Working with process grid data
About aggregated fields in process grids
Aggregated fields can be used in any process grid in the v10 application. Their purpose is to give additional information based on existing indicator fields in the grid. They are based on formulas defined in the Admin Portal interface of the v10 application. For more information about the aggregated fields defined in your application, consult with your system administrator.
Aggregated fields can give different types of information, depending on their configuration:
Sum: when this type of calculation is defined, the all the data taken into account by the formula are added to form a total sum. This type of aggregation can typically be used to keep track of all the bonuses proposed for a given group of payees in a process and compare against a total budget
Average: this type of aggregation returns the average value for all the data targeted by the formula. In addition, it also returns the count (number) of records.
Minimum: this type of aggregation returns the minimum value for all the data targeted by the formula.
Maximum: this type of aggregation returns the maximum value for all the data targeted by the formula.
Count: this type of aggregation returns the count (number) of records targeted by the formula.
Aggregated values are displayed at the top of the process grid, in a summary row, with the type of calculation performed, as illustrated in the following figure:
Aggregation in a process grid
In addition, as displayed in the figure above, thresholds (minimum and maximum) can be defined for those fields. In case of a violation of the threshold, a warning icon is displayed in the summary row, indicating that you need to adjust the columns in the row. For more information about thresholds, refer to Thresholds visualization.
Using Hyperlinks in process grids
Hyperlinks, that will redirect you to an external page, can be defined in any process grid by the system administrator of your application. Hyperlinks are displayed in blue in the process grid record and can take the form of any text (for instance, the administrator can define a redirection to www.beqom.com using a text string such as beqom). For more information about the hyperlinks defined in your application, consult with your system administrator.
Entering data in a process grid
To enter data in a process grid, or edit existing data in a process grid, proceed as follows:
Open the relevant process (see Viewing a grid).
Locate, in the grid, the column in which you want to enter data. Editable fields are highlighted in blue and have a rounded border.
Enter the value of your choice. The value is now displayed in bold in the process grid cell.
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Click Save in the bottom right corner of the application window. A success message is displayed and the new value is saved in the system.
If your system has been configured to use the feature, you can then save the changes performed in the grid without refreshing the calculated amounts. In this case, you will see a Save Without Refresh button next to the Save button. In this case, the grid, and attached reports (if any) need to be manually refreshed. For more information, contact your administrator.
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Pre-save validation conditions might have been defined on certain columns. If one of the validation conditions is violated, then an error message will display and you will not be able to save the data. For more information, consult with your system administrator.
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Calculated fields are supported in the beqom application. If the value of a calculated field violates the defined formula, then a warning icon is displayed next to the cell. If the real-time calculation feature is configured in the system, you can then receive real-time feedback and data validation on the values you are inputting in process grids. For more information, see Working with the Real-Time Calculation Feature in Working with process grid data.
Working with the real-time calculation feature
When configured in the system, the real-time calculation feature enables you to see immediately the impact of your changes in the process grid. The real-time calculation feature can be configured on one or several columns of a process grid and will enable the application to display the result of a data operation before the changes performed in the process grid are saved. In turn, this allows to immediately receive validation of your work in the process grid.
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The real-time calculation feature can be enabled on string-type field, numeric fields and list fields. It is not supported on date fields, date-time fields and boolean fields. For more information about the configuration of the feature in your environment, refer to your system administrator.
In most scenarios of use of the beqom application, the real-time calculation feature will work silently, displaying calculation results instantly as you make changes. However, if you make a change on a field on which the real-time calculation is configured and the calculation takes a bit of time, and then save the change (without changing cells in the grid) before the calculation has finished, the application will display a message indicating that the real-time calculation is currently running, as illustrated in the following figure:
Real-time calculation status message
If you see this message displayed in the application, you have two options to proceed:
Save immediately (click Save). If you choose to save your changes before the end of the RTC, you risk losing the information provided by the calculation.
Wait for the real-time calculation to finish (click Cancel or do nothing). If you wait for the end of the execution of the RTC, the information contextual window will be updated in real-time with the names of the payees for whom the RTC is currently running. Once the calculation is finished, the application will inform you that you can now save without risking losing any information.
Working with the process budget widget
The process budget widget is a tool targeted at managers in the beqom application. Located above the process grid, it enables the manager to view and keep track of a budget (to be allocated, remaining or average) based on the values of a given column in the process. This widget is particularly useful for the distribution of bonuses, but can be used on any calculated field of type SUM.
The process budget widget is configured on a calculated column by the system administrator. Once it is properly set up, you can, as a manager easily keep track of the budget corresponding to your process.
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The display options available in the budget widget (allocated, remaining or average) depend on the configuration of the process. For more information, contact your administrator.
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Depending on the configuration of your system, several budget widgets may be available. In this case, a drop-down list enables you to select the widget you want to use.
To use the process budget widget, proceed as follows:
Open the process grid in which you want to work (see Viewing a grid).
Click the process budget widget, located in the upper right corner of the application window.
If several budget widgets are available, select the widget you want to use in the Select a Budget drop-down list.
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Select the display mode of the widget:
Allocated: displays the sum of the amounts currently entered in the budget column against the total budget
Remaining: displays the remaining budget by subtracting the sum of the amounts currently entered in the budget column from the total budget
Average: displays the average amount spent across the total budget
The following figure illustrates the budget tool and the options to select the display mode:
Budget widget display mode
Enter data in the budget column and compare to the allocated budget.
Click Save in the lower-right corner of the application window.
Validating/Invalidating one or several process rows
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Depending on the permissions granted to your profile, you might not be able to select the checkboxes located at the left of the grid records and perform the actions described in this section.
To validate one or several rows in a process grid (and move them to the next workflow step) or to invalidate one or several process grid rows (and revert them to the previous workflow step), proceed as follows:
Open the process with which you want to work (see Viewing a grid).
Perform the changes or reviews that you need in the relevant rows (see Data management).
Check the boxes located at the left of the rows. You can select all the rows in the process grid by checking the box located in the heading row of the grid. A banner that enables you to validate or invalidate the selected rows is displayed above the process grid, as illustrated in the following figure:
Workflow step validation/invalidation
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Click the button corresponding to the action that you want to perform
Click Submit to validate the selected rows and move them to the next workflow step
Click Revoke to invalidate the selected rows and move them back to the previous workflow step
If prompted, enter a comment in the contextual window to justify your decision to validate/invalidate the rows.
The operation is processed and a success message is displayed.
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Comments entered for a payee record can then be viewed as attached objects.
Validating/Invalidating all rows of a process grid
To validate or invalidate all rows of a process grid with a workflow at the same time, proceed as follows:
Open the process with which you want to work (see (see Viewing a grid).
Check the box located at the very left of the grid header. Above the checkbox, you can hover the information icon to display the following message:
Workflow step validation information
Click the Select All "x" Rows button in the blue banner at the top of the grid, as illustrated in the following figure:
Select all rows button
Click Submit or Revoke. Depending on your previous action, the submit or revoke confirmation message is opened as shown below:
Submit confirmation window
Click Submit All 402 Rows to submit all rows of the grid or click the Submit 25 Rows button to only submit the rows of the first page of the grid.
Insert a comment if needed in the "Validation" window and click Validate. The selected rows are now validated to the next workflow step or revoked to the previous step.