Adding a Workflow Inbox Data Provider Type - Workflow - English - Foundation 22.1 - OnBase - Premier - external - Standard - Premier - Standard

Workflow

Platform
OnBase
Product
Workflow
Release
Foundation 22.1
License
Premier
Standard

The Workflow Inbox data provider type returns data about items currently in a Workflow inbox.

The Create Data Provider Wizard is used to create new data providers. To create a new data provider:

  1. From the Dashboard Viewer, click Administration from the bottom of the Dashboard Gallery screen, and then click the Create new Data Provider button from the Data Provider Administration ribbon of the Unity Client:
  2. At the How would you like to create the data provider? page:
    • Click Create new Data Provider to create a completely new data provider.

    • Click Copy an existing Data Provider to use an existing data provider as the template for a new data provider. The process is the same as creating a completely new data provider except the options are pre-configured with the information from the data provider that was copied. The pre-configured options can be changed or edited to reflect the requirements of the new data provider, unless otherwise noted.

    • Click Convert reports from Report Services to use an export file from Report Services to create a custom SQL data provider.

  3. If you clicked Create new Data Provider, the What would you like to name this data provider? page is displayed.

    If you clicked Copy an existing Data Provider, the Select the data provider to copy from page is displayed. You can search for a data provider to copy by typing the name of the data provider into the Search bar in this page. Select the data provider to copy, then click Next. The What would you like to name this data provider? page is displayed.

    Note:

    When a data provider is copied, the options in the remaining pages are pre-configured with the information from the data provider that was copied. Unless otherwise noted, the pre-configured options can be changed or edited to reflect the requirements of the new data provider.

    if you clicked Convert reports from Report Services, the Select Reports to Convert page is displayed. Click Browse to select a Report Services export file (.xml) to import. The file is imported as a Custom SQL data provider. Multiple Report Services export files can be added on this screen.

    To edit the details of each individual import, double-click on the file in the list. The What would you like to name this data provider? page is displayed.

  4. Type a name for the data provider in the Name field. The name should be unique and allow the data provider to be easily distinguished from other data providers.
  5. Type a brief description of the data provider in the Description field. The description should briefly explain what the data provider is and what type of data a user can expect to retrieve from it.
  6. Select Log data provider execution to include the elapsed time of data retrieval and runtime parameter information for this data provider in the History log. Data requests for the data provider are always logged in the history even if this option is deselected.
  7. Click Next. Unless you are converting data from Report Services, the Select the type of data you would like to report on page is displayed. If you are converting data from Report Services, the Edit SQL query page is displayed.
    Note:

    If you copied an existing data provider this page is not displayed. You cannot change the data provider type for copied data providers.

    Note:

    The data providers available depend on the modules licensed for your system. The Custom SQL Query and Document Query data provider types are available to all systems with Reporting Dashboards.

  8. Select Workflow Inbox.
  9. Click Next. The Queue Selection dialog box is displayed showing all the Workflow life cycles available.
    Note:

    Only the life cycles and queues you have access to are displayed. Pre-configured queues you do not have access to are disabled.

  10. Select the queues or ad hoc tasks to return data for. Select the life cycle to automatically select all of the queues in that life cycle, or click the arrow beside the life cycle to select specific queues within the life cycle.
    Note:

    If you selected Ad Hoc Task Reporting, selecting the queue selects all ad hoc tasks in that queue. To select individual ad hoc tasks, click the arrow beside the queue to select specific tasks within the queue.

    To select all life cycles and queues or ad hoc tasks, click All at the bottom of the dialog box. To clear all selections, click None.

    Note:

    If Transition Reporting and Ad Hoc Task Reporting are both selected, the data provider only includes transition data for queues that contain the selected ad hoc tasks. With both selected, you cannot select queues for transition reporting separate from ad hoc task reporting.

  11. Click OK. The Select items you would like to report on dialog box is displayed, showing the life cycles and queues or ad hoc tasks you selected.
  12. Select additional options at the lower left of the Select items you would like to report on dialog box (the additional options available depend on the data retrieval options selected):
    • Prompt users to select queues at runtime: Allow users to select the life cycles and queues to include in the results when the dashboard is accessed by them.

    • Prompt users to select ad hoc tasks at runtime: Allow users to select the life cycles and ad hoc tasks to include in the results when the dashboard is accessed by them.

    • Enable Log Execution for the configured tasks: Include the elapsed time of data retrieval and runtime parameter information for configured ad hoc tasks in the History log.

      Note:

      In order for Ad Hoc Task Reporting to return data, logging must be enabled for the execution of ad hoc tasks. Logging for tasks can be enabled here or in Workflow.

    To change life cycle and queue or ad hoc task selections, click the Select Queues or Select Ad Hoc Tasks button to display the Queue Selection dialog box.

    Note:

    If Prompt users to select queues at runtime or Prompt users to select ad hoc tasks at runtime is selected, any previously added queues or ad hoc tasks are removed and the Select... button is disabled.

  13. Click Next. The Select options on how the data provider retrieves data dialog box is displayed.
  14. Select the additional security options for how the data is retrieved.
    • Respect Security Keywords

    • Respect Load Balancing

      Note:

      Respect Load Balancing is only available if all of the selected queues are configured for load balancing in Workflow. If one or more selected queues are not load balanced, Respect Load Balancing is not available.

  15. If Respect Load Balancing is selected you must select a user option.
    • Unassigned: The data returned is for unassigned items.

    • Current User: The data returned is for the current load-balanced User Group or user role when the dashboard is accessed.

    • Specific User: The data returned is for a specific User Group or user role. You must select the User Group or user role from the drop-down list that is enabled. You can also select Allow value to be changed at runtime to allow the user accessing the dashboard to change the specific User Group or user role when the dashboard is accessed.

  16. Select Display all date/time columns in local time to display date and time information in the user's local time.
  17. Click Next. The Add keywords to be returned by this data provider dialog box is displayed.
    Note:

    Several Keyword Types may already be added automatically, but they can be removed. Keyword Types that represent Workflow properties, which are added automatically by the system to every life cycle and queue, are denoted with angle brackets >> before the Keyword Type name. For example, >> Content ID is the field for the Document handle in OnBase(the names can be changed during configuration).

  18. To add additional Keyword Types, click Add. The Select Keyword(s) dialog box is displayed. Only the Keywords Types available for items the configured (e.g., Document Types or Workflow queues) are included in the dialog box.
    Tip:

    To show only previously selected Keyword Types, select Only Show Selected Items at the bottom of the main pane. To find a specific Keyword Type, type the first few letters of its name or its full name in the Find... field and the list is filtered accordingly.

  19. To select a Keyword Type, move the cursor over the row for that Keyword Type and select the checkbox that is displayed.

    To remove a Keyword Type, deselect the checkbox beside the name of the Keyword Type.

    Note:

    Keyword Types that represent Workflow properties, which are added automatically by the system to every life cycle and queue, are denoted with angle brackets >> before the Keyword Type name. Security Keyword settings are respected by Workflow.

  20. Click OK at the Select Keyword(s) dialog box to save your selections. You are returned to the Select the keyword(s) to be displayed and/or used as parameter(s) dialog box.
  21. To remove Keyword Types from the data provider, select the Keyword Type to remove and click Remove. You are not prompted to confirm this action.
  22. Select the Parameter check box to include the Keyword Type as an input parameter to limit the data returned by the data provider.
    Tip:

    To reduce the processing requirements of Workflow, it is a best practice to configure required input parameters for every Data Provider, or configure parameters with default values to be used if a value is not entered.

  23. If Parameter is selected you can configure additional options for the parameter:
    • Runtime: Select this option to allow the user to change the default value of the parameter at runtime when the data provider is used.

    • Required: Select the Required option to force the user to enter a value for the Keyword Type before returning data for the data provider.

    • Multiple: Select this option to allow the user to select multiple values for the parameter if the parameter is a drop-down list.

  24. Click OK. You are returned to the Add keywords to be returned by this data provider dialog box.
  25. Click Next. If Parameter was selected for any Keywords the Provide default values for the input parameters dialog box is displayed. The data entry fields available in this dialog box depend on the Keywords that need to be configured.

    The type of data entry fields depends on the Keyword Types that default values can be configured for. The character length of input values is limited to the length specified by the corresponding Keyword Type configuration.

    For text fields, enter the default value and select a logical operator that defines how the value entered is compared to the value returned by the data provider. The data is used in the dashboard only if the result of the logical operator is true.

    Logical Operator

    Description

    =

    The value entered is the same as the value returned.

    >

    The value entered is greater than the value returned. This operator only applies to numeric data.

    >=

    The value entered is greater than or equal to the value returned. This operator only applies to numeric data.

    <

    The value entered is less than the value returned. This operator only applies to numeric data.

    <=

    The value entered is less than or equal to the value returned. This operator only applies to numeric data.

    <>

    The value entered is not the same as the value returned.

    For date fields, enter the default dates in the From and To fields or click the calendar button to select a date from a graphical calendar.

  26. Click Next. The Choose the display columns for the data provider dialog box is displayed.
  27. Select a display column to include it in the results or deselect it to hide it.
    Note:

    In order for users to be able to open a Workflow object directly from a dashboard, the corresponding ID Keyword must be included as a display column.

    Click None to deselect all display columns or click All to select all display columns.

    Tip:

    A preview of the type of data that is returned with the display columns selected is displayed in the preview pane at the right of the list of display columns. If the data returned is not acceptable, select different display columns or click Previous to reconfigure previous aspects of the data provider.

  28. To reorder the display columns, drag-and-drop the column headings in the preview pane to put them in the desired order.
  29. To rename a display column, double click it in the list and type the new name in the field provided. Click anywhere outside the field to save the changes.
  30. Click Next. The Who should have access to the data provider? dialog box is displayed.
  31. To grant access to a new user, click Add. The Select Users dialog box is displayed. Only users and users groups with access to Workflow are listed.
    Tip:

    To show only users, select Specific User from the drop-down list, and to show only User Groups, select User Group from the drop-down list. To find a specific user or User Group, type the first few letters of the name or the full name in the Find... field and the list is filtered accordingly. To show only previously selected users, select Only show selected items.

  32. To grant access to the dashboard or report to a user or User Group, move the cursor over that user or User Group's row and select the check box that is displayed.

    To remove a user or User Group's access, deselect the check box beside their name.

    Note:

    Access cannot be changed for the owner.

  33. Click OK to save your user selections.
    CAUTION:

    When any dashboard or report is accessed by a user, data for all configured items (such as Document Types or Workflow queues) is returned, even if the user accessing the dashboard or report does not have access to those items in OnBase.

  34. To remove users or user groups, right-click the user's name and select Remove. You are not prompted to confirm this action.
    Note:

    Access for the user account that created the data provider cannot be removed or changed. The data provider creator always has the full access to the data provider.

  35. To change a user's access level, right-click the user's name in the list and select Full Control:
    • If the user currently has Execute Only access, they are granted Full Control.

    • If the user currently has Full Control, their access level is reduced to Execute Only.

    Full Control allows the user to configure the settings for the data provider, including user access. Execute Only allows the user to use, but not configure, the data provider.

    Note:

    The owner is the user who created the data provider. Access cannot be changed for the owner.

  36. Click Next. The Summary dialog box is displayed. Review the information in the main pane to confirm that the data provider is correctly configured. If not, click Previous to return to the various configuration dialog boxes so that changes can be made.
  37. Click Finish. The data provider is saved and is available for use with dashboards.