Purpose 

This section contains a “roll-up” of all data specifications captured for each task defined in the workflow. See Workflow -> Activities & Tasks -> Data Specs for details on how to add Data Specifications for each task. Data specifications represent fields and data items that are required during the execution of the process. Tool administrators and developers will use the data definitions captured here to configure the software tool that will be used to support the execution of the process. 

Prerequisites 

  • Activity 
  • Task

Role

  • Editor
  • Workspace User Admin

Steps 

1. Click on the Edit icon to update the Data Specification or New Data Specification to create a new one 


2. Update fields as appropriate 


Details Tab

 


Help Text Tab


Comments and Special Instructions tab


Implementation Technique tab


3. Select Create or Update to apply the changes 


4. Select New from Common action to select an item from a list of Data Specifications from other process definitions that have been identified as a common item.



5. Select Copy to apply the changes


Field Descriptions


Details Tab

  • Name
    • Provide a name for this data item.
  • Description
    • Describe the data item purpose and how it will be used.
  • Format
    • Select the value from the drop-down list that best describes how the field should be implemented.
  • Source
    • Select the value that best describes how the data item will be provided
      • E.g., via the system or provided by a caller or individual.
  • Legacy Tool Field
    • If this data item is already being used in an existing tool, provide that field name here.
  • Supported Metric
    • If this field will be used as part of a metric, select the related metric from the drop-down list.
  • Read Only
    • Select the option to describe whether the field will be “read only” within the tool
      • Always -> the field will always be read only 
      • Never -> the field will never be read only 
      • Conditionally -> the field will be read only under certain conditions. (If this option is selected, the Read-Only Condition field will be displayed on the pop-up form.)
  • Read Only Condition 
    • Describe the condition(s) under which this field will be made read only
      • This field only appears if the “Conditionally” option is selected in the Read Only field.
  • Visible
    • Select the option to describe whether the field will be “visible” within the tool
      • Always -> the field will always be visible 
      • Never -> the field will never be visible
      • Conditionally -> the field will be visible under certain conditions. (If this option is selected, the Visible Condition field will be displayed on the pop-up form.)
  • Visible Condition
    • Describe the condition(s) under which this field will be visible
      • This field only appears if the “Conditionally” option is selected in the Visible field.
  • Mandatory 
    • Select the option to describe whether the field will be “mandatory” within the tool
      • Always -> the field will always be required
      • Never -> the field will never be mandatory 
      • Conditionally -> the field will be mandatory under certain conditions. (If this option is selected, the Mandatory Condition field will be displayed on the pop-up form.)
  • Mandatory Condition
    • Describe the condition(s) under which this field will be mandatory
      • This field only appears if the “Conditionally” option is selected in the Mandatory field.
  • Audit
    • Indicates that this field is to be audited by the tool supporting the process.
  • Common
    • Identify this field as a common item that can be copied to other processes within the same workspace using the “New From Common" action.
Help Text Tab

  • Field Help Text
    • Enter Help Text to be associated with this field and displayed by the software tool.
Comments / Special Instructions Tab

  • Additional Info
    • Enter Comments or Speical Instructions associated with this field.
Implementation Technique Tab

  • Feature Type
    • Select the value that best describes the category of tailoring or customization that will be required within the software tool to implement this item
      • Value “Configuration / Tailoring” is intended to represent cases where the implementation can be accomplished using basic configuration features available within the software tool.
      • Value “Customization” is intended to represent cases where implementation will require special coding or steps that fall beyond the basic configuration capabilities provided by the software tool.
  • Implementation Details
    • Describe the techniques or approach that will be used to implement the requirement in the software tool.