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chapter8

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									                                                         Rollbase in Action: The Fast Path to SaaS



Chapter 8: Additional Application Tools

Chapter Overview
In this chapter we discuss application tools and capabilities not covered in previous chapters,
including:

      Auditing
      Communication Logs
      Printing Records and PDF Generation
      Cloning Records and New Record Templates
      Converting Records
      Locking Records

This chapter covers the following critical areas in detail: Auditing (Object level, Field level and
custom audit trail entries); record conversion and conversion templates; cloning records
(including related records); communication logs; PDF generation; and new record Templates.

Auditing
Rollbase automatically creates audit trail entries for records to keep track of a history of changes
to Object records and Object definitions. Audit trail records cannot be modified or deleted; they
are only deleted when their related Object record is deleted.

To enable auditing on Object records, enable the “Audit Trail” attribute for the Object definition:




Audit trail entries are displayed in a list view component which is placed in the “System Info”
tab by default in an object’s View Page. You can move or remove it using the Page Editor.

Audit trail records are automatically be created in the following cases:

      When a record is created or updated and the Object has the Audit Trail attribute enabled.

      When a record is deleted and the Object has the Audit Trail attribute enabled. In this case
       the audit trail entry will be recorded in the associated User’s audit trail.



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      When a Field has the “Track all changes…” attribute enabled and the content of the Field
       has been changed (in this case the audit trail record is created without regard to the
       Object level Audit Trail attribute).




      When an email related to an Object record is sent. In this case, the View link in the
       Action column allows viewing a copy of the email message that was sent.

You can create a Workflow Trigger of type “Create Activity Trail Record” to generate custom
template-based audit trail entries when a record is created or updated.


    Note: This audit trail entry is created when the email message is actually sent, typically with
a small delay.

The following screenshot illustrates several types of Audit Trail entries associated with an Object
record:




The Audit Trail list view component shows the 20 most recent entries. Use the Show All link to
see more (up to 100) entries in a pop-up window. You can also export all entries to XLS or CSV
format from this window.

Audit Trail entries are also created when you make changes to an Object Definition or
Application. You can see these records on the bottom of the Object View and Application View
Pages.




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Finally, some types of administrative Audit Trail entries related to a customer zone in general
can be found on the bottom of the Administration Setup Page. These records include, for
example, a copy of email messages sent as result of large asynchronous data imports.




Communication Logs
Communication Log records are used to keep track of email messages, phone calls and other
forms of communication. Unlike Audit Trail entries, you can add Fields to the Communication
Log object definition and modify its Pages and Views.




When an object with “Contact” attribute is enabled on new or existing object the system
automatically creates relationship with Communication Log and adds list of related
Communication Log records to object’s View page. Otherwise you can create relationship with
Communication Log object using “New Relationship” link (see Chapter 2).

Communication Log records can be edited or deleted if the User attempting to do so has
sufficient permissions. Click the “Send Email” link to send a template-based email, with the
email address pre-populated with the address of the base record. Click “New Communication
Log” to create a new log record for a phone call, conversation, or other documented
communication.



Printing and PDF Generation
All editable Rollbase Pages have a Print link that renders a Page without the sidebar or header in
a popup window suitable for printing. Links and buttons are intentionally disabled.


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View and List Pages allow viewing this data in PDF format.




Cloning Records and New Record Templates
You can clone the currently selected record by selecting “Clone” from the “More Actions…”
drop-down box on the Object View Page.




This action displays the New Record Page, where all Fields are pre-populated with values from
the original record. You can change these Fields or accept values from the original record. The
original record is not affected when you create a cloned record.

Things get more complex when the original record has a relationship with dependent records. As
explained in Chapter 2. Basic Concepts, when you define a relationship, you can indicate
whether related records should be cloned when a parent record is cloned:




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When the “Clone all related…” flag is set, related records are cloned and attached to the
resulting cloned records. For example, when you clone a Purchase Order header record that has
relationships with Line Item records, it makes sense to clone all of its related line items.




    Tip: When a New Record Page contains a Grid Control and a relationship has the “Clone
related records” flag checked, the Grid control will be automatically pre-populated with
information corresponding to the original related records.




     Warning: If the New Record Page has a lookup Field that is configured to explicitly select
related records to be attached to a cloned record, this supersedes the cloning mechanism
described above.



New Record Templates
In cases where users will need to create similar records repeatedly on a regular basis, you can use
the Record Templates feature to streamline this process. New Record templates are available
from the Templates menu for a particular Object definition, or from an Object definition’s setup
page.

To create a New Record template, define its name and select an existing record to be cloned.




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If you have defined one or more New Record templates for your Object definition, a drop-down
list of these templates is displayed on the New Page for that object definition. Selecting one of
them will initiate cloning of the record using the selected New Record template.




    Note: You can also use New Record templates in Create Related Record workflow actions.
See Chapter 10. Workflow and Triggers for more details.



Converting Records
Conversion features allow you to convert records from one Object type into records of another
Object type. Conversion may occur:

      From a List View for one or more selected records: See Chapter 3. Views and Search for
       more details on record selection.
      From a record View Page: Select “Clone” from the “More Actions…” drop-down list in
       the upper-right corner.
      Through triggers and workflow actions: See Chapter 10. Workflow and Triggers for more
       details.
In either case the basic mechanism is the same:

   1. Select the destination Object type.
   2. Map the destination Fields to source Fields, formulas, constant values, or default values.
      You can save mapping as Conversion Maps for future use (Conversion Maps are stored
      as part of the source object definition).
   3. Perform the actual conversion.

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Mapping Source and Destination Fields
Let’s go through these steps in more detail. Conversion works as a 3-step process:

Step 1: Select the destination Object type. Available destination Object types include all
deployed Objects except the source Object.




Step2: Map destination Fields to the source. All Fields of the selected destination Object are
displayed except read-only (including template) Fields. A drop-down box with a list of selectable
source Fields for direct conversion is displayed on the right of each destination Field. The system
will ensure that data types of source Fields offered for mapping are compatible with destination
Fields. Some Fields may be selected by default if the display names of source and destination
fields match. You can change these if desired.

You can also map a destination Field to a constant value (i.e. a string, number, or particular
record for lookups), or an expression. An expression can be a simple formula built from source
Field tokens the same way as other formulas are constructed (see Chapter 6. Server-side Code:
Templates, Formulas and the Rollbase Query API for more details). The mapping user interface
does not provide helpers to build these expressions.

Example of a mapping expression:
{!total} – {!amount}


    Tip: Expressions may include server-side API. See Chapter 6 for more info



If a destination Field provides a default value, you can map a destination Field to its default
value (as automatically happens with new record creation).

Finally you can select an option to delete the source record after successful conversion.


    Important: Destination Fields marked as “required in all forms” are shown in red. You
cannot continue the conversion process until these Fields are mapped.




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Mapping complex Objects with many Fields can be a tedious task you may not want to repeat
frequently. To save time after you have finished mapping, click the “Save Map” button. You will
only need to enter a display name for a new Conversion Map. When one or more maps are
defined for conversion between two given Object types, a drop-down list allows selection of one
of them.


     Note: You can also manage conversion maps from the source Object definition’s page in
setup. In addition to name you can set Integration code for your map.




    Important: A Conversion Map can be used in Triggers and Workflow Actions. See Chapter
10. Workflow and Triggers for more details.




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Attaching Related Records to a Newly Created Converted Record
If source and destination Objects both have relationships with the same Object and that
relationship has the “Clone all related…” setting enabled, then converted records can be attached
to newly created cloned related records from the source record.

For example, consider Purchase Order and Invoice Object definitions that both have
relationships to a Line Item Object definition. When a Purchase Order is converted into an
Invoice, Line Items from the Purchase Order are cloned and attached to the Invoice.




To enable this conversion, check the box in the Clone Matched Related Objects section:




    Tip: If you want to attach related records from source records to destination records without
cloning, you can do so by mapping the destination Lookup Field to the source Lookup Field.


Finding Duplicates
This feature allows you to easily find potential duplicate records among a set of records and then
merge them with a currently selected record. To use this feature:

   1. Go to a particular object record and select “Find Duplicates” from the “More Actions…”
      drop-down.

   2. Select desired criteria to find duplicate records: values of selected Fields must be equal to
      Field values in the current record. Then click the “Find” button.

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   3. If any records matching the selected criteria are found, select the records to be merged
      and then click “Merge”.

   4. Finally, select Fields from all records to be merged into a final record, in the same way as
      you would use the merge records feature (see the Merge feature in Chapter 2. Basic
      Concepts for more details).




Locking Records
In some cases, you may want to “lock” a record to prevent it from being edited or deleted. To use
this feature, enable the “Lockable” attribute on your Object that adds a new checkbox called “Is
Locked”.

When you set this Field to “checked” (either by directly editing a record, via a mass update,
Trigger, etc.), the record is moved into a “locked” state. This means:

          “Edit” and “Delete” buttons on the record View Page are disabled.
          “Edit” and “Del” links are not shown.
          A lock icon       is shown as the value for the “Is Locked” Field.
          Related Lists shown on the record View Page do not display links to create, attach,
           edit, or delete related records.
          “Edit” and “Delete” buttons on the View Page for related records are disabled.

To remove locks on records, you can use a Trigger or the API to set the Is Locked checkbox to
false. A new Trigger type called “Unlock” is created when the “Lockable” attribute is set.

Workflow actions are still available when a record is in the “locked” state. If you wish to disable
them you can do so by adding a formula condition to each workflow action to return false if the
record is locked:
!{!isLocked}


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Wrapping Up
In this chapter we covered several Rollbase features not discussed in previous chapters:

      Auditing
      Communication Logs
      Printing and PDF Generation
      Cloning Records and New Record Templates
      Converting Records
      Locking Records

In the next chapter we will discuss working with data in bulk: importing record data and creating
Objects from spreadsheets, creating Import Maps, exporting record data from Views and
Reports.




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