Adding Items to a Process

Learn how to add items to process.

To add items to a process:

1. Switch to the process.
2. Click on next to Referenced Items and select the appropriate item type from the list.

   For details on adding files, see Adding Files to a Package .

   For details on adding multiple files in directories, see Adding Directories and Files to Packages .

   For details on adding multiple records that meet specific conditions to a package, see Adding Multiple Records Based on Conditions (Groups) .

3. For most types of items, a list is displayed from which you can choose which items to add to the package. Only the items that you have the necessary rights to access are displayed. Restrict the data that is displayed in the list by clicking on the letters above the list. Within the list, items already present in the package and the current process are indicated:
   • indicates that an item is part of the current process.
   • indicates that an item has been added directly to a process. Move the mouse cursor over the icon to display the processes that reference the item.
   • indicates that an item is otherwise included in the package (i.e. is referenced by other package items).

   If you are adding a format, designer unit or record, you need to select the type from the list on the left. All items of the selected type are then listed to the right.

   If you are adding a format, additional columns are displayed. indicates a locked format; indicates a private format. The Distr. Code 1/2 columns display content of the format's Distrib. code 1 and 2 fields.

   Note: Private and locked formats should not be included in your packages (unless the owner is the SU). Private formats cannot be exported, and locked formats cannot be updated when importing the format into the target database.
4. Click in a column header to sort entries according to values in the column.
5. Click on Select All <Item Type> in the header to add all items of the current type. Click on to add/remove all the items currently displayed in the list. Enable the Select all <item type> of this type check box in the table header (only applicable to formats, designer units and records) to add all items in the list (e.g. all rights formats) to the package.
6. When adding records and formats, you can define a filter to restrict the records displayed in the list. Click on (Define Filter) to define a filter. A dialog opens. Enter the filter in the Filter field using the following syntax:
   • Specify fields using "F<field number>" (the 'F' must be capitalized), e.g. "F2" refers to the contents of field 2 in the info area (e.g. Company in the Company info area). You can apply conditions to a number of fixed fields in all info areas/formats; these fields are listed in the Define Filter dialog.
   • You can reference catalog values using the catalog entry's text or by index using the # prefix (e.g. F3=#2 to compare the contents of field 3 to the catalog value with index 2).
   • The following comparison operators are supported:

     = (equal)

     <> (not equal)

     > (greater than)

     < (less than)

     >= (greater than or equal)

     <= (less than or equal)

   • When comparing Boolean fields:

     An empty comparison value corresponds to false

     Any other comparison value corresponds to true

     Example: "F23=" compares the value in field 23 to false.

   • The following logical operator is supported to link conditions:

     & (AND)

   Note: The following restrictions apply to these conditions:
   Note: + You cannot use brackets in these filters.
   Note: + You cannot use the & and # characters in comparison values.

   Click on OK to apply the filter. Click on (Clear Filter) to clear the filter and display all records/formats.

7. Enable the check boxes next to the items you wish to include.
8. Click on Add Selected Items in the header to add the selected items to the package.
   Note: When adding triggers and workflows and designer items, the Description entered for the item in the database (or the Accomp. Text in the case of triggers) is automatically transferred to the item's Description in the package in the language entered in the <AutomaticDescription> element in the Settings.xml file. To update other descriptions, switch to the view of the item and click on (Update Description) next to the Description header to transfer the updated description in Aurea.CRM to CRM.cockpit.
9. The display returns to the process and the items you have added are listed under Referenced Items.

Note the following:

• Adding an item to a process generally adds all items referenced by the item as well. There are some exceptions however. For further details on the data added, see Items in a Process .
• To prevent dependent items from being included for a format, info area or catalog, enable the check box next to the desired items and click on Do not include all dependencies. The icon next to the items indicates that only the item itself is included in the package, not its dependent items. Enable the check box and click on Include all dependencies to include all related items in the package again. This option can be enabled by default for new items, see Options .
  Note: This option is intended for applying updates to existing items in the package where the dependent items have not been changed. The dependent items still need to be present on the target system (i.e. from a previous import), otherwise the import fails.
• When adding Variable (Z5) records, all child Variable values (Z6) records are automatically added to the package.
• If you add a custom info area (defined in the Data Model info area in Aurea.CRM's Maintenance module) to a process, the entire data model is added to the process. However, it still makes sense to add info areas individually for documentation purposes.
• Some formats cannot be included in packages, see Item Restrictions .
• If you add a custom catalog (defined in the Data Model info area in the Maintenance module) to a process, the entire data model is added to the process. However, it makes sense to add individual catalogs for documentation purposes.
• If you are using catalogs or formats in multiple languages, you need to add the corresponding language records to the package, see Items in a Process .
• If you add a designer unit to a process, the entire designer configuration is added to the process. Add individual units for documentation purposes. Some designer units cannot be included in packages, see Item Restrictions .
• Documents referenced by document fields in records need to be added manually, see Items in a Process .
• When defining a base package (on station 10,000, see Base Packages ), only items common to all 3 verticals are listed. Designer units can only be added to base packages if the unit's vertical ID is 0 (zero).