You can create a custom data store to maintain a record widget. These records can be used as a data source in a field. The data will be then displayed in a combo box list when you run an instance of your automated business processes.

First, create a new page or access the relevant page from the workspace using administrator account, or an account with the rights to edit the page concerned.

1. At the top of your screen, click on the 2 pages icon.
2. In the “Edit page list” dialog, click on “New page”.
3. Enter a name and a description to your page.
4. Click on “Confirm”.

Second, add a record type widget.

1. Click on the pencil icon at the top of your screen.
2. Click on the “+” up in the new page, or lower in your page under the other widgets if you are using an already existing page.
3. Click on “Records” from the list of widgets.

Third, configure the records data source.

1. Hover over the widget, and click on the pencil icon to edit its properties.
2. In the configuration dialog, access the “Data” tab.
3. In the “Data” tab, click on the plus icon to add a new data source.
4. In the “New entity” tab, enter the “Entity name” and the “Description”.

Fourth, add columns to your record list. Repeat the procedure below for each new column.

1. In the “Data” Tab, click on “Add property”.
2. In the “New Property” tab, enter the property name and the property type.
3. Click “Confirm” to add the property.
4. Select one of these columns to represent your record in the “Textual representation” field.

Fifth, create and configure the entry form of the record.

1. Access the “Forms” tab.
2. Click on “Add a new edit form”.
3. From the dialog, choose whether or not you want to include the properties created earlier in the form. If you click on “Yes”, all the properties you have created will be added automatically to the form, and if you click on “No”, then you will have to select them manually or to create new properties in the form.
4. Customize the properties to fit your needs, you can move the fields from side to side, or from top to bottom.

At this point, the new entry form is ready for usage, and you will be able to add, remove, and edit records.

Authorization

When you create a new page, it’s automatically added to the Administrator and User roles. Also, you can create a custom role, and in this case, you have to insert the new page to these new roles. Read: Roles on HEFLO.

Using records on business process automation

You can use your entry list to feed items of fields of the record type.

1. Open your business process in the process editor.
2. Select the form or create a new form. See: Creating forms.
3. Open the form editor.
4. On the form editor, click on the plus icon at the top right side of the dialog.
5. On the properties dialog, click “New”.
6. On the new property dialog, enter the name, select the type “Records”, and choose the name of the concerned record.

From then on, each time you add data in the concerned record, the property will then be updated so that you can choose from the work items any of this data created in this record.

To learn more about how to use records: How to use records in a process form.

As you can directly use your processes to insert in these records new data or update them, to learn more about this feature: Update a record by running a process.