Manage Custom Tables

You can create your custom tables in the Easy Workflow database and use the custom tables to determine whom the workflow step must be assigned to, based on the value that the users enter during the workflow run.

You can see the Custom Tables option in Easy Workflow Cockpit if the Design custom tables option is selected for your user role. However, even if Design custom tables option is not selected for your user role, you see Custom Tables option and a list of tables in the Custom Tables window if your user profile has the right to manage specific tables.

You can use the Export to Excel option to export the details about the custom tables, such as when and who last updated the custom table, to an Excel workbook. You can use the Show Filter Row option to filter data by entering text in a column and the Show Find Panel option, which is available when you right-click a column header, to search for text in the Custom Tables window. Also, you can right-click the column header and customize the columns that appear in the Custom Tables window using the Column Chooser or Hide This Column option.

This section contains the following topics:

• Add or Edit Custom Tables
• Refresh Custom Tables
• Delete Custom Tables
• Manage Custom Table Entries
• Export Custom Tables
• Import Custom Tables

Add or Edit Custom Tables

This topic describes how to add or edit a custom table.

To add or edit a custom table,

1. In Easy Workflow Cockpit, select Manage > Custom Tables. The Custom Tables window is displayed.
2. To add a custom table, select Add. The Create Custom Table window is displayed.
3. To edit a custom table, select the custom table that you want to edit, and select Edit. The Edit Custom Table "NameOfCustomTable" window is displayed.
4. In Table Name enter a name for the table and in Admin Note enter a description for the table.
5. Enter the following information:
   • Column Name: Indicates the name of the database column.
   • Data Type: Indicates the data type of the column.
   • Length: Indicates the maximum allowed limit for the data.
   • Default Value: Indicates the default value for the column.
6. To add columns other than the default columns, select Append.
7. Select Save. The changes to the custom table are saved.

   

Refresh Custom Tables

This topic describes how to add a custom table in your Easy Workflow database and use the Refresh option to see the table in the Custom Tables window.

To add a custom table in Easy Workflow database,

1. In SQL Server Management Studio, log on to your Easy Workflow database and create the custom table. Ensure that the custom table is prefixed with z. For example, zTestCustomTable.

   

2. In Easy Workflow Cockpit, select Manage > Custom Tables. The Custom Tables window is displayed.
3. Select Refresh. The table you created in step 1 is displayed in the User Defined Tables window.

   

4. Ensure that you select the primary keys, select Yes, and select Refresh. The table is displayed in the Custom Tables window.

   

   Note: If table does not match the requirement of primary key, a warning message is displayed in the Save Confirmation dialog box as follows.

   Primary key is not set for the tables "<NameOfTheTable>". It will cause error while updating and deleting data of these tables. Do you still want to continue?

Delete Custom Tables

This topic describes how to delete a custom table.

To delete a custom table,

1. In Easy Workflow Cockpit, select Manage > Custom Tables. The Custom Tables window is displayed.
2. Select the custom table that you want to delete and select Delete.
3. If the custom table is assigned to a workflow, remove the table from the workflow, and select Yes in the Delete Confirmation dialog box. The custom table is deleted.
4. If the custom table is not assigned to a workflow, select Yes in the Delete Confirmation dialog box. The custom table is deleted.

Manage Custom Table Entries

This topic describes how to manage custom table entries. You can manage custom table entries only if your user profile has the Can Manage Custom Tables option selected. For example, to edit the table entries of AssetUserDeterminationTableByCompanyCode, you must select the table in the list that is displayed in the Manage Custom Tables Right for[<WindowsUserID>] window when you select the Can Manage Custom Tables option in your user profile.

To manage custom table entries,

1. In Easy Workflow Cockpit, select Manage > Custom Tables. The Custom Tables window is displayed.
2. Select a table whose entries you want to edit, and select Manage Custom Table Entries. The Manage Custom Table Entries window is displayed.

   

3. In User Note, enter a description about the table entries that you are editing.
4. Select Edit Entries and edit the record details for the different columns of the custom table, or select Append and enter the details for the new record.
5. To export the records of the custom table into an Excel workbook, select Export to Excel. The records are exported to an .xlsx file in the Documents folder.
6. To import the records from an Excel workbook, select Import from Excel and perform the following steps:
   1. Enter the path of the Excel file, select the worksheet containing the records, select First row has column names if the first row in the Excel workbook contains the column headers.
   2. To add the records from the file, select Append records and select Next. The column mappings are displayed. The option to append records is available only if your user profile has the permission to add records for the custom table.

      

   3. To delete the existing records in the table and add the records from the file, select Overwrite records and select Next. The column mappings are displayed. The option to overwrite records is available only if your user profile has the permission to delete records for the custom table.
   4. Select Import and confirm the import. The import details are displayed.

      Note: If the source records contain errors, you can select Allow import of only valid records to continue with the import of only the valid records. Alternatively, correct the invalid source records, and then import them because Easy Workflow does not allow you to import the records containing an error.

   5. Select Finish. The imported record details are displayed in the Manage Custom Table Entries window.
7. Select Save. The changes to the custom table data are saved.

You can also manage the custom tables using the Manage Custom Tables option from the Process Runner tab > Tools (Workflow) dropdown list.

• Use the Custom Tables by Workflow option to view the workflows that use custom tables in the custom code for any workflow step.
• Use the Custom Tables List option to view and edit the data for the custom tables.

Export Custom Tables

This topic describes how to export a custom table that can be shared with other team members in the organization.

To export a custom table,

1. In Easy Workflow Cockpit, select Manage > Custom Tables. The Custom Tables window is displayed.
2. Select the custom table that you want to export and select Export. The Export Custom Table window is displayed.
3. Select Next. The custom table details are displayed.
4. Select one of the following options:
   • Structure with Data: Indicates that the table structure is exported with the data.
   • Structure Only: Indicates that only the table structure is exported.

   

5. Optionally, perform the following steps:
   • In the File Name box, browse to a location on your computer where you want to export the custom table.
   • To view the custom table after the completion of the export, select Show exported package after completion.
6. Select Export.
7. Select Finish. The custom table is exported and the package, which is a .ctpkg file, can be found in the location that you had provided in step 5.

Import Custom Tables

This topic describes how to import a custom table.

To import a custom table,

1. Perform one of the following steps:
   • Double-click the custom table package .ctpkg file and provide your credentials to open Easy Workflow Cockpit. The Import Custom Table window is displayed with the package information.
   • In Easy Workflow Cockpit, select Manage > Custom Tables > Import, and then select the custom table that must be imported. The Import Custom Table window is displayed with the package information.
2. Select Next.
3. In the Import Settings section, enter a name for the custom table in the New Table Name box to update the name of the table.
4. Select one of the following options:
   • Create new table structure only: Creates new custom table with only structure.
   • Create new table structure with data: Creates new custom table with structure and data.
   • Update new columns only: Updates only new columns in the custom table.
   • Delete existing table columns and create new with structure only: Deletes all the columns from existing custom table and creates custom table with only structure. No data is imported.
   • Delete existing table columns and create new with data: Deletes all the columns from existing custom table and creates custom table with structure and data.

   

5. In the Import Confirmation dialog box that is displayed, select Yes to confirm the custom table import.
6. Select Finish. The custom table is imported.