Create a data table

To create data tables you must be an administrator or data tables manager.

Note: Any changes to a data table definition are recorded in the Data Table audit log.

To create a data table:

1.From the Tools menu choose Data Tables>Data Tables.

2.Click Add.

Note: To create a data table within a data table folder, you must first select the folder before clicking Add.

3.Enter a name for the table and a comment to describe it.

To add data table fields:

4.To add a data table field click Add .

5.Enter a name for the field and choose a data type, then click OK.

Note: See Data Formats below for more information on the available data types.

To assign data table definition access rights:

Data table definition access rights govern who can view and edit the data table definition.

6.Click the Definition Access tab.

7.In the Default Access panel, select the default access rights for all users.

Read and write allows users to view, edit and delete a data table definition (note that only data table managers, data table administrators and administrators can edit and delete data table definitions).

Read only allows users to view but not edit a data table definition.

Access Denied prevents users from viewing and editing a data table definition.

In the Specific User Access panel you can assign access rights for specific users and/or user groups.

8.Click Add to find and add users and/or user groups. For more information on adding users, see Selecting Users.

9.After you have assigned users/user group permissions, click OK.

To assign attachment update rights:

Attachment update rights govern who can view, edit and add records to the data table definition when it is attached to an object (such as an activity).

10.Click the Attachment Update Rights tab

11.In the Set Access Rights for this Data Table's Attachments panel, select one of the following options:

Duplicate will assume the same access rights as defined for the data table definition in the Definition Access tab.

Custom will allow you to assign custom access rights for users and/or user groups. If this option is selected, you can specify the default access rights and also specific access rights for users and/or user groups.

Read and write allows users to view, add, edit and delete records for the data table attachment.

Read only allows users to view data table attachments.

Access Denied prevents users from viewing and editing a data table attachment.

To define storyboard playback behavior:

The options on this tab allow you to choose whether to create a live link to the data table in storyboards (thereby allowing users to add and edit data in the data table definition) or to store a cached copy (preventing users from adding and editing data in the data table definition).

12.Click the Storyboard Playback Behaviour tab and choose one of the following options:

Maintain live links to attachments of this data table for published storyboards will allow users with the required access rights to edit and update the data table attachment from storyboards.

Store a static copy of any attachments of this data table for published storyboards will store a static copy of the data table attachment. Users will not be able to update or edit the data table attachment from storyboards.

13.Click OK when you have finished defining the data table.

Data Formats

The data type is the format of the data that users can enter for a particular field. The following data formats are available:

Alpha is any format.

Calculated displays a calculation between the values of two specified data table fields (integer, decimal or other calculated field) within the same data table (see below for more details).

Date allows date values to be entered (see below for more details).

Decimal allows numerical values to be entered (see below for more details).

Integer allows whole numbers to be entered.

On or Off allows On or Off values to be selected.

Popup List allows a value from a predefined list to be selected.

Resource allows central resources to be selected.

Resource Group allows resource groups to be selected.

Short Alpha allows up to 50 character strings to be entered.

Time allows time values to be entered.

True or False allows True or False to be selected.

URL web address allows URLs, i.e. web addresses, to be entered.

User allows user accounts to be selected (see below for more details).

User Group allows user groups to be selected.

Yes or No allows Yes or No to be selected.

Decimals and integers require you to specify a unit and the position of the unit (for example, a £ integer should appear on the left of the value, whereas a % should appear on the right). You can also enter your own unit symbol by typing in the Units Of drop-down list.

For calculated data types you can set the unit of measurement and which side of the value to display the unit on, as well as the number of decimal places to display. The expression box is where you define the value that you want to obtain. Arithmetic operators that can be used are Add (+), Subtract (-), Multiply (*) and Divide (/). For example, <Field A> + <Field B> or <Field C> * <Field D> or <Field E> / <Field F>. A number of Jscript functions/methods can also be used to build expressions. In the Field To Insert box you can select an existing data table field (only integers, decimals and other calculated fields will be displayed) to add to the expression - place the cursor in the position of the expression where you want to add the field, then click a field from the Field To Insert list to select it and click Insert.

Date fields can be set to automatically populate with the current date when users add a data table attachment record in the Client or Web Server (Default to Current Date).

User fields can be set to automatically populate with the current user when users add a data table attachment record in the Client and Web Server (Default to Current User).

Mandatory Field requires users to enter data for the data field when data is added to the table. If a data table is displayed on a diagram then checking the Visible In Display Box check box will display the data field.

Resource fields can only be made mandatory fields when at least one central resource exists in the process repository. The same applies for resource group fields.

Popup Lists are predefined lists. See defining pop-up lists for more information.