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Mapping an SOP Record to a TeamConnect Matter

Typically, a TeamConnect matter record has many useful pre-defined fields that users complete during the life cycle of the matter. The mapping tool lets you match individual fields in an SOP record to fields already defined in a matter.

Once the mapping is complete, configure the Create matter on the phase change rule to trigger when the Create TeamConnect matter phase is selected. As a result, the SOP record fields are transferred to a matter record into the fields you defined in the mapping.

Note: You must be a member of the SOPAdmin Group to use the mapping tool. See Working with SOP Manager User Groups for more information.

Tasks

You can perform the following tasks when working with the mapping feature:

Creating an SOP Mapping

The SOP Mapping tool lets you map data from the SOP object and any of its associated objects, to an existing top-level custom object and its associated objects. You can map to any TeamConnect custom object and create multiple mappings for each custom object.

Mapping List Fields

If you want to map incoming SOP text fields to a list of items in a lookup table, each incoming SOP text field must have a matching list item label in the lookup table.

During matter creation, if the lookup table does not have an item whose label matches the SOP text field name, the field is left blank.

If the lookup table contains more than one item with the same label, the first item that SOP manager finds is used to populate the field.

Mapping Custom Categories and Custom Fields

You can customize an SOP record by adding custom fields or custom categories, and then mapping these fields to a matter. If you are using custom categories or custom fields, you must meet the following requirements before you can download SOPs:

  • If you want these custom fields to appear on the General page of an SOP record, the custom category must be a child of the SOP object's root category. The unique code of the child must be CUST or a descendant of the <ROOT>_CUST category.
  • If a category has required fields, you must specify the default values or the record is created without the custom fields.
  • Custom categories must be in the design.
    Note: You cannot map custom fields of a custom object.

To create an SOP mapping

  1. In the upper right corner of the TeamConnect main page, click the Setup link.
    The Designer main page opens.
  2. In the Tools drop-down menu, click Map Service of Process.
    The SOP Mapping selection fields appear.

    The SOP Mapping Fields
  3. Complete the following fields:
    • In the Select Action drop-down list, select Create New Mapping.
    • In the Select Registered Agent drop-down list, select the appropriate RA.
    • In the Select Target Object drop-down list, select a target object. The objects in this list are TeamConnect custom objects.
  4. Click Create.
    The SOP Mapping page opens.

    The SOP Mapping Page
  5. Complete the following fields:
    • In the Service of Process Mapping section, enter the Mapping File Name.
    • In the Field mapping from Service of Process section, in the Select Default Category drop-down list, select a default category.
    • In the From SOP Field (Type) drop-down list, select the first SOP field that you want to map to a TeamConnect matter field. The items in this list represent all relevant fields contained on an SOP record.
    • In the To Target Field, use the Object Navigator to select the field to map to the SOP record field.
  6. Click add more and repeat this process to map additional fields if necessary.
    To add mapping for involved or child/embedded objects, see Mapping Involved or Child/ Embedded Objects.
  7. Click Save.

Mapping Involved or Child/Embedded Objects

Involved objects represent contacts in an SOP record that you want to map to Involved fields in your matter.

Child/embedded objects represent objects that you want to map based on the settings of the associated parent object.

To map an involved object

  1. In From SOP Object drop-down list, select the object from which you want to map contact information.
  2. In the To Involved/Child drop-down list, select To Involved.
  3. In the Custom Field of Type – Involved drop-down list, click one of the following options:
    • Select (None) if you want to create an Involved that is not contained in a custom field of type Involved.
    • Select the custom field of type Involved that you want to populate.
      This option above only appears if the target object for which an Involved is being created has custom fields of type Involved.
  4. Click Map. Only click the Map button once. Each click creates a new mapping section.
  5. If you selected None, in the Select Default Role drop-down box, select the appropriate role. This box lists all of the available roles in the target Involved object definition. You can change this role at any time.
    If you selected a specific involved field, a default role is assigned and cannot be changed.
  6. In the From SOP Field (Type) drop-down list, select the contact field that you want to map.
  7. In the To Target Field select contact as the object navigator path.
    You can also specify contact information by mapping contact details, (e.g. first name, last name). In this case, a new contact is created each time.
  8. Click add more and repeat this process to map additional fields if necessary.
  9. Click Save.

To map a child object

  1. On the Service of Process (SOP) Mapping page, locate the section under the You may map additional fields to involved/child objects of Matter text line.
  2. In the From SOP Object (Type) drop-down list, select the appropriate SOP object.
  3. In the To Involved/Child drop-down list, select To Child Object.
  4. In the Child Object Type drop-down list, select the appropriate option.
  5. Click Map. Only click the Map button once. Each click creates a new mapping section.
  6. In the Field mapping from Service of Process section, in the Select Default Category drop-down list, select a default category.
  7. In the From SOP Field drop-down list, select the first SOP field that you want to map to a TeamConnect matter field.
  8. In the To Target Field use the Object Navigator to select the destination to which you want to map the SOP record field.
  9. Click add more and repeat this process to map additional fields if necessary.
  10. Click Save.

Points to Remember

  • You can create different rules to refer to the same or different mapping files. For example, you can create different types of matters based on the document type.
  • Matter creation fails if the target matter includes required fields that are either not mapped or not included in the retrieved SOP, or if the creation of a child or involved object fails.
  • If all data fields being copied to the target matter are blank and there are no required fields, a blank matter is created.
  • For involved and contact-centric custom objects, a contact is required. If a mapping exists from an SOP involved field to the involved or contact-centric contact, the original contact object is used.
  • If the source is not an involved field and there are mappings to specific contact attributes (i.e. last name, first name), a new contact is created each time.
  • If the mapped contact attributes include person specific fields (i.e. first name, middle name), a Person contact type is created or else a Company contact is created.

Viewing Mapping Files

Mapping files are saved in the following location in TeamConnect:

Root/System/Object Definitions/Service of Process-<RA Name> Mapping Files

Configuring the SOP - Create Matter on the Phase Change Rule

Once you complete a mapping file, you can go to the associated SOP object definition and configure the SOP - Create matter on the phase change rule. When the Create TeamConnect Matter phase is selected, this rule triggers and a TeamConnect matter is populated with SOP record information based on the defined mapping.

Note: If a relation of type "is SOP for" already exists on the SOP record, a matter will not be created and the event is logged in the System Comments field on the General page of the SOP record.

To configure the SOP - Create matter on phase change rule

  1. In the upper right corner of the TeamConnect user interface, click the Setup link. The Designer main page opens.
  2. On the Admin menu, in the Go to drop-down list, select Object Definitions.
  3. In the Object Definition list, select Service of Process - <RA name>.
  4. Click the Rules tab, and then click SOP - Create matter on phase change.

    Rules Page of an Object Definition
  5. Click the Actions tab and enter the name of the mapping file you want to use with this matter. This is the same name under which the mapping file is saved.
  6. Click Save or Save and Close.

Modifying a Mapping

You can modify a mapping file at any time to add or remove fields.

Note: You cannot edit saved fields. Instead, delete the mapping for the specific field, and then recreate it.

To modify a mapping

  1. In the upper right corner of the TeamConnect user interface, click the Setup link.
    The Designer main page opens.
  2. In the Tools drop-down, click Map Service of Process.
    The SOP Mapping selection fields appear.
  3. In the Service of Process Mapping section, in the Select Action drop-down list, select Open Existing Mapping.
  4. In the Select Registered Agent drop-down list, select the appropriate RA.
  5. In the Select Existing Mapping drop-down list, select the mapping file that you want to modify.
  6. Click Open and make the necessary changes.
  7. Click Save or Save and Close.

Deleting a Mapping File

You can delete a mapping file at any time. If you delete a mapping file, you cannot recover it.

To delete a mapping file

  1. In the upper right corner of the TeamConnect user interface, click the Setup link.
    The Designer main page opens.
  2. On the Main menu, in the Tools drop-down list, click Map Service of Process.
  3. In the Service of Process Mapping section, in the Select Action drop-down list, select Open Existing Mapping.
  4. In the Select Registered Agent drop-down list, select the appropriate RA.
  5. In the Select Existing Mapping drop-down list, select the mapping file that you want to delete.
  6. Click Open and select one of the following options:
    • To delete a complete mapping, click the Delete button at the top of the Service of Process (SOP) Mapping page.
    • To delete a block of field mappings, click the Delete button in the block that you want to delete.
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