Configure the dbdict and the data policy

Process designer framework requires the following fields in dbdict and datadict.

Search for	Example	Results
A single word	`cat`	Topics that contain the word "cat". You will also find its grammatical variations, such as "cats".
A phrase. You can specify that the search results contain a specific phrase.	`"cat food"` (quotation marks)	Topics that contain the literal phrase "cat food" and all its grammatical variations. Without the quotation marks, the query is equivalent to specifying an OR operator, which finds topics with one of the individual words instead of the phrase.

Search for	Operator	Example
Two or more words in the same topic	`AND` `and` `+` (plus symbol) `&` (ampersand)	`cat AND dog` `"cat food"+milk` `"cat food"&"dog food"`
Either word in a topic	`OR` `or` `\|` (pipe)	`cat OR dog` `cat \| dog`
Topics that do not contain a specific word or phrase	`NOT` `not` `!` (exclamation point)	`NOT cat` `! dog`
Topics that contain one string and do not contain another	`^` (caret)	`cat ^ mouse`
A combination of search types	`( )` parentheses	`cat + (dog \| mouse)` `cat \| dog + (! mouse)`

Name	Type	Comments
category	character	If your workflow is based on a category, this field stores the category of the record. Ignore this field if your workflow is based on an object. This field is automatically filled by the Process Designer framework in the following situations: A record is created by the `document.new` RAD script. A record’s category is changed by the `document.chgCat` RAD script.
current.phase	character	This field indicates the current workflow phase of the record. This field is automatically filled by the Process Designer framework when the workflow phase changes.
record.active	logic	This field indicates whether this record is active or not. Usually, a record is set to inactive after it is closed, canceled, or withdrawn. This field is automatically filled by the Process Designer framework based on the value of the "Records in this phase are active" phase property on the target phase when the workflow phase changes. For more information about the "Records in this phase are active" workflow phase property, see the TODO, …” section.

Name

Type

Comments

category

character

If your workflow is based on a category, this field stores the category of the record. Ignore this field if your workflow is based on an object.

This field is automatically filled by the Process Designer framework in the following situations:

A record is created by the document.new RAD script.
A record’s category is changed by the document.chgCat RAD script.

current.phase

character

This field indicates the current workflow phase of the record.

This field is automatically filled by the Process Designer framework when the workflow phase changes.

record.active

logic

This field indicates whether this record is active or not. Usually, a record is set to inactive after it is closed, canceled, or withdrawn.

This field is automatically filled by the Process Designer framework based on the value of the "Records in this phase are active" phase property on the target phase when the workflow phase changes.

For more information about the "Records in this phase are active" workflow phase property, see the TODO, …” section.

Note If you are already using other field names in your dbdict to achieve the same purposes, add alias fields to them with the above field names.

In the data policy, you must set the Area for the current file. This enables you to use the following variables to check whether a user can access a record. The variables are calculated based on the new, view, update, and delete folder settings from this Area, according to the Security Roles assigned to the current user:

$L.tableAccess.new

$L.tableAccess.view

$L.tableAccess.update

$L.tableAccess.delete

$L.tableAccess.expert

$L.tableAccess.admin

For example, out-of-box Request modules include the following mapping between files and Security Areas:

Request (the Request record table) maps to the "Request" Security Area

As soon as the area is set, every access against this object is controlled by the security settings of that Security Area.