Mass Maintenance

Enter Data for a Request

NOTE: Templates in Mass Maintenance are highly customizable and can be configured to have multiple Role IDs with the Role Type of Data. Users assigned to these roles add or update request data. A template can have multiple Data Entry roles. The generic term “Data Entry role” is used throughout this use case, and can refer to one or multiple Role IDs with the Role Type of Data.

There are three methods to update request data in Mass Maintenance:

  • Manual change is used to manually update records on the data entry page. This option is used if a mass change needs to be made to only a few records in the target ERP system or the changes on the data entry page are unique per record. Refer to Manually Change Data for more information.

  • Mass change is used if there are several records on the data entry page that require the same change. For example, if there are 100,000 records to be loaded into the target system, editing each record individually would not be possible given time constraints. If 10,000 of these records (which can be identified via a Where Clause) require the same change, use the mass change feature to expedite the change process. Refer to Mass Change Data for more information.

  • External change is used to manipulate data that is stored externally to Mass Maintenance or if manipulation of that data is streamlined using an external tool. Once the data is manipulated outside of Mass Maintenance, it can be imported into the request using the View or File methods. To externally change data with a file or a view, refer to Import a View at the Request-Role Level and Import a File at the Request-Role Level.

Manually Change Data

Manually update or enter data in Mass Maintenance if:

  • There are only a few records on the data entry page to be updated.

  • The changes on the data entry page are unique per record.

NOTE: A user assigned to the Data role for the request will receive an email when a request is ready to be processed if the SEND WORKFLOW check box is enabled for the user on the User page.

NOTE: If the request has Org Units assigned, Mass Maintenance will only sendUser H workflow emails to users who have Org Unit security for values on the request.

NOTE: The Finish process initiates the workflow email to users assigned to the next role (if the SEND WORKFLOW check box is enabled on the User page for this user). The Finish process displays a notification from within Mass Maintenance to users assigned to the next role (if the SEND NOTIFICATION check box is enabled on the User page for this user).

To manually change request data:

  1. Select Requests on the Navigation pane.

  2. Click Roles for a request

    Or

    Click the link in the workflow email generated by Mass Maintenance.

    NOTE: The count on the Roles icon is the number of roles the current user can access, not the total number of roles for the request.

  3. Click DATA ENTRY for the role that allows data entry.
  4. Populate all applicable fields.
  5. Click Save.
  6. Navigate to the Request (Roles)page.

  7. Click Finish when data entry is complete.

    NOTE: The Finish process initiates the workflow email to users assigned to the next role (if the SEND WORKFLOW check box is enabled on the User page for this user).

    NOTE: If the request has Org Units assigned, Mass Maintenance will only send workflow emails to users who have Org Unit security for values on the request.

    NOTE: The Data role is finished differently if:

    • The template uses Org Units and

    • Users have been assigned to different Org Unit values and

    • The Org Unit security view has been added to the Horizontal View of the Data Entry pages.

In this case, the Finish button will not dither and the Data role will not be finished until the Data role for all Org Unit Values has been finished. In other words, a user assigned to each Org Unit Value must finish the Data role before the request can move to the Review role. Until this condition is met, the Finish button will remain active. Refer to Updates to Finishing a Data Role for Templates with the Security View for more information.

Mass Change Data

The Mass Change feature permits users to update records based on a field and a value on the data entry page using an update statement formed Mass Maintenancethat uses the settings on the Request Mass Change page. This page provides a way to make mass changes to data on the data entry pages quickly, accurately and without having to move the data out of the DSP®. Use the Where Clause Builder to further filter the data that requires an update.

NOTE: A user assigned to the data entry role for the request will receive an email when a request is ready to be processed if the SENDWORKFLOW check box is enabled for the user on the User page.

NOTE: If the request has Org Units assigned, Mass Maintenance will only send workflow emails to users who have Org Unit security for values on the request.

NOTE: Columns can be excluded from mass change. Refer to Configure Columns to Exclude from Mass Change for more information.

NOTE: Multiple mass changes can be applied for a single data entry page.

NOTE: For requests with Org Units that use a mass change, if the Horizontal View of the Data Entry page has been modified to include the security view and boaUserID, only the records to which the user has access will be updated when mass change is executed. Refer to Incorporate the Security View into Request Processing for more information.

NOTE: The Finish process initiates the workflow email to users assigned to the next role (if the SEND WORKFLOW check box is enabled on the User page for this user). The Finish process displays a notification from within Mass Maintenance to users assigned to the next role (if the SEND NOTIFICATION check box is enabled on the User page for this user).

To mass change data:

  1. Select Requests on the Navigation pane.

  2. Click Roles for a request.

    Or

    Click the link in the workflow email generated by Mass Maintenance.

    NOTE: The count on the Roles icon is the number of roles the current user can access, not the total number of roles for the request.

  3. Click DATA ENTRY for the role that allows data entry.
  4. Click Mass Change on the Page toolbar.

  5. Click Edit.

    View the field descriptions for the Request Mass Change page.

  6. Select a column from COLUMN NAME list box.

    NOTE: The COLUMN NAME column is updated by the Mass Change action.

  7. Enter a mass change value in VALUE field.

    NOTE: The VALUE field is the value written to the column selected in the COLUMN NAME field. This value could also be another field name in the data entry table, in which case, the value would update the COLUMN NAME with the VALUE from that field.

  8. Click Save.

  9. Click Build Where Clause to aid with the filtering of data that requires an update.

    NOTE: Refer to Build Mass Change Where Clause for detailed information.

  10. Click Execute when the mass change is ready to be processed; a confirmation message displays.

    NOTE: The execute process applies the mass change value to all rows for the selected column on the data entry page that meet the criteria in the Where Clause (if one exists).

  11. Click Yes.

    NOTE: Once the execute process completes, a confirmation message displays.

  12. Click Ok.

  13. Click View Data to view a report of the mass changed data.

  14. Navigate to the Request (Roles) page.

  15. Click Finish when the data update is complete.

    NOTE: The Finish process initiates the workflow email to users assigned to the next role (if the SEND WORKFLOW check box is enabled on the User page for user(s) assigned to the next dependent role).

    NOTE: If the request has Org Units assigned, Mass Maintenance will only send workflow emails to users who have Org Unit security for values on the request.

    NOTE: If:

    • The template uses Org Units and

    • Users have been assigned to different Org Unit values and

    • The Org Unit security view has been added to the Horizontal View of the Data Entry pages

The Finish button will not dither and the Data role will not be finished until the Data role for all Org Unit Values has been finished. In other words, a user assigned to each Org Unit Value must finish the Data role before the request can move to the Review role. Until this condition is met, the Finish button will remain active. Refer to Updates to Finishing a Data Role for Templates with the Security View for more information.

Build Mass Change Where Clause

A Where clause can be built to limit data that is updated via Mass Change. Multiple Where clauses can be added to a single mass change.

There are two ways to create a Where clause for the Mass Change feature:

Use the Build Where Clause Feature if creating an AND Where clause. The Where Clause Builder alleviates the need to write syntactically correct SQL, thereby expanding the usability of the mass change functionality beyond technical users.

Manually build a Where clause that is more complex than what can be automatically generated.

NOTE: If a user builds a Where clause manually and specifies a Role record to which that user does not have access, that record is not updated in the Mass Change.

NOTE: This feature can also be used to modify an automatically-generated Where clause.

To automatically generate a Where clause:

  1. Select Requests on the Navigation pane.

  2. Click Roles for a request.

    NOTE: The count on the Roles icon is the number of roles the current user can access, not the total number of roles for the request.

  3. Click DATA ENTRY for the role that allows data entry.
  4. Click Mass Change.

  5. Click Build Where Clause for a Mass Change record.

    NOTE: Refer to Mass Change Data for more information.

    NOTE: If no records exist, the page displays in add mode. Otherwise, click Add.

    View the field descriptions for the Request Mass Change (Where Clause) page

  6. Select a column from COLUMN NAME list box.

    NOTE: The COLUMN NAME column is used in the comparison operation used by the Mass Change action.

  7. Select a value from CONDITIONAL list box.

  8. Enter the value associated with the condition in VALUE field.

    NOTE: The VALUE can be a field name if a comparison was required between two fields, for example, WHERE X < Y.

  9. Click Save.
  10. Repeat steps # 6 – 9 to “AND” together more Where clause strings.

To manually create a Where clause:

  1. Select Requests on the Navigation pane.

  2. Click Roles for a request.

    NOTE: The count on the Roles icon is the number of roles the current user can access, not the number of roles for the request.

  3. Click DATA ENTRY for the role that allows data entry.
  4. Click Mass Change on the Page Toolbar.
  5. Click Vertical View for a Mass Change record.

  6. Click Edit.

    View the field descriptions for the Request Mass Change page’s Vertical View.

  7. Enter a filter in Where Clause field.

    Or

    Modify the Where clause generated by the Where Clause Builder.

    NOTE: If the user specifies a Role record to which that user does not have access, that record is not updated in the Mass Change.  

  8. Click Save.