Meanwhile, the secondary record is the secondary business object from the other end of the association in the Start task. In this scenario, you map from Organization to a triPeople record to map the organization record into a smart section in the people record.
  9. Select Edit Map to open the Object Mapping window.
  10. Select Clear All to remove all field mappings.
    It might take a few moments for the mappings to clear.
  11. Scroll down to the triPrimaryOrganization smart section.
  12. Select the Search icon.
  13. Set the section to Source. This setting maps the source record (Organization) into the section of the target record (triPeople) and creates the reference and association to populate the smart section.
  14. Scroll back up and click OK.
  15. Choose an Associate Records task from the New Task pane.
    This task is changed to a De-Associate task next.
  16. Change the option from Associate using to Remove the association and the association to Upload Associate.
    This task disassociates the temporary association that is used to trigger this workflow as specified in both the tab-delimited Data Integrator file and the Start task.
  17. Set the Where the associated record is section to the secondary business object (that is, the triPeople record).
    If you are uploading embedded records, the De-Associate task must be run before the Modify (Map Record) task to avoid duplicate associations.
  18. Publish your workflow.
    You might need to clear the server’s workflow cache if this environment is a Production environment.