Creating Case Entities
  • 01 Feb 2024
  • 4 Minutes to read
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Creating Case Entities

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Article Summary


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

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

  1.  In a Designer Project, select CREATE DATATYPES/INTEGRATION from the Global Action Bar.
  2. In the Create DataTypes/Integration window, select Case Entity.
  3. In the resulting Case Entity window, declare a name for the Case Entity (EmploymentApplication).
  4. 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".
  5. Select SAVE to create the Case Entity.

Case Entity Creation Settings


Case ID PrefixAdds a prefix character to the Case ID

Case ID Prefix LengthSpecifies the length of the Case ID

Default Action Bar VisibilitySpecifies how to action bar is displayed (Show, Collapse, Hide)

Lock Screen On TimeoutLocks the screen when timeout period as started

Show Default Folder PagesDisplays the default folder

Show In TreeDisplays the Folder Extension in the Folder Tree

Define Default Page NameSpecifies the default page name

Enable CachingEnables the Entity to be loaded into the cache

Enable Process MiningEnables the Data Structure to be used with Process Mining

Hide In SearchHides the data type from appearing when being searched

Include ID In Flow Cache KeyAdds the GUID to the Cache Step Key for easier searching

Type Name SpaceCreates the unique identifier for the Entity (namespace.typename) to generate the SQL table name for the Entity (namespace_typename)

Audit ChangesSaves changes to Entity data in the Audited Entities table. This option is used when data monitoring is required for this Entity

Category OrderAllows data field categories to be organized by the Designer.

Include Type Name In DescriptionThis enables or disables the visibility of the Type namespace

Show Add With DataDisplays the Add With Data action

Override Create Action NameAllows user to specify a different name for the Create action

Show Description On AddDisplays the description on the Create window

Add Category NameAllows a Category name to be specified 

Add Sub Category NameAllows a Sub Category Name

Show Delete ActionDisplays Delete action

Show Edit ActionDisplays Edit action

Show Add CommentDisplays Add Comment action

Show Add DocumentDisplays Add Document action

Show Manage PermissionsDisplays ability to manage permissions

Show Move FolderDisplays Move Folder action

Show Add Sub FolderDisplays Add Sub Folder action

Show Add ToDoDisplays Add ToDo action

Show Change NameDisplays the ability to Change Name

Show Change State ActionDisplays 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 ActivityFunction
User ActionCreates a right-clickable action via Flow logic to act upon reported data

User ActionCreate an action visible only within this specific Case Entity
Group User ActionCreate an action visible for a group of Case Entities
Shared User ActionCreate an action visible in all Case Entities in the instance i.e. create a new custom, global user action
Add Entity ActionCreate an action visible on all Entities within the Case Entity
Trigger FlowsCreates a Flow that will run once a case within the Case Entity enters the specified state

Auto Trigger/TransitionCreate a Flow(s) that starts once data enters the specified state in the Case Entity
Shared Auto Trigger/State TransitionCreate 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 OptionDescription
ShowThe Action Bar appears underneath the orange banner similar to the Folder view. 
CollapseThe Action Bar appears by default, but it may be collapsed 
HideThe Action Bar is hidden from the Case View.

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

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