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Creating Case Entities

31 Jul 2024
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Creating Case Entities

Updated on 31 Jul 2024
4 Minutes to read

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Overview

Interested in Process Mining?

Case Entities support process mining functionalities to optimize any business process by visualizing and then suggesting improvements.

Refer to the above article for further information about process mining benefits.

Data Structure Quick Summary
Complexity?	Performance Impact?	Saves to Database?	Configuration Folder?	Entity Framework?	Folder Behavior?	Process Tracking?
High	High	Yes	Yes	Yes	Yes	Yes

The Case Entity Data Structure is a folder-based data type that has multiple states that can be defined. It is not limited to following a linear process but can move from one state to any other state. The Case Editor allows users to define actions that apply to each state. The folder type behavior allows users to build Dashboards or store other data such as Entities or Assignments.

Creating A Case Entity

In a Designer Project, select CREATE DATATYPES/INTEGRATION from the Global Action Bar.
In the Create DataTypes/Integration window, select Case Entity.
In the resulting Case Entity window, declare a name for the Case Entity (EmploymentApplication).
Declare the Case Entity's data fields by inputting a Name and selecting a Type. This example creates String data fields with the names "ApplicantFirstName", "ApplicantLastName", "ApplicantEmail". "YearsOfExperience", "HasResume", and "RequestedSalary".
Select SAVE to create the Case Entity.

Case Entity Creation Settings

CASE SETUP
	Case ID Prefix	Adds a prefix character to the Case ID
	Case ID Prefix Length	Specifies the length of the Case ID
BEHAVIOR
	Default Action Bar Visibility	Specifies how to action bar is displayed (Show, Collapse, Hide)
	Lock Screen On Timeout	Locks the screen when timeout period as started
	Show Default Folder Pages	Displays the default folder
	Show In Tree	Displays the Folder Extension in the Folder Tree
	Define Default Page Name	Specifies the default page name
ADVANCED
	Enable Caching	Enables the Entity to be loaded into the cache
	Enable Process Mining	Enables the Data Structure to be used with Process Mining
	Hide In Search	Hides the data type from appearing when being searched
	Include ID In Flow Cache Key	Adds the GUID to the Cache Step Key for easier searching
	Type Name Space	Creates the unique identifier for the Entity (namespace.typename) to generate the SQL table name for the Entity (namespace_typename)
	Audit Changes	Saves changes to Entity data in the Audited Entities table. This option is used when data monitoring is required for this Entity
	Category Order	Allows data field categories to be organized by the Designer.
	Include Type Name In Description	This enables or disables the visibility of the Type namespace
ACTIONS
	Show Add With Data	Displays the Add With Data action
	Override Create Action Name	Allows user to specify a different name for the Create action
	Show Description On Add	Displays the description on the Create window
	Add Category Name	Allows a Category name to be specified
	Add Sub Category Name	Allows a Sub Category Name
	Show Delete Action	Displays Delete action
	Show Edit Action	Displays Edit action
	Show Add Comment	Displays Add Comment action
	Show Add Document	Displays Add Document action
	Show Manage Permissions	Displays ability to manage permissions
	Show Move Folder	Displays Move Folder action
	Show Add Sub Folder	Displays Add Sub Folder action
	Show Add ToDo	Displays Add ToDo action
	Show Change Name	Displays the ability to Change Name
	Show Change State Action	Displays Change State action

Enabling Process Mining

To allow data within the Case Entity to be used in process mining, enabled the Enable Process Mining setting in the Case Entity creation dialog under the Advanced section.

Ensure there are data fields within the Case Entity that fulfill the data variable requirements for process mining.

State Configuration

After clicking SAVE to confirm creation, the CASE EDITOR Page automatically opens.

The Case Editor organizes data within the Case Entity as states numbered and placed linearly from left to right. By default, the Case Editor only contains Started and Completed states.

To add more states to the Data Structure click the ADD STATE button to add another state at the end of the current chronological sequence.

To rearrange states, hover over the state, click the dropdown arrow, and select either the Move Left or Move Right actions. The States at the end of the order cannot move further right and vice versa.

To edit the State hover over the State, click the dropdown arrow, and select Edit in the action menu. The Edit Expected State window will allow users to configure the Order, Color, Create Assignments, and Assign the state to accounts or groups.

Adding an Activity or Trigger Flow

The next significant action in the Case Editor is the Add Activity action underneath a state. When clicked on, this opens a menu containing the User Action and Trigger Flow actions.

Furthermore, more types of Activities and Trigger Flows are available under their respective dropdown menus at the top of the Case Editor Page.

Action Activity	Function
User Action	Creates a right-clickable action via Flow logic to act upon reported data
		User Action	Create an action visible only within this specific Case Entity
		Group User Action	Create an action visible for a group of Case Entities
		Shared User Action	Create an action visible in all Case Entities in the instance i.e. create a new custom, global user action
		Add Entity Action	Create an action visible on all Entities within the Case Entity
Trigger Flows	Creates a Flow that will run once a case within the Case Entity enters the specified state
		Auto Trigger/Transition	Create a Flow(s) that starts once data enters the specified state in the Case Entity
		Shared Auto Trigger/State Transition	Create a Flow(s) that starts once data enters the same named state occurring in any and all Case Entities i.e. a new global auto trigger flow for the specified state

Hiding the Actions Bar in the Case View

After creating data for a Case Entity, it can be viewed in the Folder in the Case View.

In the Case View, the Actions Bar's view can be edited the Default Action Bar Visibility setting either upon Case Entity creation or edited later in the Edit Case Entity window. Changing this setting effects all data even those created before the change.

Action Bar Visibility Option	Description
Show	The Action Bar appears underneath the orange banner similar to the Folder view.
Collapse	The Action Bar appears by default, but it may be collapsed
Hide	The Action Bar is hidden from the Case View.

For further information on Data Structures, visit the Decisions Forum.

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What's Next

Creating Entities

Table of contents

Overview
Creating A Case Entity
Case Entity Creation Settings
Enabling Process Mining
State Configuration
Adding an Activity or Trigger Flow
Hiding the Actions Bar in the Case View