Configuring the Create Record from Template Action

The Create Record from Template action provides the ability to add multiple of the following items:

  • Change Actions to new or existing Change Controls, Quality Event Change Controls, or Change Plans from approved Change Action Templates.
  • Impact Assessments to new or existing Change Controls, Quality Event Change Controls, or Change Plans from approved Impact Assessment Templates. 

The Create Record from Template action is available as a user action, entry action, or event action on the lifecycle for Quality Events of the Change Control object type and the Change Control and the Change Plan objects. In this article, these are collectively referred to as Supported Objects. The Change Actions and Impact Assessments created from templates are referred to as Target Records.

When Vault creates a Target Record from a template, field values in the template are copied to the corresponding field values in the Target Record.

Configuring the Template Object

Defining Template Data Fields Copied to Target Records

Admins must configure fields on Template objects to capture values that are copied to Target Records created from a template. In order for Vault to copy a field’s value from a template to a Target Record, the data field on the Template object must be named the same as the corresponding data field on the Target Record object. Only the portion of the field name before the suffix needs to match, for example:

  • Template object field: description__v
  • Target Record object field: description__c

In this example, the value in the description__v field on a Template record is copied to the description__c field in Template Records created from the Template record.

Modifying Data Copied from Template Records

Template Record objects include the special Allow User to Modify? field. This field is set to Yes or No when a user creates a Template record. If this field is set to No, users cannot modify values in a Target Record’s fields populated from the template. Conversely, if this field is set to Yes, values in a Target Record’s fields that were copied from a template can be updated.

Limiting Available Templates Based on Supported Object Record Fields

The Create Record from Template action can limit which templates are available for use by matching values in fields on Template records to values in fields on the parent Supported Object record. For example, the Create Record from Template action can be configured so that Change Action Templates whose Owning Site field equals New York are used to create Change Actions for Change Control records whose Owning Site field also equals New York. 

Fields on a Template object that are used to limit which Template records are available for use are referred to as Template Filter Fields in this article. In order for the Create Record from Template action to limit which Template records are available for use on a Supporting Object record, Admins must configure the Template Filter Fields using a field name that is the same as a data field on the Supporting Object. Only the portion of the field name before the suffix needs to match, for example:

  • Template object’s Template Filter Field: owning_department__v
  • Supporting Object field: owning_department__c

In this example, if the Create Record from Template action is configured to match Template records to Supporting Object records, the value in the owning_department__v field on a Template record must be the same as the value in the owning_department__c field on a Supporting Object record to use the template to create a Target Record.

Preparing the Template Object Lifecycles

When a user performs the action, or it is triggered as an entry action or event action, Vault creates Target Records from templates in the lifecycle state associated with the Approved Template lifecycle state type. Ensure that the Template Object lifecycle defines a state for this state type and that your template process brings Template records to that state before the Create Record from Template action is expected to execute.

Configuring the Supported Object

The Create Record from Template action is available as a user action, entry action, or event action. An Admin must assign the action to the appropriate Supported Object. When adding it, ensure that the Available in All Lifecycle States checkbox is not selected.

Configuring the Create Record from Template Action

In order to configure the creation of Target Records from templates, Admins must complete the following steps:

  1. Navigate to Admin > Configuration > Object Lifecycles and click into the desired Supported Object lifecycle.
  2. In the States section, click into the lifecycle state in which you want your process to either automatically create Target Records, or allow users to create Target Records.
  3. In the Entry Actions or User Actions section, click Edit.
  4. Add the Create Record from Template entry action or user action to the lifecycle state.
  5. Optional: When you use an entry action, we recommended that you use the Perform with conditions option to prevent unnecessary Target Record creation, defining a condition.
  6. Select the Supported Object in the Associate Record to the Following Object: drop-down. Generated Target Records will be added to the indicated parent object record.
  7. Optional: Select an Object Type: for the resulting Target Records.
  8. Select an object as your Template Object:.
  9. Optional: Select one or more fields in the Match on the Following Fields: drop-down. When the action executes, Vault looks for Template records with the specified fields that have values matching the same fields on the parent Supported Object record. If the action is configured as an entry action or an event action, Vault will create Target Records for each matching template. If the action is configured as a user action, Vault will present the user with a dialog showing all of the matching templates, and allow the user to select one or more templates to create a Target Record for each selected template.
  10. Optional: Enter an Action Label:. This is only seen by users and only valid for user actions.

Limitations

The Create Record from Template action can create up to 300 Target Records at once.

Permissions

Users must have the following permissions to execute the Create Record from Template action:

  • Create permissions for the Target Record object: Change Action (change_action__qdm) object and Impact Assessment (change_control_impact_assessment__v) object.
  • Read permissions on the Template object: Change Action Template (change_action_template__v) object, and Impact Assessment Template (impact_assessment_template__v) object. Edit permissions in Atomic Security for Relationships on states in the Supported Object lifecycle where Target Records are created from templates. For example, ensure that users have Edit permission for the Change Action relationship on the In Change Plan Definition lifecycle state of a Change Control.