To ensure that relevant stakeholders review and approve data before it becomes master data, define business events with native workflows that you configure in Business 360 Console. To share business events with external targets after you define the business events, configure publishing events.
You can configure user-triggered or system-generated business events. User-triggered events include actions that users perform, such as creating or updating records, relationships, or hierarchies. System-generated events are actions that MDM SaaS performs, such as identifying potential matches that require manual review.
The review tasks that user-triggered and system-generated events create require human intervention. Review tasks include stakeholders who must provide inputs for the tasks in the workflow. A workflow ensures that the right people can provide input, challenge, and approve actions on business events. A business process is considered complete only when the users with user roles associated with the review tasks take appropriate actions.
When you define a user-triggered event or a system-generated event, you define the details of the event. The details include the asset, the workflow that the event triggers, and the event conditions that trigger the workflow. You can choose any published workflow that meets your business requirements.
You can define user-triggered events for actions on business entity records, relationships, and hierarchies. The relationships depend on the business entity for which you configure the business event, and the actions depend on the actions that you configure for the business entity records.
MDM SaaS prioritizes business event configurations based on their last updated date, and applies them in descending order. The latest event configuration takes precedence over the older configurations. If multiple business events are set up for the same action, such as create, but involve different approvers, MDM SaaS uses the most recently updated configuration to manage the approval workflow. For example, a user-triggered business event is configured for a create action, which triggers a workflow when a record is created. If another user-triggered business event is subsequently configured for the same, create action, but with the Customer 360 Manager user role, this business event would trigger a workflow upon the creation of a record because this business event is the most recently configured.
Create a user-triggered event
User-triggered events include actions that users perform, such as creating, updating, and unmerging records, or creating and updating relationships. Create a user-triggered event and define event details, such as actions and fields, that trigger a workflow.
For example, you might want a workflow triggered when business users create or update a business entity record or hierarchy. You can also trigger a workflow for changes related to specific fields and field groups. You can create rules for the selected fields and field groups so that the workflow is triggered only when a field or field group meets the specified criteria.
1Click New.
The New Asset dialog box appears.
2Click Business Process > Business Event.
3Click Create.
The Business Event dialog box appears.
4Enter a name for the event, and select User-Triggered Event.
5Click the asset picker icon and select an asset to trigger a workflow and click OK.
For example, to trigger a workflow when users create or update records of the Organization, Category, or Item business entity type, select Organization, Item, or Category. To trigger a workflow when users create or update hierarchies based on the Regions hierarchy model, select Regions.
6On the Event page, specify whether to initiate a workflow after the triggering actions are performed.
Option
Description
Required
Sends the updates to reviewers for approval. When users click Send for Approval, MDM SaaS creates a review task.
If you don't specify any fields to trigger workflows, any update in the record goes through the approval process.
If you specify any fields to trigger workflows, the event triggers the workflow only for those fields, and the users can save the changes to other fields without the approval process.
Optional
Allows users to save their changes without approval or send their changes to reviewers for approval. When users click Submit, their changes are saved without the approval process. When users click Send for Approval, MDM SaaS creates a review task.
Note:
When the workflow is optional and users delete a record, users see the
Delete
and
Send for approval
buttons.
7From the Affected Users Roles list, select user roles to which the business event applies.
8Define event conditions for the business event.
aIn the Event Conditions section, select the actions to trigger a workflow for record data, relationships, or hierarchies from the Triggering Actions list.
The following table describes the actions for which you can trigger a workflow:
Triggering Area
Action
Description
Record Data
Create
User creates a record or adds values for specific fields and field groups.
Update
User updates a record or adds values for specific fields and field groups.
Delete
User deletes a record.
Unmerge
User unmerges a source record from a master record.
Manual Merge
User merges two records.
Relationship
Create relationship
User creates a non-hierarchical relationship between two records.
Update relationship
User updates the non-hierarchical relationship between two records.
Delete relationship
User deletes the non-hierarchical relationship between two records.
Hierarchy
Note:
The name of the hierarchy is displayed as the triggering area.
Create association
User creates a hierarchical relationship between two records.
Update association
User updates the hierarchical relationship between two records.
Delete association
User deletes the hierarchical relationship between two records.
bIf you selected the Create or Update action for a record, click Add from the Fields column to add specific fields for which you want to trigger a workflow.
Note:
If you add fields for record data, then you can't add relationships as event conditions.
cIn the Add Fields wizard, select the fields to trigger a workflow for the selected actions, and click Next.
You can't select fields from a field group that's nested within a field group. If you add multiple fields, the workflow is triggered when users modify the values of any of the added fields.
dTo trigger a workflow for the selected fields and field groups only when they meet a specific criteria, click Add a rule.
eFrom the list of fields, select a field based on which you want to create the rule.
fFrom the Operator list, select an operator for the rule.
gEnter a value to complete the rule. Values are not case sensitive.
A green tick appears next to the selected field when the rule is complete and valid.
hOptionally, add additional rules.
Note:
If you add multiple rules for a field, a workflow is triggered when the conditions of all the rules are met. For example, you add multiple rules for the Tax field, such as Country equals USA and State equals California. A workflow is triggered when the Tax field value changes and the country and state values are USA and California.
iTo apply the rules, click Finish.
Note:
When you configure rules for fields that are enriched with data from Dun & Bradstreet, MedPro, and Global Legal Entity Identifier Foundation (GLEIF) through extensions, MDM SaaS business applications don't trigger workflow for these fields.
9Optionally, to add relationships as triggering areas, click the Add an event condition button.
You can select all relationships or a specific relationship type. The relationships available depend on the business entity that you selected for the workflow.
You can't add new event conditions if you select the merge, unmerge, or delete triggering action for record data. Also, the triggering actions available for relationship types are determined by the triggering actions that you select for record data. If you select Create as the triggering action for record data, then you can select only the Create relationship triggering action for relationships. However, you can select the create, update, and delete actions for a relationship if you select Update as the triggering action for record data.
Note:
If you add relationships as triggering areas, then you can't select any fields to trigger a workflow for record data.
10Optionally, add additional relationship types if you previously added only one relationship type.
11Click Next.
The Workflow page appears.
12Click the asset picker icon, and select a workflow.
After you define business events, you can edit the properties and details of the events, such as the name, affected user roles, and event conditions. You can also update the workflow that the business event uses.
Create a system-generated event
System-generated events are actions that MDM SaaS performs, such as identifying potential matches that require manual review. You can create a system-generated event and define the details of the event that triggers a workflow.
1Click New.
The New Asset dialog box appears.
2Click Business Process > Business Event.
3Click Create.
The Business Event dialog box appears.
4Enter a name for the event, and select System-Generated Event.
5Click the asset picker icon, and select a business entity to trigger a workflow.
6On the Event page, select Resolve Potential Matches as the triggering action for record data in the Event Conditions section.
Note:
You can't add more than one event condition for system-generated events.
7Click Next.
The Workflow page appears.
8Click the asset picker icon, and select a workflow.
After you define business events, you can edit the properties and details of the events, such as the name, affected user roles, and event conditions. You can also update the workflow that the business event uses.
Viewing and editing business events
You can view all the business events for your organization and their details on the Business Events page.
You can filter the events by name, type, affected business entity and roles, and workflow. You can also sort the events by name, event type, workflow, and when they were updated.
To edit an event, navigate to the event from the list. You can edit the properties and details of the events, such as the name, affected user roles, and event conditions. You can also update the workflow that the business event uses.