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Create sets of schema-less data, each referred to as a Collection.
Use the Collections to maintain sets of schema-less data, each referred to as a Collection. Each Collection uses up to three different Screens to create, edit and view information in that Collection. Functioning similarly to a database, Collections provide ease and flexibility to design custom data views for information storage and reporting without integrating into an organization's IT infrastructure. Also similar to a database, each Collection contains a set of records, each representing distinct sets of information similarly to how a conventional database contains a set of fields that comprise a record.
Use Collections to store data from which Requests can read and edit record data. Use Collections to manage data outside of your Processes and their Requests. Consider Collection record data as the "source of truth" from which your organization maintains its data. Each Collection record represents the state of particular information. The information that each Collection record contains may need to exist outside of any Process or Request, making them great for business solutions. Consider the following examples:
Employees in a company: Each record is an employee at a company. Each record may contain information such as a company ID and job role, but also the state of onboarding or offboarding each employee.
Patients in a medical office: Each record is a patient in a medical office. Each record may contain personal and health information, but also when each patient's next upcoming appointment is scheduled.
Orders in an e-commerce company: Each record is the state of an e-commerce order. Each record contains the items selected for purchase, the state of payment for that order, shipping information, and relevant discount code.
The Collections has the following features:
An external database is not required to store Collections. Collections are maintained in the ProcessMaker instance.
A Collection is composed of a set of records. Similar to a relational database, a record is a grouping of fields that represent related data. Design the grouping of fields using Screens to represent this data, thereby making it easy for any user to view, create, or edit record data if they have the appropriate permission(s) to do so. Within a Collection, potentially use different Screens to create a record, edit a record, or view a record within that Collection. This provides greater control in how information within a Collection is consumed by various stakeholders in the Collection. Consider the following use case:
Create a record: Allow an assistant to create a record using Screen for this purpose, such as in a medical practice.
Edit a record: In the same medical practice, a dedicated Screen allows a nurse to edit patient information after the new patient has granted legal permission for medical staff to edit sensitive medical information (in compliance with HIPAA standards).
View a record: Use a third Screen that references identical record information, but limits the content and editing so that the medical practice complies with patient legal protections.
Establish relationships between records in one Collection with those in a second. A Collection relationship links two Collections by designating one Collection as a parent Collection, the other as a child Collection, and defining data keys or columns linking both Collections. The Collection from which this relationship is created is automatically designated as the parent Collection. The relationship is a one-to-many relationship such that a record in the parent Collection can have multiple matching records in the child Collection.
The Collections integrates with the Saved Searches and Data Connector:
Saved Searches: Use the Saved Searches to save and share searches.
ProcessMaker Platform displays all Collections in one table. This makes it easy to manage the Collections.
Follow these steps to view all Collections in your organization:
Log on to ProcessMaker Platform.
Click the Admin option from the top menu. The Users page displays.
The Collections page displays the following information in tabular format about Collections:
ID: The ID column displays the Collection's ID. ProcessMaker Platform automatically generates the ID value when the Collection is created and represents a sequential number of how many total Collections have been created to that time.
Name: The Name column displays the Collection's name.
Type: The Type column identifies whether the list displays a Collection or a Saved Search.
# Records: The # Records column displays how many records are in each Collection.
Created By: The Created By column displays the user who created the Collection. Hover your cursor over the user's avatar to view that person's full name.
Created: The Created column displays the date and time the Collection was created. The time zone setting to display the time is according to the ProcessMaker Platform instance unless your user profile's Time zone setting is specified.
If no Collections exist, or you do not have permission to view any, the following message displays: No Data Available.
Control how tabular information displays, including how to sort columns or how many items display per page.
Create a new Collection into which to add records.
Create a record: Have available a Form-type Screen to create a record in the Collection. Ensure that this Screen contains all the appropriate Screen controls required for authorized Collection stakeholders to create a complete record.
Edit a record: Either use the same Screen that creates a record, or have available a second Form-type Screen to edit any record in the Collection. Ensure that this Screen contains all the appropriate Screen controls for authorized Collection stakeholders to edit or update particular content of a record in the Collection. In many cases, the controls to create a record may be identical to those to edit a record. If you want to use a second Screen, optionally make a copy of the Screen intended to create a record, and then make changes to it without needing to design a new Screen.
View a record: Have available a Display-type Screen to view any record in the Collection. This Screen may serve two purposes:
Provide a read-only view of a complete record: This allows authorized Collection stakeholders to view complete contents of any record in the Collection, but not edit or update it.
Limit the information displayed in a record: This allows authorized Collection stakeholders to view limited content of any record in the Collection to comply with specific legal or privacy requirements.
Ensure these Screens are available before creating a new Collection. You are not required to have the controls in these Screens finalized, as you or an authorized designer may change these Screens at any time. Doing so updates all records within that Collection automatically.
Follow these steps to create a Collection:
In the Name setting, enter the name of the Collection. This name must be unique from all other Collections. This is a required setting.
In the Description setting, enter the description of the Collection. This is a required setting.
From the Create Screen drop-down menu, select the Screen from which new records in this Collection are created. This must be a Form-type Screen. This is a required setting.
From the View Screen drop-down menu, select the Screen from which to view records in this Collection. Use this Screen to only display all or parts of a record in the Collection. For example, the Screen selected from the View Screen drop-down menu may be designed to not display sensitive information that all Collection stakeholders should have access. This must be a Display-type Screen. This is a required setting.
From the Edit Screen drop-down menu, select the Screen from which to edit or update records in this Collection. This can be the same or a different Screen as selected from the Create Screen drop-down menu. This is a required setting.
After each Collection is created, three Signals are automatically created for Collection record events. See Collection Signals.
If your user account or group membership does not have the appropriate permissions to edit a Screen, consult with a person in your organization who can edit your ProcessMaker Platform asset(s).
Follow these guidelines to edit any Screen referenced from a Collection:
Make note of the appropriate Screen(s) to edit:
Create Screen: The Create Screen drop-down menu references the Screen from which new records in this Collection are created.
Edit Screen: The Edit Screen drop-down menu references the Screen from which records in this Collection are edited.
View Screen: The View Screen drop-down menu references the Screen from which records in this Collection are viewed.
View your Screens. The Screens page displays.
Edit the appropriate Screen(s). Ensure to save your changes.
After saving your Screen changes, the records in that Collection automatically update with the Screen changes.
_collection.id
VariableThe _collection.id
variable can be used in "view" or "edit" Screens of a Collection to show a unique identifier number for that record in its Collection. The variable must be used in mustache syntax and its value can only be displayed and should not be edited. Use _collection.id
in a Screen in the following ways:
Computed Properties: Reference the _collection.id
variable from a computed Property. Use JavaScript to return the variable's value, then store it in a computed Property.
Watchers: Reference the _collection.id
in a Watcher to access a Collection record using a Data Connector for that Collection. Display Collection data returned by the Watcher in a Screen control.
Manage the records in a Collection.
Follow these steps to view all records in a Collection:
Do one of the following to view the list of records for a Collection:
View a Collection from the left sidebar:
Click the Collection name to view its records.
The list of records display for the selected Collection.
The following information displays by default in tabular format about records in the Collection:
Modified By: The Modified By column displays the user who last modified the record. Hover your cursor over the user's avatar to view that person's full name.
Created By: The Created By column displays the user who created the record. Hover your cursor over the user's avatar to view that person's full name.
Modified: The Modified column displays the date and time the record was last modified. The time zone setting to display the time is according to the ProcessMaker Platform instance unless your user profile's Time zone setting is specified.
Created: The Created column displays the date and time the record was created. The time zone setting to display the time is according to the ProcessMaker Platform instance unless your user profile's Time zone setting is specified.
Control how tabular information displays, including how to sort columns or how many items display per page.
Create multiple Collection records simultaneously by importing a Comma-Separated Values (CSV) file's data records.
Create multiple Collection records simultaneously by importing a Comma-Separated Values (CSV) file into its Collection. A CSV file is a plain-text file that contains data records in tabular format by separating the content of each item in each data record with a comma (,
): the first data record represents the fields, or columns, of the data set while each following data record contains the same number of items in each record as separated by commas.
Map the relationship between which CSV column corresponds with which Screen control that your Collection uses to create records in that Collection, thereby indicating which Screen control contains which column's value for each data record after importing the CSV file.
Each field in the CSV file does not need to map to a Screen control; controls that are not mapped to a CSV field contain no values after the CSV file is imported. Inversely, CSV fields that are not mapped to a Screen control are ignored when the CSV file is imported.
The Collection creates one record for each data record in the imported CSV file.
Consider importing the following CSV file into a Collection to simultaneously create multiple records in that Collection. This example uses a CSV file that contains all company employee names, employee IDs, start date, and leave date if applicable.
The Collection uses the following Screen to create new records in that Collection.
The data records in the CSV file map to the Screen controls as follows.
The image below indicates how the CSV file maps to the Screen control labels. Note that the First row contains column names (this row will not be imported) toggle key is enabled so that the first row in the CSV file that indicates the columns in this file.
Follow these steps to create multiple Collection records at once from a CSV file:
Map from which CSV column, or field, the value of each item in each data record in the CSV file corresponds with which Screen control by selecting that control and then selecting the CSV column. If the CSV file does not contain column/field names, then remember which sequential item in the comma-separated values corresponds with items in each data record that control receives data when the CSV file imports.
Enable the First row contains column names (this row will not be imported) toggle key if the first row of the CSV file contains the column names so that row is not imported into the Collection. This toggle key is disabled by default.
Click the Import button. The following message displays if the the CSV file imports correctly: CSV imported into collection successfully.
Edit the configuration for a Collection.
Follow these steps to configure your Collection:
Refer to the following sections to configure your Collection. These configuration sections may be configured independently of one another:
Follow these steps to configure basic settings for your Collection:
In the Name setting, edit the name of your Collection. Since this name displays in the left sidebar when the Collections top menu is selected, ensure that this is a descriptive name. This name is helpful for yourself and those with whom have access to this Collection. This is a required setting.
In the Description setting, edit the description of your Collection. This is a required setting.
From the Create Screen drop-down menu, select a Screen from which new records in this Collection are created. This must be a Form-type Screen. Optionally, select this setting's Open Screen option to view the currently selected Screen in a new browser window. This is a required setting.
From the Edit Screen drop-down menu, select a Screen from which to edit or update records in this Collection. This can be the same or a different Form-type Screen as selected from the Create Screen drop-down menu. Optionally, select this setting's Open Screen option to view the currently selected Screen in a new browser window. This is a required setting.
From the View Screen drop-down menu, select a different Screen from which to view records in this Collection. Use this Screen to only display all or parts of a record in the Collection. For example, the Screen selected from the View Screen drop-down menu may be designed to not display sensitive information that all Collection stakeholders should have access. This must be a Display-type Screen. Optionally, select this setting's Open Screen option to view the currently selected Screen in a new browser window. This is a required setting.
appear above the record details of the child Collection record.
Enable the Use Randomly-Generated IDs for Links toggle key to generate random IDs for hyperlinks to records in this Collection instead of sequential numbering as each record is created. By default, each record in a Collection is numbered sequentially, which can potentially be determined to access a record without configured permission. This setting is disabled by default.
Click Save.
Record is created: When a record is created in this Collection, broadcast the Collection Signal for subscribing Signal-type events that listen for this event to occur. If this Collection Signal is disabled, it does not broadcast when this type of event occurs.
Record is edited: When a record is edited in this Collection, broadcast the Collection Signal for subscribing Signal-type events that listen for this event to occur. If this Collection Signal is disabled, it does not broadcast when this type of event occurs.
Record is deleted: When a record is deleted in this Collection, broadcast the Collection Signal for subscribing Signal-type events that listen for this event to occur. If this Collection Signal is disabled, it does not broadcast when this type of event occurs.
Follow these steps to configure your Collection's Signals for subscription:
Configure the Collection's Signals for subscription following these guidelines:
Throw Signal on Update: Toggle the Throw Signal on Update toggle key to broadcast this Signal each time a record is edited in this Collection. Note that if multiple records from a Collection are edited in a batch, such as from a script, and the Throw Signal on Update toggle key is enabled, that Signal broadcasts for each edited record, possibly triggering that Signal's webhook if it is enabled. This toggle key is disabled by default.
Throw Signal on Delete: Toggle the Throw Signal on Delete toggle key to broadcast this Signal each time a record is deleted in this Collection. Note that if multiple records from a Collection are edited in a batch, such as from a script, and the Throw Signal on Delete toggle key is enabled, that Signal broadcasts for each deleted record, possibly triggering that Signal's webhook if it is enabled. This toggle key is disabled by default.
Click Save.
By default all users do not have any access to records in your Collection unless a user has the Make this use a Super Admin setting selected.
Follow these steps to configure how users have access to your Collection:
Click the User Permissions tab.
Enter in the Search field the text to filter user accounts, if necessary.
Toggle any of the permission settings for applicable users to allow each user appropriate access to records in this Collection. By default all users do not have any access to records in your Collection unless a user has the Make this use a Super Admin setting selected. If necessary, ensure to grant your own user permissions to access records in your Collection. Follow these guidelines:
Create: Toggle the Create setting to grant or restrict permission for that user to create records in this Collection.
Delete: Toggle the Delete setting to grant or restrict permission for that user to delete records in this Collection.
Edit: Toggle the Edit setting to grant or restrict permission for that user to edit records in this Collection.
Edit Raw Data: Toggle the Edit Raw Data setting to grant or restrict permission for that user to edit JSON associated each record in this Collection.
View: Toggle the View setting to grant or restrict permission for that user to view individual records in this Collection.
List: Toggle the List setting to grant or restrict permission for that user to view the list of all records in this Collection.
Click Save.
Record-level permissions are cumulative: permissions set for a specific user apply regardless of whether that user is a member of a group with record permissions. If that user is granted permissions not granted to a group, regardless of whether that user is a group member, that user maintains that record permission.
By default all groups do not have any access to records in your Collection.
Follow these steps to configure how groups have access to your Collection:
Enter in the Search field the text to filter groups, if necessary.
Toggle any of the permission settings for applicable groups to allow its members appropriate access to records in this Collection. By default all groups do not have any access to records in your Collection unless a group member has this permission or has the Make this use a Super Admin setting selected for his or her user account. Follow these guidelines:
Create: Toggle the Create setting to grant or restrict permission for members of that group to create records in this Collection. If a group does not have the Create toggle key enabled, the +Record button used to create a record is not visible for its members unless individual users in the group have this permission.
Edit Raw Data: Toggle the Edit Raw Data setting to grant or restrict permission for members of that group to edit JSON associated each record in this Collection. If a group does not have the Edit Raw Data permission, JSON associated with a record of the Collection is not visible to members of this group unless individual users in the group have this permission.
View: Toggle the View setting to grant or restrict permission for members of that group to view individual records in this Collection. If a group does not have the View toggle key enabled, members of that group do not see any records in that Collection unless individual users in the group have this permission.
List: Toggle the List setting to grant or restrict permission for members of that group to view the list of all records in this Collection. However, if the View permission is enabled, then group members may view to individual records in this Collection.
Click Save.
When a record in a Collection is viewed, the record data is displayed in tabular format with customizable columns.
Follow these steps to configure the columns to display when viewing records of your Collection:
Follow these guidelines to select which column(s) display information when viewing records in a Collection: Remove a column that displays when viewing records in a Collection:
Alternatively, drag the informational component from the Active Columns list to the Available Columns list.
Add a column that displays when viewing records in a Collection:
Drag the informational component from the Available Columns list to the Active Columns list, and then place the informational component in the order from top-to-bottom that you want that informational component to display when viewing records in a Collection. Informational components at the top of the Active Columns column display left-most in the column order; components at the bottom of the Active Columns column display right-most in the column order.
Configure how a column displays information when viewing records in a Collection:
In the Label setting, edit the column label that displays for the Collection record.
In the Field setting, edit the variable name that represents the Collection variable used in the Create screen for this Collection. data.
represents that what follows derives from a Collection variable. To derive that information, view the Collection variable used in that Collection's Create Screen, then use the specific key name in the following syntax, where CollectionData
represents the variable name: data.CollectionData
.
Use the Sortable toggle key to adjust whether the column is sortable in search results.
Click Save.
Add a custom column to include custom labels when viewing the records in a Collection:
In the Label setting, enter a column label that displays in search results.
In the Field setting, enter the name of the default informational component replacing any spaces with an underscore. For example, for the Modified By column, set the Field setting to modified_by
. This setting is case sensitive and all characters must be in lower case letters.
Use the Sortable toggle key to adjust whether the column is sortable in search results.
Click Save.
Sort the order that columns display when viewing records in a Collection:
Reset the columns displayed when viewing records in a Collection:
Click Confirm.
Click Save after you configure all your Collection settings.
Configure a relationship between two Collections by designating one Collection as a parent Collection, the other as a child Collection, and defining data keys or columns linking both Collections. The Collection from which this relationship is created is automatically designated as the parent Collection. The relationship is a one-to-many relationship such that a record in the parent Collection can have multiple matching records in the child Collection.
Consider the following example of two Collections at a college:
Professors: One Collection named Professors contains record information about each professor, such as the name, department of study, email address, and classes each professor teaches.
Available Courses: Another Collection named Available Courses contains record information about all courses offered at that college, such as the name, the professor teaching that course, and its area of study.
The common data between these Collection records is the name of the course. Use this common data to establish a one-to-many relationship from one Collection to the other. To establish a relationship between the available courses and which classes are available of each course during a semester, the Available Courses Collection is the parent Collection. The Professors Collection is the child Collection that contains multiple records of each class from the Available Courses Collection, thereby establishing the one-to-many relationship between these Collections. Students use this example to register for classes in available courses.
Inversely, the Professors Collection can be the parent Collection, with the Available Courses Collection being the child Collection: students can view all classes that a specific professor teaches regardless of the courses that professor teaches.
Follow these steps to configure a relationship between data in your Collection with data in another:
In the Name setting, enter a name for this relationship. This name displays when viewing a child Collection record in the Relationships tab of a record of the parent Collection. This is a required setting.
In the Description setting, enter a description for this relationship. This is a required setting.
In the Relationship section, configure details of this relationship by selecting a child Collection and the common data keys linking the child Collection to this parent Collection. The data in the parent Collection's key matches with that in the child Collection's key and the respective record(s) from the child Collection is retrieved. Follow these guidelines:
From the Parent Collection Data Key drop-down menu, select a common data key from the parent Collection to link to its corresponding common data key in the child Collection.
From the Child Collection drop-down menu, select the name of the child Collection to which to establish this relationship.
From the Child Collection Reference to Parent Key drop-down menu, select the common data key from the child Collection to link to the selected data key in the parent Collection.
Click Save.
Edit the contents of a record in a Collection.
Follow these steps to edit a record in a Collection:
Edit information for the record as indicated in the Screen.
Submit the revised record as indicated in the Screen.
Optionally, do any of the following:
If this Collection is configured to have a relationship with another Collection, click the Relationships tab to view the child Collection Records related to the selected record.
Follow these steps to edit a Collection record as a JSON object:
Optionally, edit that record's content directly by editing the JSON object, and then clicking the Update button.
Manage parent and child Collections in a Collection relationship.
Consider the following example of two Collections at a college:
Professors: One Collection named Professors contains record information about each professor, such as the name, department of study, email address, and classes each professor teaches.
Available Courses: Another Collection named Available Courses contains record information about all courses offered at that college, such as the name, the professor teaching that course, and its area of study.
The common data between these Collection records is the name of the course. Use this common data to establish a one-to-many relationship from one Collection to the other. To establish a relationship between the available courses and which classes are available of each course during a semester, the Available Courses Collection is the parent Collection. The Professors Collection is the child Collection that contains multiple records of each class from the Available Courses Collection, thereby establishing the one-to-many relationship between these Collections. Students use this example to register for classes in available courses.
Inversely, the Professors Collection can be the parent Collection, with the Available Courses Collection being the child Collection: students can view all classes that a specific professor teaches regardless of the courses that professor teaches.
When two Collections are linked through a relationship, records in the child Collection can be viewed from the parent Collection.
Follow these guidelines to view child Collection records in a parent Collection:
Add record(s) in a child Collection from a parent Collection.
Records in a child Collection can be added, edited, or deleted from a parent Collection.
Follow these guidelines to add child Collection records from a parent Collection:
Click on the +Record button. The Add or Edit screen of the child Collection displays. The data key common between parent and child Collection is pre-filled to facilitate adding a new record.
Enter information for the new record as indicated in the Screen.
Click Save.
Click the Collections iconin the left sidebar. The Collections page displays the Collections that you are allowed to view.
Click the +Collection button. The Create Collection screen displays.
Click the Configure iconfor your Collection in which to edit one of its referenced Screens. The Configuration tab displays.
Rich Text controls: Reference the _collection.id
variable in a Rich Text control through the Content setting.
Click the ProcessMaker logo in the left sidebar to expand the sidebar. The name displays for each Collection in which you have access.
View a Collection from the Collections page: Click the Records iconfor the Collection to view its records.
in which you want to add records.
Click the Import CSV icon. The Import CSV screen displays.
Click the Browse button, and then locate and open the CSV file to import. The Import CSV screen displays the controls in the Screen this Collection uses to create records in this Collection. Below is a Screen used in .
Use the Search function to filter all from the Collections page based on your entered text.
that you want to search.
In the PMQL field, enter your ProcessMaker Query Language () parameters that compose your record search. See .
Click the Search buttonto search the Collection's records based on your entered criteria. If there is no search criteria in the PMQL field when the Search button is clicked, the following message displays: Search query is empty. Please add search attributes or PMQL before saving.
Optionally, save and share the record search by clicking the Save Search button. See .
. The Collections page displays.
Click the Configure iconfor your Collection. The Configuration tab displays.
. The Configuration tab displays. Use the Configuration tab to configure basic settings for your Collection.
In the Custom Record Title setting, edit the text to display in the breadcrumbs menu when displaying a record from this Collection. This setting accepts to dynamically reference Collection data that displays in record's breadcrumbs menu. All references included in mustache syntax for the custom record title are case sensitive. By default this setting has the value {{ id }}
to reference the record ID of the Collection record that is currently displayed. Spacing within mustache syntax is not required, but provides greater readability. Reference Collection data by referencing the Collection variable in mustache syntax. Within the mustache syntax, precede the Collection variable name with data.
to indicate that this is Collection data.
Example: {{ data.CollectionVariableName }}
Include plain text in the Custom Record Title if this helps provide clarity to the record title. Custom Record Title data from a parent Collection is also displayed in a child Collection when viewing a record of that child Collection to highlight the between the two Collections. Below is an example.
This is a record in the child Collection List of Courses in a College that has a relationship with the parent Collection List of Professors in a College. The name of the parent Collection and its Custom Record Title value, specified as: {{ data.professor_name }} - {{ data.professor_email }}
Optionally, .
Configure if the broadcast for this Collection when any of the following record events occur. Each Collection's Signals are created and display in when that Collection is created.
. The Configuration tab displays.
Locate the Collection Signals group of settings.
Throw Signal on Insert: Toggle the Throw Signal on Insert toggle key to broadcast this Signal each time a record is created in this Collection. Note that if a comma-separated value (CSV) file is imported into this Collection to create records and the Throw Signal on Insert toggle key is enabled, that Signal broadcasts for each new record, possibly triggering that if it is enabled. This toggle key is disabled by default.
Configure how users have permission to access the records in your Collection. Permissions may be set differently for each user . If a user account has the Make this user a Super Admin setting selected in that account, then these settings have no effect on that user. ProcessMaker does not check permissions for user accounts with this setting selected.
. The Configuration tab displays.
Configure how groups have permission to access the records in your Collection. Permissions may be set differently for each group. Groups have access to records in this Collection under the following circumstances:
If a user has the Make this user a Super Admin setting selected in his or her user account, then these settings have no effect on that user. ProcessMaker Platform does not check permissions for user accounts with this setting selected. For more information about this setting, see .
. The Configuration tab displays.
Click the Group Permissions tab.
Delete: Toggle the Delete setting to grant or restrict permission for members of that group to delete records in this Collection. If a group does not have the Delete toggle key enabled, the Delete iconused to delete each record is not available for members of this group unless individual users in the group have this permission.
Edit: Toggle the Edit setting to grant or restrict permission for members of that group to edit records in this Collection. If a group does not have the Edit toggle key enabled, the Edit iconused to edit that record is not available for members of this group unless individual users in the group have this permission.
. The Configuration tab displays.
Click the Columns tab. Use the Columns tab to customize how the records in a Collection when . Collection records display in tabular format when the View icon is clicked for a record. The Active Columns column displays the currently selected or default columns to present the Collection records in tabular format. The Available Columns column displays optional informational components that can be displayed. The informational components in the Active Columns list display in the order that these informational components display in tabular format. Informational components at the top of the Active Columns column display left-most in the column order; components at the bottom of the Active Columns column display right-most in the column order.
From the Active Columns list, click the Remove iconfor the informational component not to display when viewing records in a Collection. The removed informational component moves to the bottom of the Available Columns list.
Click the Configuration iconfor the informational component from the Available Columns column. Note that columns that do not have the Configuration icon are default columns that cannot be configured, but only removed from the Collection records view. The Configure screen for that informational component displays.
Use the Add Custom Column screen to add custom labels for one of the default informational components, such as the Created By or Modified By columns, to provide more relevant context to that record information. Click the Add Custom Column button at the bottom of the Available Columns column. The Create Custom Column screen displays.
Sort the informational components in the Active Columns list in the order that they are to display when viewing records in a Collection. To do so, click theicon for an informational component, drag it, and then place it into the order the column is to display. Do not drag the information component to the Available Columns column, or it will no longer be included as a column that displays when viewing records in a Collection.
If it is necessary to reset the columns in your Collection to the default layout, click the Reset to Default button. Doing so displays the Reset to Default screen.
to be the parent in the relationship. The Configuration tab displays.
Click the Relationships tab.
Click the +Relationship button. The Add Relationship screen displays.
in which you want to edit a record.
Click the Edit iconfor the record you want to edit. The record displays using the Screen configured to .
Above the Edit Record tab, click the Edit iconor View iconbeside the child Collection name to edit Collection records in the child Collection that have a relationship with this Collection record. A child Collection does not display above the Edit Record tab if this Collection is not or if your user account is not configured to edit records in the child Collection.
Click the JSON tab to.
in which to edit it as a JSON object.
Click the JSON tab for that record. This tab will not be visible if you user account does not have for the records in this Collection.
Use the Saved Searches package to save and share search parameters associated with , Tasks and Collections. In doing so, you manage the search parameters for your Saved Searches. You may share your own Saved Searches with other and/or . Recipients of your shared Saved Searches can only use your Saved Search to view its search results, but cannot modify your Saved Searches' parameter settings you configured.
See .
in which you want to delete a record.
Click the Delete iconfor the record you want to delete.
A relationship links two Collections by designating one Collection as a parent Collection, the other as a child Collection, and defining data keys or columns linking both Collections. The Collection from which this relationship is created is automatically designated as the parent Collection. The relationship is a one-to-many relationship such that a record in the parent Collection can have multiple matching records in the child Collection.
See to define a relationship between two Collections.
in a parent Collection. The View Record tab displays showing the parent Collection record.
Click on the Relationships tab. The Relationships tab displays showing child Collection record(s). The record(s) from the child Collection is retrieved using the common data key between the two Collections. The data in the parent Collection's key is matched with that in the child Collection's key and the respective record(s) from the child Collection is retrieved.
Click the View iconfor the record you want to view. The child Collection record displays in the View Record tab using the Screen configured to .
If no records exist in this Collection, or you do not have to view any, the following message displays: No Data Available.
, including how to sort columns or how many items display per page.
. The Relationships tab displays records from the child Collection.
Source CSV File Column | Screen Control Label |
Employee First Name | First Name |
Employee Last Name | Last Name |
Employee ID | Employee ID Number |
Start Date | Start Date |
Leave Date | Leave Date |
Delete a Collection.
When a Collection is deleted, all records in that Collection are also permanently deleted. Furthermore, all Saved Searches for that Collection are also deleted.
However, the Screens used in that Collection are not affected.
Deleting a Collection from the Collections page cannot be undone.
Follow these steps to delete a Collection:
Click Confirm.
Export and import a Collection.
Export a Collection to your local computer. The exported Collection may then be imported to the same or another ProcessMaker Platform instance of the same ProcessMaker Platform version. An exported Collection may then be shared with others so they can import your Collection. If the Collection is a Saved Search of Collection records, it cannot be exported; export from the Collection itself.
When a Collection is exported, the following also exports:
Records: All records within that Collection export.
Screens: The Screens used to create, view, and edit records in that Collection also export.
The exported Collection has the .json
file extension.
Follow these steps to export a Collection:
Click Download, then browse for the location on your local computer to save the exported Collection.
By default, ProcessMaker Platform exports the Collection using the original Collection name except spaces in the name are replaced with underscores (_
). The file has the file extension .json
. Rename the default file name if necessary, though do not change the file extension. As a best practice, specify in the file name that this is an exported Collection to distinguish it from other exported assets.
Specify a directory location to save the file. ProcessMaker Platform exports the .json
file to your local computer. The following message displays when the Collection exports successfully: The collection was exported.
Follow these steps to import a Collection:
Click Browse to locate the Collection to import. Collections have the .json
file extension.
Filter all Collection in your organization to find that one you need.
Follow these steps to search for a Collection:
Enter in the Search field the text to filter by the Collection name that displays in the Name column.
As you enter text into the Search field, Collections display that match your entered text.
If there are no search results, the following message displays: No Data Available.
Click the Delete iconfor your Collection to delete. The Caution screen displays to confirm the deletion of the Collection.
Click the Export iconfor your Collection to export. If the Collection is a Saved Search of Collection records, it cannot be exported; export from the Collection itself. The Export Collection page displays.
Click Export. ProcessMaker prepares the Collection for export and a Download button displays when the export file is ready.
Click the Import button. The Import Collection screen displays.
Click Import. The Import Collection screen displays to indicate that the Collection imported correctly.
Click List Collections. The Collections page displays the imported Collection with the same name as the original Collection except with a number "2" suffix.
Use the Search function to filter all from the Collections page based on your entered text.
. The Collections page displays.
Delete record(s) in a child Collection from a parent Collection.
Records in a child Collection can be added, edited or deleted from a parent Collection.
When deleting a record from a Collection, the information in that record is a also permanently deleted.
Deleting a record from a Collection cannot be undone.
Follow these guidelines to delete child Collection records from a parent Collection:
Create a new record in a Collection.
Access the contents of a view-only record in a Collection.
Click the Delete iconfor the child Collection record you want to delete.
in which you want to view a record.
Click the View iconfor the record you want to view. The record displays in the View Record tab using the Screen configured to . Below is an example of a viewed record.
Click the Edit iconbeside the View Record tab to edit this record. The Edit icon does not display if your user account is not configured to edit records in this Collection.
Above the View Record tab, click the View iconbeside the child Collection name to view Collection records in the child Collection that have a relationship with this Collection record. A child Collection does not display above the View Record tab if this Collection is not or if your user account is not configured to view records in the child Collection.
Edit record(s) in a child Collection from a parent Collection.
Records in a child Collection can be added, edited or deleted from a parent Collection.
Follow these guidelines to edit child Collection records from a parent Collection:
Edit information for the record as indicated in the Screen.
Click Save.
Follow these steps to edit a Collection record as a JSON object:
Optionally, edit that record's content directly by editing the JSON object, and then clicking the Update button.