Events

Purpose

This article will provide instructions on how to create, modify, search and delete Event Sources under the Events tab of the Process Design Studio tool.

Definition

An Event Source can be triggered by either a document or form in VisualVault. Events can be configured based on the creation, modification, and/or deletion of these documents or forms. Events are then used to perform some action, such as begin a Workflow or complete a Data Warehouse.

Create a New Event

In order to create an Event, click on the + New Event Source button.  

Events can be created under two different types: Form Data and Document Data.  

Event Type: Form Data

• After selecting the Form Data type, fill in the Event's Name and Description. 
     
• Select one of the Form Types from the drop-down list. The list options are comprised of the Form Templates found in your customer database.   
• Select one or more Fields to include from the drop-down list. The list options are comprised of the reportable Form Fields found on the selected Form Template.

• Add the Metadata information you would like to have included in the Event´s information. The Fields displayed on this list are pre-established by the system and cannot be customized.

• Select one or more Event types, which will indicate when should the Event be generated based on the actions performed over that Form.  
• Select one or more Processes to relate the Event with.  The options available here are taken from the list of Processes previously created.   
• After all fields are completed, click on Create for confirmation of the Event creation or Cancel for discarding changes.  
• After clicking on Create, you should get this pop-up. In both cases, you will be redirected to the Events page.

Event Type: Document Data

• After selecting the Document Data type, fill in the Event's Name and Description.  

• For Event Source, the only Document Type available is Index Fields. Index Fields are custom fields that can be set up in the Document Library or under Control Panel > Admin Tools > Index Fields.

• Select one or more Fields to include from the drop-down list. These list options are the Index Fields in your customer database.

• Under Additional & Optional Metadata Fields, add the Metadata information you would like to have included on the Event's information.  
  
  • Additional Metadata is information that will always be collected by the system, even if not included in the creation of the Event Source.
  • Optional Metadata is information that will only be retained when it is included on an Event Source.
  • The Fields displayed on these lists are pre-established by the system and cannot be customized.
• Select one or more Event types, which will indicate when should the Event be generated based on the actions performed over the Document.  
  • New Document Created: A Document is created or uploaded to the Document Library
  • Document Metadata Updated: When a change is made to a Document's metadata
  • Document Purged: When a Document is permanently deleted from the system
  • New Revision Created: When a new version of a Document is created or checked in
  • Document Deleted: When a Document is deleted but remains in the Recycle Bin
  • Document Revision Purged: When a Revision is permanently deleted from the system
• Select one or more Processes to relate the Event with. The options available here are taken from the list of Processes previously created.   
• After all fields are completed, click on Create for confirmation of the Event creation or Cancel for discarding changes. In both cases, you will be redirected to the Events page.   
• After clicking on Create, you should get this pop-up.  
  

Modify

• For modifying an Event Source, find the item for that event on the list and click on the pencil icon on the right side of the line.   
• If the Event's item has a padlock icon on the left side, it means the Event is being used by a Data View, Data Warehouse, or Workflow.

• When an Event is locked, the only fields that can be edited are the Name, Description, and Related Business Processes.  

• To unlock an Event, it needs to be disassociated from all Data Views, Data Warehouses, or Workflows.

Search

• When using the search box on the top left of the screen, searches are conducted on text in the Event Source Name and Description.  
  

Delete

• In order to delete an Event Source, select the Event´s item on the list and then click on the Delete Event Source bottom on the top right of the screen.  

• You will be prompted to confirm the deletion before being redirected to the Events page.