Defining user-triggered events and system-generated events
When you define a user-triggered event or a system-generated event, you define the details of the event and the workflow that the event triggers.
Decide on the user roles, event actions, and assets for which you want to trigger a workflow. Then define the event, workflow tasks, and workflow properties.
You can configure predefined one-step, two-step, or four-step approval workflows. One-step approval workflows require one approver, whereas two-step approval workflows require two approvers. For two-step approval workflows, if the first approver approves the changes, then the second approver can approve or reject the changes. If the first approver rejects the changes, the changes are not sent to the second reviewer and are not published. Four-step approval workflows require four approvers.
If you do not want to use any predefined workflows, then use additional workflows that you create in Cloud Application Integration as a process. Ensure that the process contains at least one Service step with its service action property set to Generic User Task or Originator User Task. Additional workflows are available for the user-triggered events and not for the system-generated events.
For example, you might define a business event as a business user creating a record for the Person, Item, or Supplier business entity. You might want the business event to trigger a two-step approval workflow where data stewards and then managers must review and approve the new record.
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. Suppose, multiple business events are configured for the same action, such as create, but with different approvers. In this case, MDM SaaS applies the most recently updated configuration to manage the approval process in the 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.
To define a user-triggered or system-generated business event, perform the following tasks:
1Create one of the following types of business event:
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 a specified criteria. The rules created for dependent attributes, such as State picklist, are ignored if rules are created for their parent attributes, such as Country picklist.
Note: By default, an event triggers a workflow for any updates to a business entity record, dynamic field definitions, or dynamic field values attribute. When you create an event, you can't change this configuration.
1Click Business Events.
The Business Events page appears.
2Click Add Event > User-Triggered Event.
The Event Details page appears.
3Enter a name for the event.
4In the Workflow Trigger field, select 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 in step 6.c, any update in the record goes through the approval process.
If you specify any fields in step 6.c, 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, the system creates a review task.
Note: When the workflow is optional and users delete a record, users see the Delete and Send for approval buttons.
5From the Affected Users Roles list, select the roles of the users who perform the triggering actions.
6In the Event Scenarios section, click Add Event Scenario, and then configure an event scenario.
aFrom the Asset Name list, click the asset picker icon. Find and select the asset to trigger a workflow.
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.
The Asset Type field is populated based on the asset you select.
bFrom the Actions list, select the actions to trigger a workflow.
The following table describes the supported actions for which you can trigger a workflow:
Action
Description
Create
User creates a record or hierarchy.
The event triggers a workflow when users create a record or set values for specific fields and field groups.
Update
User updates a record or hierarchy.
The event triggers a workflow when users update a record or set values for specific fields and field groups.
Delete
User deletes a record or hierarchy.
Note: If you configure fields to trigger a workflow for this action, the workflow ignores the configuration.
Unmerge
User unmerges a record.
Note: If you configure fields to trigger a workflow for this action, the workflow ignores the configuration.
Manual Merge
User merges a record.
Note: If you configure fields to trigger a workflow for this action, the workflow ignores the configuration.
cIf you select the Create or Update action, from the Fields column, click Add to add specific fields based on which you want to trigger a workflow.
The business entity record, dynamic field definitions, and dynamic field values attributes don't appear in the list of fields, but the event triggers the workflow for these attributes by default.
Workflows aren't triggered for related records based on specific fields. Ensure that you don't add fields to event scenarios of related records.
dOptionally, in the Add Fields wizard, select the fields to trigger a workflow for the selected actions, and click Next.
When you add multiple fields, the workflow triggers when users modify any of the added fields.
Note: You can't select a business entity record field or fields in a child field group of a nested field group.
eOptionally, to trigger a workflow for the selected fields and field groups only when they meet a specific criteria, click Add a rule.
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 are USA and California.
fFrom the Fields list, select a field based on which you want to create the rule.
gFrom the Operator list, select an operator for the rule.
hEnter a value to complete the rule. Values are not case sensitive.
A green checkmark appears next to the selected field when the rule is complete and valid.
iOptionally, add additional rules.
jTo apply the rules, click Finish.
7Optionally, add additional event scenarios.
8Click Next.
The Workflow Tasks page appears. For more information about configuring workflow tasks, see Configure workflow tasks.
Create a system-generated event
Create a system-generated event and define the details of the event that triggers a workflow. For example, you might want a workflow triggered when the system identifies potential matches that require review.
Note: The workflow inbox of an organization can contain up to 100 open system-generated tasks for each business entity.
1Click Business Events.
The Business Events page appears.
2Click Add Event > System-Generated Event.
The New Event page appears.
3Enter a name for the event.
4In the Event Scenarios section, click Add Event Scenario, and then configure an event scenario.
aClick the asset picker icon, and then select the asset to trigger a workflow.
The asset type is populated based on the asset you select.
bSelect the following action to trigger the event:
Action
Description
Resolve Potential Matches
System suggests potential matches.
5Optionally, add additional event scenarios.
6Click Next.
The Workflow Tasks page appears.
Configure workflow tasks
After you create an event, select the workflow that you want the event to trigger and the user roles responsible for each task in the workflow. For example, you might want to trigger a two-step-approval workflow where data stewards and then managers must approve the changes.
1On the Workflow Tasks page, in the Name list, select the workflow to trigger.
Workflow Name
Description
MDM One Step Approval
One approver must review and then approve or reject the changes.
MDM Two Step Approval
Two approvers in consecutive order must review and then approve or reject the changes. After the prior approver accepts the changes, the next approver can approve or reject the changes.
MDM Four Step Approval
Four approvers in consecutive order must review and then approve or reject the changes. After the prior approver accepts the changes, the next approver can approve or reject the changes.
Additional Workflows
A Cloud Application Integration process that contains at least one Service step with the service action property set to Generic User Task or Originator User Task.
This option is available for the user-triggered events and not for the system-generated events.
2If you select Additional Workflows, perform the following tasks:
cOptionally, in the Task Details section, type a task label.
This label appears as a task name on the Workflow Inbox page. If you don't configure a label, the task name configured in the Service step of the Cloud Application Integration process appears on the Workflow Inbox page.
dSelect the user roles that can approve the workflow tasks.
eTo configure additional tasks, repeat steps 2.b. through 2.d..
fOptionally, in the Page Settings section, select a View and edit page type for each event action that you selected.
When users open a task from the Workflow Inbox and a page is associated with an event action, it displays the record data. Otherwise, the event action displays the record data in the default layout assigned to the user.
3If you select any predefined workflow, select the user roles that can approve the workflow tasks.
4Click Save.
The Workflow Properties page appears.
Define workflow task properties
Define the default workflow task properties, such as the title, description, priority, and due date. You can also add variables to task titles and descriptions. When a Business 360 application creates tasks, the tasks use the specified properties and are dynamically populated with the business event, record, and business entity information. For example, you might want the task title to include the record name and business event name.
1On the Workflow Properties page, define a title.
- To manually define a title, enter a title.
For example, you might enter Updated record.
- To define a title with variables, select the variables.
The following table describes the variables that you can enter:
Variable
Variable Name
Description
{$changeListId}
Changelist ID
Unique identifier associated with the submitted changes.
{$businessEventGuid}
Business Event GUID
Internal identifier of the business event.
{$businessEventName}
Business Event Name
Name of the business event associated with the task.
{$recordGuid}
Record GUID
Internal ID of the business entity.
{$recordName}
Record Name
Name of the record associated with the task, such as John Smith or Informatica.
{$businessEntityType}
Business Entity Type
Business entity associated with the task, such as Person or Organization.
- To manually define a title with variables, enter a title with variables.
For example, you want the title to be Task was created for <record name> for business event <event name> triggering the change list <changelist id>
Enter the following title: Task was created for {$recordName} for business event {$businessEventName} triggering change list {$changeListId}
2Optionally, enter a description or select variables for the description.
The following table describes the variables that you can enter:
Variable
Variable Name
Description
{$changeListId}
Changelist ID
Unique identifier associated with the submitted changes.
{$businessEventGuid}
Business Event GUID
Internal identifier of the business event.
{$businessEventName}
Business Event Name
Name of the business event associated with the task.
{$recordGuid}
Record GUID
Internal ID of the business entity.
{$recordName}
Record Name
Name of the record associated with the task, such as John Smith or Informatica.
{$businessEntityType}
Business Entity Type
Business entity associated with the task, such as Person or Organization.
3From the Priority list, select a priority for the task.
4In the Due In field, enter the amount of days after the task is created that the task is due.