Central and ActiveVOS Screenflow > Creating Guides > Handling Data

Handling Data

Inserting Fields Using Picklists

There are many places where you add or use field names. Perhaps the most visible place is within a Screen step.
Notice the text box immediately above "Annual Revenue". If you enter text here, Guide Designer searches for a field containing that text. For example, if you type "onv", the picklists in the previous figure would display the five "Converted" leads.
When a user runs a guide, Process Designer replaces the field with the value within the object. For example, if a company field was inserted and the company's name is "Acme", users will see "Acme" instead of the field name when they are running the guide. Here's an example showing two fields inserted into a Screen step:
In this figure, notice that the text following the guide's name immediately follows the field's label. This can make your step unappealing. The screen will look better if you insert the fields into a table. For more information, see Inserting Fields in Tables.
Two kinds of picklists exist in steps:
Double-click on "..." to display a field properties dialog. For more information, see Field Properties.

Autogenerated Fields

A field can be virtual; that is, the object has a field that is actually a composite key or a composite field. When Process Designer displays the name of this virtual and autogenerated field, it displays it as "Object_name" + "_IID".

Entering Fields as Text

The information you type in text boxes such as the one in the following figure, you can enter text and the value of a field.
To specify a field value, choose Content as the Source and then click the small icon to the right of the text box. From the list of fields that displays, select the field you want to enter. If you know the name of the field, you can also type it in the text box as {$name_of_field}.
This example shows the values of four fields from the current object as the Content for the Description field.
Entering fields as text
You can add other text to display with the field values. For example, you could specify:
The name is: {$name}

Related Object Fields

Many of the objects within your application have relationships to other objects. For example, in a CRM application such as Salesforce, cases are related to the account and contact objects. An account is related to opportunities, cases, expense reports, and so on.
Note: You only see related objects and their fields if these relationships exist. If specific objects were created for your application, these relationships may not exist.
When you set the type of object that the guide or process Applies To, the fields associated with that object and any related objects are available for your application.
This list shows a Lead object associated with other objects. Those objects are associated with others. In this example, the Converted Account object has a set of Related Objects, including an Owner. The Owner also has related objects:

Setting Data in Steps

Some steps that you will create ask users to enter information before the step's actions occur. Examples include Service Call and Create. In contrast, other steps already have the information they need when they begin executing. If the step has the information it needs, the action occurs automatically and the user doesn't see it. Instead, the user sees the step that follows. Although this topic uses a Create step as an example, there is no difference setting data in other kinds of steps
Service Call steps already have the information they need when they begin executing.
The Information tab shows information about the fields associated with the action or object. If an entity or object is not selected, no data appears in the Information tab.
Create Opportunity Input step
This Information tab lists all of the fields that can supply data when this step creates an opportunity object. The fields that you will actually be using are named and set within the Input tab. The following composite image shows just some of the choices that are available when setting a field's source.
Create Opportunity, showing fields
Add Information, Input tab
You can delete fields you do not want or use the Add Input picklist to add additional ones. While many can be deleted (notice the "x" to the right of many of the fields), some are required, and they cannot be deleted.
The values in the Add Input picklist are the input fields that were defined for the object. For creation steps, these correspond to the writeable fields of the object being created.
The picklists in the Source column have the following items: Content, Field, Formula, Screen, and Query. Using this picklist is described in Setting Source Values.
Note: After a step executes, all steps that follow can access output fields created in it. This means, for example, that you can insert them into a Screen step's canvas.

Setting Source Values

You can tell Process Designer about the source of the values that will be assigned to a field. The following figure shows part of a Create step where fields have different sources:
Input tab showing different source types
Note: If your objects are contained within Salesforce and you get an error message when Process Designer is returning data--for example, when querying record types or using the lookup dialog--you must enter the password and security token in your Salesforce connection. then republish the connection.
If no field has its source set to Screen, this step immediately performs its action when Process Designer executes it. When that action completes, the next step executes.
When you click in a Source text box into which you can type values, the icon appears to the right of the box. Use this icon to display a dialog box that helps you insert a field's internal representation. (You could just type this information if you want.)

Setting Source Values: Content

A Content source is one in which the person designing the guide is deciding the value that is passed as input to a step. For example, you could use Content to set the Description field of a Create step creating an event to "Demonstrate the product" rather than requiring the guide's user to provide the description.
Sometimes, you want to create content that contains text and field values. For example, you could have a "mailing" field that contains a person's name and address. You would add this information by including field strings. If you click within the Content edit box, Process Designer displays its (add field) icon to the right of this box. After clicking on the icon, Process Designer displays a picklist containing all of the object's fields. Also, you may see related objects at the bottom of the picklist.
After you select a field, Process Designer places a field code into the text box at the cursor's position. You can individually select as many fields as you need; however, you can only select one item at a time. Here's an example:
Setting fields in a contant
You can also add text to this inserted field indicator. For example, In front of {$name}, you could type "Name: ".
When Process Designer executes this step, it replaces each field indicator with the text extracted from the field.

Setting Source Values: Field

If you select Field for the Source, Process Designer displays a collapsed field picklist: to the right. You can now select the field whose value Process Designer will write into the object when this step executes. As with other places where you select fields, the bottom of the picklist may show related objects whose fields can be used.

Setting Source Values: Formula

Fields that take numeric input fields can use a formula to set a value. For example, you can use this with the Assignment step to add a number to an existing field. Use numeric operators such as +, -, *, div, and mod to perform an operation upon fields.
You can also use any XQuery function within a formula. (These are defined at http://www.w3.org/TR/xpath-functions-30/.)

Evaluation Notes

Process Designer evaluates formulas as you might expect. Note that:

Setting Source Values: Screen

If you select Screen for the Source, the end user provides data for this field. This means that you must add a field to the step's Input Screen tab so that the guide's user can type information. In the following example, the source on the Input tab for three fields was set to Screen:
An input tab
Notice that the names of the input fields that use a "Screen" source on the Input tab are displayed as buttons just below the row of tabs. There are two ways to insert an input field into the editing area: you can click to have Process Designer insert both the field's name and the input field at the cursor location or you can drag it to place it where you want it to be. If you drag it, the designer does not insert the field's name. After placing the input field on the screen, the Process Designer displays the button in a lighter shade.
Note: The text you enter will look better if placed in tables. For more information, see Inserting Fields In Tables.
Like all fields, you can click within it to display a properties dialog. See Data Types & Field Properties for more information.