--- title: "Events" slug: "events" updated: 2023-03-17T17:08:30Z published: 2023-03-17T17:08:30Z canonical: "docs.visualvault.com/events" --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.visualvault.com/llms.txt > Use this file to discover all available pages before exploring further. # 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. **![](https://cdn.document360.io/10763bcf-f13e-488f-9c3e-d6737c42ab5e/Images/Documentation/image-1669133633764.png)** Events can be created under two different types: **Form Data** and **Document Data**. ## ![KoA8EATDmG7U4YltVIrknndULDMrC40LmQ](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/47048693173/original/KoA8EATDmG7U4YltVIrknndULDMrC40LmQ.png?1606830541) ### Event Type: Form Data --- - After selecting the Form Data type, fill in the Event's **Name** and **Description**. **![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/47048694762/original/tQI1b86qPfRX_GjMcc994bzhheUagaBLhQ.png?1606830899)** - 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.  ![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/47048694908/original/zIxFAjAhAOLADA-4EdT64PNR7Kp05FST-Q.png?1606830944) - 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. ![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/47048693573/original/RYao9-13qVyLEP8p-KtIl--NItnnZvojEg.png?1606830637) - 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. ![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/47048695095/original/CJKl3GmF1xGWK2PYCxgXIjkon_WoM9dOdA.png?1606830991) - Select one or more Event types, which will indicate when should the Event be generated based on the actions performed over that Form.  ![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/47048695354/original/tfbe4jLh17qBkI4zxyVRoFBIzpuLqDtsSQ.png?1606831054) - Select one or more Processes to relate the Event with.  The options available here are taken from the list of Processes previously created.  ![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/47048695427/original/WrjodCPBg4p8zKI2l0F0uH2KEeEtmQH4OQ.png?1606831070) - After all fields are completed, click on **Create** for confirmation of the Event creation or **Cancel** for discarding changes.  ![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/47049308846/original/1mge8jwMidch39uN1e7qpnzJIHAxbah0kw.png?1607107501)![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/47042779757/original/z39Osywrd0jCjr6dt6RSuXty8PHMc1Misg.png?1603113058) - After clicking on Create, you should get this pop-up. In both cases, you will be redirected to the Events page. ![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/47048695753/original/Q297PH-MsZd3you74guC-zS7U-6tb83GZg.png?1606831155) ### Event Type: Document Data --- - After selecting the Document Data type, fill in the Event's Name and Description.  ![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/47048697202/original/AhHylCXwmLAzWZolvg-0o_BU7pbt1nJ8vg.png?1606831565) - 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.![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/47048697770/original/0NsYyUItkmueuBg57hj-_ZjjrkUlLSMAlw.png?1606831704) - Select one or more **Fields** to include from the drop-down list. These list options are the Index Fields in your customer database. ![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/47048697994/original/2aDhhKbvEnu14XBTrrxrSQ3yGTdluJnzOQ.png?1606831741) - Under Additional & Optional Metadata Fields, add the Metadata information you would like to have included on the Event's information.  ![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/47048698282/original/_EWEeClkXUupZBqHyIS8eW5spHSGQN0jRw.png?1606831810) ![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/47048698348/original/c7PLhf0APwsQNCVEu4oM3pkI8jOWMtFAEA.png?1606831830) - 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.  ![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/47048698687/original/yLk0Y6qoWPlmLz0cOXHVs-XjSdfnwyJKBQ.png?1606831896) - **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.  ![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/47048698808/original/LbIQTyBL2bT_TxyGEu8RZL52uzEBMoxObQ.png?1606831919) - 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.  ![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/47048699101/original/3ZrgLTgBR038gZk6uZ7wEPu8IlwrckQXPw.png?1606831988)![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/47048699119/original/v5sKYpAGJv__5fzvfS5noVV6dN037ekTuQ.png?1606831996) - After clicking on Create, you should get this pop-up.   ![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/47048699188/original/MrLKmQ5bQgTk5lQCVv1uETkV9h5teFVnnA.png?1606832014) ## **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.  ![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/47048699738/original/A-RNNP3lJ68U9-Vtu6v2wuPwwM1HGMdEvA.png?1606832142) - 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. ![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/47048700230/original/z3o-3yLW5E55OJC7sEiZIKwewdRTHUrJgA.png?1606832239) - When an Event is locked, the only fields that can be edited are the Name, Description, and Related Business Processes. ![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/47048700281/original/TLgWwA9fW9tyA3T8MJYSVH1kjd5l62JidQ.png?1606832247) ![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/47048700345/original/MaWGZiOL4ZrytynvxUZwSn6Cq2lugKvXTg.png?1606832259) - 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.   **![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/47048700437/original/E19FWd6z5wRhAUuA4_BpjL5n-iy3XaRaSw.png?1606832294)** ## **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. ![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/47048700469/original/okLlvKn3fz0Q5iUsJk2ZSeayi0vXjZVSBg.png?1606832302) - You will be prompted to confirm the deletion before being redirected to the Events page. ![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/47048700523/original/joc2JSRH1nW6ilMCAFwZ4IEfhA5Rk20s1g.png?1606832312)