Template (External Request Scenario) H

Description

Displays subject line of the external email received by Mass Maintenance.Mass Maintenance uses this external request scenario for the template to create a request. The alias is a unique name typically related to the name of the template.

Displays name or brief description of the scenario.

Displays description used for a request created from this External Request Scenario. This format is used as the request’s description on the Request page. The field defaults to Request from #RequesterEmailAddress# - #Date#  where the RequesterEmailAddress is the address of the user who submitted the email to create the request, and the Date is the date that the email was received at the External Data Email Account.

If enabled, this external request scenario is configured to create a request and accept an Excel file attached to an email from a designated contact. The Excel file provides data for the first Data Entry role in the workflow. In this case, not only will the request be created, but the worksheet data from the Excel file will be inserted into the table used by the first Data Entry role (after certain conditions are met).

NOTE: This check box cannot be disabled if:

• The template has been activated, even if the template is in Developer mode

• The template has not yet been activated, but an Excel file has been added to the external request scenario.

The check box can be disabled if the template has not yet been activated, and an Excel file has been added to the external request scenario, but the user clears data from all fields on the Template (External Request Scenario) page's Vertical View on the Advanced tab.

Click to open the Template (External Request Scenario Email Address) page to add, edit and delete email addresses that can send an email to create a request in Mass Maintenance for the scenario.

Click to open the Template (External Request Scenario External Role) page to add and edit external roles assigned to the external scenario.

This icon only displays if:

• External Data roles are assigned to the template and
• EXCEL ALLOWED is not enabled for the particular External Request Scenario.

Click to open the Template (External Request Scenarios Connections) page to set a connection to a target system for each process template used in the scenario.

Refer to Establish a Connection to a Target System for more information.

NOTE: If a user adds a request based on this template and does not select a connection ID, the default connection assigned to the Integrate Template is used for the request.

Description

Displays the subject line of the external email received by Mass Maintenance. When Mass Maintenance receives an external email, if the subject line of the email contains this text, Mass Maintenance uses this external request scenario for the template to create a request.

NOTE: If Mass Maintenance receives an email without a valid Subject Alias, the email fails a validation and processing stops. Mass Maintenance sends the email back to the original sender for correction.

Displays the name or brief description of the scenario. Use this field to identify the scenario, and, if the template has multiple scenarios, to distinguish it from others attached to the template.

Displays the description used for a request created from this external request scenario. This format is used as the request’s description on the Request page. The field defaults to Request from #RequesterEmailAddress# - #Date# where the RequesterEmailAddress is the address of the user who submitted the email to create the request, and the Date is the date that the email was received at the External Data Email Account.

Click to open the Template (External Request Scenarios Connections) page to set a connection to a target system for each process template used in the scenario.

Click to open the Template (External Request Scenario Email Address) page to add, edit and delete email addresses that can send an email to create a request in Mass Maintenance for the scenario. Refer to Add Email Addresses for a Scenario for more information.

Click to open the Template (External Request Scenario External Role) page to add and edit external roles assigned to the external scenario.

This icon only displays if:

• External Data roles are assigned to the template and
• EXCEL ALLOWED is not enabled for the particular External Request Scenario.

Refer to Use External Data Roles in Request Processing for more information.

Description

Excel Definition

If enabled, this external request scenario is configured to create a request and accept an Excel file attached to an email from a designated contact. The Excel file provides data for the first Data Entry role in the workflow. In this case, not only will the request be created, but the worksheet data from the Excel file will be inserted into the table used by the first Data Entry role (after certain conditions are met).

This check box cannot be disabled if:

• The template has been activated, even if the template is in Developer mode
• The template has not yet been activated, but an Excel file has been added to the external request scenario.

The check box can be disabled if the template has not yet been activated, an Excel file has been added to the external request scenario, but the user clears data from all fields on the Template (External Request Scenario) page's Vertical View on the Advanced tab.

If enabled, the Data Entry role with the lowest priority is to be finished once the data from the spreadsheet has passed validations and been written to the Data Entry table.

In this case, the request moves to the next role in the workflow, either the next Data role or a Review role, and a user assigned to this next role receives a workflow message that the role is ready. The FINISHED BY column on the Request (Roles) page displays the email of the user who submitted the Excel file. The FINISHED ON column displays the date the email was received.

If the Finish First Role check box is disabled, the Data Entry role with the lowest priority receives a workflow message that the role is ready after the data from the Excel file has passed validations and been written to the Data Entry table.

Displays the name of the worksheet in the sample Excel file. A version of this worksheet with Request-ready data will be mailed to the external data email account to create requests for this template.

NOTE: This name is case sensitive.

Displays the name of the data source where the staging table will be created and stored.The dspCompose_Data data source is the recommended selection.

Displays the name of the table that will be used to import Excel attachment spreadsheet data.

The name can be automatically generated by Mass Maintenance in the format st[Template name][Subject Alias]ExcelStaging when the Sample Sheet is uploaded.

Click to upload the sample Excel file.

The file must be in a specified format.

• The first row contains the column names of the table that will be created for the lowest priority Data Entry role for the request.
• The second row is ignored, and could contain column descriptions to assist users when entering data.
• The third row is the first data record imported into the staging table.

NOTE: The only files that can be uploaded are Excel files (with an .xls or .xlsx extension).

Click to create the staging table in the data source identified in the Staging Data Source ID field with the name in the Staging Table Name field.

Click to open the Template (External Request Scenario Column) page to map columns from the sample sheet to columns in the template.

NOTE: The Map Sheet Columns icon is only active once the following two criteria are met:

• An Excel file has been successfully processed for this scenario. Refer to Create an External Request Scenario for an Excel-initiated Request for more information.
• The Template has been generated.  Generate a template on the Templates page’s Vertical View on the General tab.

NOTE: The count on this icon represents the number of columns that have been mapped from the Excel file to the staging table.

Refer to Map Columns from the Template to Columns from the Excel Filefor more information.

Click to open the Template (Event Rule) page to add, edit and delete rules. Refer to Create Custom Rules for Excel-initiated Requests for more information.

NOTE: The count on this icon represents the number of rules that have been added to the external request scenario. These rules run on data in the staging table before it is moved to the data entry table.

Click to clear the staging area, allowing the staging table to be rebuilt if the sample sheet must be uploaded after the initial upload.