Master Data Management

Review Request Changes

To assist in the review process, a Designer can configure a list of Content WebApp tables and columns that can be audited. The changes tracked in these audits display for a request for the Review role. The Review role can then view all the changes that have occurred within the Application role(s) that the Review role is dependent on.

Before a Role Processor with the Review role can view all changes for a request, an Administrator must configure settings in System Administration and a Designer must configure settings in MDM.

For data to display for the Review role on the Review Role Audit Details page, auditing must be enabled in System Administration and the tables and columns to be audited must be configured at the category level MDM.

This section contains the following topics:

Enable Auditing for the Content WebApp Tables

For the Review role to view the changes for a request, an Administrator must enable auditing for a table for the Content WebApp data source. The table contains the data that is used in the request and any updates to this data display for the Review role on the Review Role Audit Details page.

To enable auditing for a table in the Content WebApp’s data source:

  1. Click Admin > Data Sources in the Navigation pane.
  2. Click the Audit icon for the Content WebApp’s data source.
  3. Click Edit.
  4. Select the data source from Audit Data Source ID list box.

  5. Click Save.

    NOTE: The tables to be audited must be added.

  6. Click the Tables icon.
  7. Select the table from Table Name list box.
  8. Verify Enable Auditing check box is enabled.

  9. Click Save.

    These buttons become enabled on the Horizontal View.

    • Build Audit Tables – Creates the audit tables in the specified data source. Once the tables are built, the Snapshot Data button is enabled.
    • Snapshot Data – Creates a copy of the tables when the snapshot is taken. When a record is edited, the audit trail records both the before and the after values. However, the trail only shows values that are edited. Snapshot Data can be viewed as an insert for existing records. If the audit is enabled after the table has values in it, the trail has no way of telling where the data came from, so the snapshot is a way of verifying that some data existed prior to auditing.
    • Check Columns – Reports any differences between the columns in the table and the audit table. When the audit tables are built, all the columns from the table that are being audited are included. However, it is possible to have a case where the columns in the table and the audit tables do not match. There can be two reasons for the misalignment: 1) the Designer removed some columns from the audit table because those values should not be audited or 2) the Designer added columns to the table after the audit tables were built and did not manually update the audit tables.
  10. Click Build Audit Tables button, a validation message displays.
  11. Click OK.
  12. Click Snapshot button, a validation message displays.
  13. Click OK.

Once auditing is enabled, the table(s) displays on the Audit Table Registration page in MDM, where individual tables and columns can be enabled or disabled for auditing.

Continue with Register Tables and Columns to be Audited.

Register Tables and Columns to be Audited

A Designer configures which Content WebApp tables and columns are audited in MDM. Changes to requests based on the data in these tables and columns is then tracked and displayed for a user with the Review role.

NOTE: Data that was updated before auditing was enabled is not included in the audited changes.

To register tables and columns to be audited:

  1. Click Master Data Management > Design in the Navigation pane.
  2. Click Vertical View for a category.
  3. Click the Rules and Actions tab.
  4. Click the Table Registration icon.

    NOTE: The Audit Table Registration page displays any tables that have had auditing enabled for the Default WebApp ID (the Content WebApp) in System Administration.

  5. Click the ENABLED check box to disable it if a table should not be audited.

    NOTE: By default, all tables are audited.

    NOTE: If tables are not audited, updates to this table’s data for a request do not display for the Review role on the Review Role Audit Details page.

  6. Click the Columns icon for a table.

    NOTE: All columns in the table selected on the Audit Table Registration page display. These columns are enabled for auditing by default.

  7. Click the ENABLED check box to uncheck it if changes to a column’s data must not be audited.  
  8. Click the PRIMARY KEY check box.

    NOTE: This check box must be checked for the Key to Record field to display on the Review Role Audit Details page.

  9. Click the INCLUDE IN RECORD KEY check box to display the column name in the Key to Record field on the Review Role Audit Details page.

Adding additional columns can provide more information to the Review role when evaluating updates in a request.

Key fields are not affected by this setting, with the exception of the RequestID. Key fields display in the Key to Record field, even if this check box is unchecked. However, the display of the RequestID column can be controlled using this option. For example, the user disables this option for the key fields DATE_FROM and RequestID. In the Key to Record field, the DATE_FROM field still displays. The RequestID field does not.

Audit data for tables or columns that were updated is loaded into staging tables, and can then be viewed by the Review role for requests based on the data in the table(s) or column(s).

Audit data is automatically loaded to the staging tables when table or column registrations are updated. If the audit data must be loaded immediately, click the Load Audit Data icon.

After this task is complete a user with the Review role can view changes for a request.

View Request Changes as the Review Role

When the Application role with the highest priority is finished and the Review role becomes available for the request, the Review role can view all of the request’s changes for all Application role(s) the Review role is dependent on.

NOTE: If auditing is enabled for the category’s Default WebApp ID, a workflow message is sent to the Review role when the Application role is finished and the Review role becomes available. The message lists the changed data records for the request. The Review role receives these workflow messages based on workflow receipt preferences. Refer to Set User Workflow Receipt Preferences for more information.

To view the changes for a request:

  1. Click Master Data Management > Requests in the Navigation pane.
  2. Click Roles for a request.
  3. Click the Tasks icon for the Review role.

  4. Click the Review Changes icon for a task.

    NOTE: The Review role must be active (i.e., the Application role with the highest priority must be finished) for the Review Changes icon to be active.