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Creating the Knowledge Views

Here's step-by-step guide to creating Knowledge Views.

Navigate to the My Project folder. Next, select “Knowledge View” from the Create New… dropdown located in the upper right portion of the screen to open the Create Knowledge View screen. Type the words “Active Travel Requests 2” in the Knowledge View Name textbox, then click the OK button to save the Knowledge View and open the configuration screen. In the configuration screen’s Options tab, add a description for the Knowledge View in the Description textbox.

This Knowledge View, when run, should display values from the project’s eForm. To set that up, click the Build button for the Picker control labeled, “eForms Associated with Knowledge View (optional)” to open the Choose eForm dialog box. In the Choose eForm dialog box, select the Travel Expenses Request 2 eForm. When you do so, the dialog box will close, and the eForm name should be displayed in the Picker control’s textbox. Click Update to save your selection.

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In the Columns tab, we want to replace the default columns in the Knowledge View. The default columns don't can't any information of interest to us, so we need to replace them with some useful information from the eForm we associated with the Knowledge View.

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In the first line of the column definitions, replace the word "Name" in the Column Name text box with the text "Request Number". Now, click the Build button for the Picker control in the Column Data column to open the Choose System Variable dialog box.

In the Choose System Variable dialog box, click on the dropdown menu that is labeled "Name" to open the menu. Select Form >> Form Field from the menu, which will close the menu and make a dropdown labeled "Select Form Field" appear. From the dropdown labeled "Select Form Field", choose the "SequenceNumber" field. Now, click the OK button to save the selection and close the Choose System Variable dialog box. You will now see the "SequenceNumber" field listed in the Column Data column. Repeat these steps for the remaining columns, replacing the existing Knowledge View fields with the following fields from the eForm:

  • Submitter
  • ReasonForTravel
  • SubmissionDate
  • ExpensesTotal

When you are done, the Columns tab should look like Figure 122: Knowledge View Columns Tab below.

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Now we need to create the search filters that will allow us to find requests, based on some values in the eForm. In the Filter tab, click the Add Condition button, which will add the first condition row. The new condition will default to a Form Field, but we need to change this. We want to see all active requests, that is, all requests that have not been completed and the Process Timeline is still actively running. From the menu labeled "Form Field", Select Timeline >> Timeline Status. Now click the OK button to save your selection and close the Choose System Variable dialog box.

Once the Choose System Variable dialog box has closed, the Timeline Status is now the active condition. Be sure the dropdown containing the operator is set to "=", and the dropdown containing the status is set to "Active. The condition should look like the sample in Figure 123: Completed Knowledge View Filter below.

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Click the OK Button to save the Knowledge View.

Now, we need to create a knowledge view that shows only the active requests from the current Process Director user, rather than all users. Otherwise, this new Knowledge View will be exactly like the one we just created. Instead of building the new Knowledge View from scratch, we can create it with another useful Process Director feature: the ability to copy objects.

If you're not there already, navigate to the root of the My Project folder. Find the Active Travel Requests 2 Knowledge View, and click the check box associated with the row. When you do, the Actions links at the top of the page will change.

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Click on the Copy link. When you click the link, the Actions links will once again change, and new links will appear for copying options. Click the Copy to Here link, and the Knowledge View you selected will be copied into the folder with the name, "Active Travel Requests 2 (Copy)". Click on this new Knowledge View to open its definition.

Once the Knowledge View definition has opened, change the Knowledge View Name to "My Active Travel Requests 2", then click the Update button to save the change. Now, select the Filter tab so that we can add an additional filter for this Knowledge View.

We need to add an [AND] condition to the filter, so click the Insert an [AND] Condition button located on the left side of the existing condition to create a new blank [AND] condition.

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In the new condition’s row, click on the Picker control’s Build button to open the Choose System Variable dialog box. From the dialog box’s dropdown menu, select Form >> Form Submit User. Click the OK button to close the dialog box. The text “Submitter” should now be displayed in the textbox for the Picker control. In the condition, set the Operator dropdown to “=”. The Value dropdown should already display “Current User”; if it does not, set it to “Current User” to use the user’s identity to determine which records to return as a default.

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Click the OK button to save and close the Knowledge View definition screen.

We now have two Knowledge Views, one of which shows all active requests, and the other of which shows all active travel expense requests for the current user.

You can run either of the Knowledge Views by navigating to the root of the My Projects folder, clicking the check box next to the Knowledge View name, then clicking the Actions link labeled, "Run".

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