eRegistrations User Manual

UNCTAD and eRegistrations logo

You see 3 buttons FE (front end), BE (back end) and DS (display system). When they are red, it means the corresponding component (FE, BE and DS are components of eRegistrations) is getting updated. We can work on the system only when all buttons are green.

When you put the cursor over the components name (FE, BE or DS) you will see the version number currently running in the instance. Versioning is made according to semantic versioning rules.

‘Logged users’ show the number of administrators logged into BPA at that moment.

When the toggle is switched on, new feature/bug fixes are allowed to come automatically to the applications in the system

User level 1 and 2 is a toggle button that minimizes and expands display of elements on the side menu bar

User ID of the administrator logged in

Choice of language

Instance settings icon

1. Settings that will apply to all services
2. Translations icon
3. Log-out icon

User level 1

Displays only a limited number of elements on the left side menu

User level 2

Displays more elements, including Tables and Certificate builder

The name of the service, that can be edited by clicking on the edit button next to it

The “preview service” button: this displays the application file as seen from the user interface

The “publish service” button: when a service is published, it becomes available on the public interface. Every time a change is made in the BPA that needs to be reflected on the public interface (DS), the service has to be (re)published.

The “see service” button. This opens the service in the public interface (DS), in a new tab

Service settings icon

Click on the “add” button on the search bar

A slider opens. Enter registration name → enter short name (a short name is proposed automatically but you can modify it) → create

Result

To add a result, click on “+ Select or add new” under Results

Then click on the “add” button on the search bar

A slider opens. Enter the result name (required) → choose whether the result is physical or digital at the top represented by “P” and “D” → save

In case of digital result, a template for the result can be built in the system (see build certificates)

To add a result that has already been registered, click on “+ Select or add new” under Results  → select the result from the drop down list

Documents

To add documents required, click on “+ Select or add new” under Documents

Then click on the “add” button on the search bar

A slider opens. Enter the document name → choose what is expected with this document (“U” - must be uploaded, “S” - must be shown at front desk when the applicant comes to collect the certificates, “M” - must be signed at collection) → save

To add a document that has already been registered, click on “+ Select or add new” under Documents → select the document from the drop down list

Fees

To add applicable fees, click on “+ Add new” under Fees

Fixed fees

A slider opens. Enter name of fee → select “fixed fee” under Fee Type → select currency → enter the value →  save

Formula fees

To use a formula in fees you need to select “Formula” in the fee type and save the fee

In the fees list, click on the fee to open it

A slider will open

Click on “click to add formula” under Formula

A slider will open

To add the cost formula, drag and drop any two applicable variables from the left side to the space on the right side

Select the applicable arithmetic symbol from the little drop down list → add

Once the formula is created, now click on the ‘add’ button to add created formula to the fee → save

Institution

To add the institution involved, click on “+ Select or add new” under Institutions

Then click on the “add” button on the search bar

A slider opens. Enter the name of the institution → enter URL (if available) → save

To add a Unit involved, click on “Add new” under Involved Unit.

A slider opens. Enter the name of the unit → enter URL → save

To add an institution that has already been registered, click on “+ Select or add new” under Institutions → select the Institution from the drop down list

To add a new registration to a service, click on the service name or anywhere within the marked area

Click on the ‘Add’ button

A slider will open. Enter the name of the registration and click on ‘Create’

Under that registration, define the result, documents required, fees applied and institution

To add a registration that was already created to a service, click on the “add to service” from the “all registrations” list

If your service has a Guide activate the guide toggle

To create a question in the Guide, → click on the ‘Guide’ tab in the Application File → under the ‘Form’ tab, create questions using the form components that will filter the data, requirements and fees for specific users’ case

To create a determinant on a block, click on the edit button represented by the gear icon

A slider will open. Click on the Determinant tab → Add

→ insert name of determinant → choose ‘Determinant based on field value’ under determinant type → select the relevant field → choose the relevant predicate → select value or choose comparison field  → save

Once the determinant is created, it will be listed on the left side

Select and drop the determinant you want to apply on the right panel under selected determinants, select the behavior of the component in component behavior (show will show the component when the determinant condition is true, hide will hide the component when the determinant condition is true) → General Save

If the field configuration has a determinant, it will be indicated by the letter ‘D’ in orange color

If there is more than one determinant set on the field the icon will have a dot in the top right corner of the icon

Special cases of Determinants

Empty date field determinant:

To create an empty date field determinant we need to make a determinant which has a selected date time field  with a predicate “=” or “!=“ and  click save button.

Just don’t put anything in another field value and don't select any date on the calendar.

To create a form, drag and drop any type of required field component from the menu bar into the space below it

Containers menu consists of:

Block

Table

Columns

Field set

Edit grid

Data grid

Tabs

Containers are mainly used to group/ put together data that belong to the same class/ category

Blocks separate/ segregate the different types of information that need to be provided

To create a block, drag and drop “Block” from the Containers menu into the space below

A slider will open. Enter the title of the block → save

Blocks are collapsible. If you do not want your blocks to collapse, disable the ‘collapsible’  toggle under the general tab

To insert a Table, drag and drop the table component inside the block

A slider will open. Indicate the number of rows and columns you need as per the data required→ save

Column will help align the fields and improve the presentation of the form

To insert a column, drag and drop the column button inside the block

A slider will open. Indicate the properties of the column you need → save

Note: Only up to 12 units are fitted in one row. For example, 6+6, 4+4+4, 3+3+3+3. If you need more rows, add multiples of the above examples.

Field set groups the fields of the same category of data together to form a set of fields

To insert a Field set, drag and drop the field set button inside the block

A slider will open. Enter the fieldset legend → save

Edit grid enables replication of the same set of fields within it, and addition of multiple data for the same set of fields (example: details of more than 1 shareholder/ partner)

To insert an edit grid, drag and drop the edit grid component inside the block

A slider will open. Enter the Edit Grid Label → save

The label can be hidden in the public interface by activating the ‘Hide Label’ toggle

Data grid is very much like an edit grid. It enables replication of the same set of fields within it, and addition of multiple data for the same set of fields (example: details of more than 1 shareholder/ partner)

To insert an data grid, drag and drop the data grid component inside the block

A slider will open. Enter the Data Grid Label → save

The label can be hidden in the public interface by activating the ‘Hide Label’ toggle

Adding Tabs in the form can make it more organized and easy to use especially if the form is very lengthy. Tabs will reduce clutter and make it easier to work with your data

To add Tabs, drag and drop the Tabs component inside the block

A slider will open → Save

Click on edit tabs → a slider will open → Click on the Tabs tab

Under Labels, type in the names of Tabs. Each time a label is added, click on the ‘Add’ button on the right.

Special use case - Tabs Component as a side navigation panel

Tabs component can be now displayed as a side menu on the left (1) with the content of the currently selected tab shown on the right (2).

To get this layout, click on the Tabs component edit button. toggle on advanced options and switch ON vertical layout option

The structure can be nested.

This is achieved by assigning to a particular tab the group value in which it will be displayed.

In the example displayed on the left, Questionaries is the main group. User information is a sub group of Questionaries and User documents is a sub group of User information

In DS it is presented as a tree like structure with the main group as a root

Determinants can be added for each tab by clicking on ‘click to add determinant’ corresponding to each label

Video tutorial - adding and chaining determinants. Adding actions to buttons

Buttons can be added to tabs and direct the user to the next tab.

To add a button on the tab, drag and drop the ‘Button’ component from the ‘Other Components’ tab.

Click on edit button → Actions → Click to add action

From the list of actions, apply the ‘Go to Next Tab’ action → Save → General save

To validate a tab before going to the next tab, ‘Validate Current Tab’ action has to be applied to the same button. This action should be placed before the ‘Go to Next Tab’ action, since the actions will perform sequentially.

Different kinds of data fields (text fields, number fields, date and time, etc.) can be dragged from the menu bar and dropped inside the containers within a block for data under the same category

Each time, a slider will open where the title of the element has to be entered and saved

To edit any container or field, click on the gear icon on the right hand side

A slider will open. Click “save” every time a change is made

The layout order of Fields and Blocks can be changed by simply dragging and dropping them

Catalog is used to present data in the form of a drop-down menu

To add a catalog, drag and drop the catalog component onto the form. Then provide a label and click save

Video tutorial - catalogs and sub catalogs

To assign values to a newly created catalog, click on Edit icon, go to Data tab, assign a catalog to the catalog field and click save

How to create a catalog

Sub Catalog is a set of values related to a single catalog value

Sub catalog is created almost the same way as catalog.

The difference is in filling in the Data tab. Here you need to change Data Source type to “Sub catalog” and select Parent catalog from the dropdown menu.  

How to create a sub catalog

To display both keys and values of catalog in the Display System, Edit catalog → click on the Data tab→ enable the Advanced toggle at the top → and enable the ‘Display key and value’ toggle at the bottom

In the catalog page, ‘Use custom keys’ toggle should be enabled

This is how the values and keys will be displayed in the catalog selector in DS

Button is used to perform an action on the form

To add a Button, drag and drop the button component onto the form. Change label if needed and click save.

Buttons can perform various  actions, but the action has to be added to the button by the analyst. There are two ways to specify the button behaviour.

1. To add an action to the button go to Actions tab and click on “click to add action” field

New window will be shown with already defined actions, from which you can choose the preferred action and drag and drop it on the right side of the table

After clicking save you will see the action added to the list of actions assigned to the button and the counter of cations incremented in the actions tab

1. The second way to specify the button behavior is to stay in General tab in edit modal and turn on the advanced toggle

This will show actions dropdown menu in which we have few choices to select

Button action “event” - this will emit an event specified in the button event dropdown menu.

Some other component in the form might use this event to show itself

Button action “custom” - this enables the operator to write a javascript code that will execute when the button is used

Button action “Open a link in a new tab” - this will show a field in which we can provide a link. When button is clicked it will open this link in a new browser tab

Button action “Open service and data in a new tab” - This action allows us to open another service in a new browser tab and transfer  the field values between those services.

Example: Drop a button component onto the form and open the buttons  edit modal.

1. In the “Action” dropdown menu select ““Open service and data in a new tab”.

2. In target service dropdown menu select the service you want to open with this button

3. In the source field dropdown menu you will see all the fields available in your first service. Choose the field that you want the value to be transferred to the  service selected in point 2

4. In the target field dropdown menu you will see all the fields available in the second service. Choose the field that you want to receive the  value from the field specified in point 3

5. If you need to transfer more values click Add button to add another pair of source and target fields and repeat points 3 and 4

Help toggle

When the Help toggle is enabled, tooltips (small question marks at the top right corners of labels) appear. Tooltips provide a description of the labels

Advanced toggle

When the Advanced toggle is enabled, additional features appear to edit a component

Hide Label toggle

If the Hide Label toggle is enabled, the component will not be visible in the Display System

Placeholder 

Faint letters that appear in the field and indicates what to insert

Tooltip 

The small question mark at the top right corner that describes or provides additional information on the field

Prefix and Suffix

Under the general tab for Number component, a prefix or a suffix can be added for the field value. Example; BTN (for Bhutan currency)

Disabled toggle

If the Disabled toggle is enabled, the field component in the Display System will be disabled for the users

Hidden toggle

If the hidden toggle is enabled, the component will be hidden in the Display System

Reusable toggle

If the Reusable toggle is enabled, the component can be reused in in other parts of the same service

Listing value toggle

This feature will enable the name of the company under ‘My Applications’ on the user dashboard visible

Multiple fields can have listing value toggle ON. It will result in combining their values separated by space in the company column.l

Allow Spellcheck

If Allow spellcheck toggle is disabled the browser search engine will not be allowed to check and index the contents of this field. The purpose is to hide private data  from Browser search engines.

Searchable

This feature will enable you to perform a search within the edit grid column.

To be activated on fields within the edit grid or data grid. It creates an input field in the edit grid / data grid header with the same label as the field it was activated on.

Values inputted in that field will be  searched in corresponding column within the edit grid

The Documents tab under Application File should be enabled if documents are defined under registration(s) of the service

If there is a need for the required document to be visible  in some other place on the form  then the documents tab There is a way to achieve it with the following steps.

1. Drag and drop a file upload component onto the desired form

1. Open File upload component edit modal and go to the Data tab.  Next click on the “Requirement” dropdown menu. You will be presented with the list of required documents assigned in service registration(s).

1. Pick the required document from the list and click save.

Link between the file upload component and the required document was created. Orange hint icon with L is visible in the top right corner.  As of now this linked required document will be uploaded in this upload component, wherever it will be placed in the service, and not in the documents tab

If the service has fee(s) applicable (defined under registration(s)), the Payments tab needs to be enabled.

To add the payment component, click on the Form tab and create a hidden block with the Agency Code and Account Head ID components

Click on edit Agency Code.

Under the Data tab, select agencyCode under Field Tags → Save

Similarly, for Account Head ID, edit Account Head ID → select accountHeadId under Field Tags under the Data tab → Save

Under the Payments tab, drag and drop the Payment Providers component from the Custom components tab → A slider will open

Edit the title → Save

Radio buttons for online and manual payment will be automatically created inside the block

To show decimals in costs, click on the service settings → under ‘pages, buttons and field’ tab, enable the toggle for ‘Show decimals for costs’

If this toggle is on, the value displayed in DS will always have two decimals after the comma, even if they are ,00

This is the declaration and signature page

It can be developed the same way you develop the form

The declaration can be created using the ‘I Swear’ component under Custom Components tab

a. Copy value of a field to another (prefilling a field)#

This tool is useful because the applicant does not have to provide the same details repeatedly. The fields that require data that was already provided will appear automatically

To copy value from another field, → Edit text field/ number field → Data → under copy value from’, choose the element from the drop down from where you want to copy the value → Save

The order of elements on the drop down list for “Copy value from” is - Name of the page, Block and Field

If the field configuration has the copy value setting, it will be indicated by the letter ‘C’ in blue color.

CVF works only between fields of the same type (from text field to text field, number field to number field, date to date, etc.

b. Copy edit grid values to another edit grid using copy value from. #

To set it up we need two edit grids - source and destination.

In the destination edit grid we need to specify from which  edit grid the data will be copied.

Open edit window on destination edit grid, go to “Copy value from tab”, select the source edit grid in the respective field and click save.

“C” hinting icon will appear on the edit grid

You can also use a determinant in the destination edit grid copy value from tab.

This will enable you to copy just the rows for which the determinant was true.

Then set the copy value from property on fields inside the destination edit grid to take the values from fields in source edit grid and publish the service .

As soon as an entry is created in the source edit grid an entry will be created in the destination edit grid with the values copied in accordance with what was configured in BPA. The data can be copied this way between edit grids, data grids, from edit grid to data grid and opposite.

As soon as an entry is created in the source edit grid an entry will be created in the destination edit grid with the values copied in accordance with what was configured in BPA. The data can be copied between edit grids, data grids, from edit grid to data grid and opposite.

c. Field tags #

Field tags are like bookmarks. We can put the same tag to various fields. It is used for concatenation of different fields.  

Listing-value (an element under field tags or as a toggle under basic settings): This feature will enable the name of the company under ‘My Applications’ on the user dashboard visible

To add a listing value → Edit component

A slider will open → Data → select ‘listing-value’ under ‘Field Tags’ → Save

To add a listing value as a toggle → Edit component

A slider will open → Basic→ click ‘Listing Value’ ‘Field toggle’ → Save

d. Use formula with examples#

1. Types of functions (non arithmetic operations) available in the formula builder#

To access those functions you need to create a formula on a given field. Click on the gear icon or the edit button

A slider will open.

→ Click on ‘Formulas’

→ Click on the ‘click to add formula’ message

‘Add/Edit Cost Formula’ page will appear

On the right side, click on the small ‘+’ sign on the box

Another box will appear with a drop down field near it

The dropdown field contains functions that the formula can perform on values of fields assigned to the formula.

Below you will find a list of functions with explanation:

maxValue - to be set on a number type field. It takes other number type  fields and compares their values. The result is the highest number appearing in any of the examined fields.

round - to be set on a number type field. It takes other number type fields and rounds the result of any mathematical operation occurring  between them. It will return the nearest whole number to the result. If result is 0.4 it will round down and  will return 0 if it’s 0.5 it will round up and  return 1

Ceil - same as round only it always rounds the result up.

Floor - same as round only it always rounds the result down.

Roundup hundred - to be set on a number type field. It takes other number type fields. It divides the result by 100  and rounds it up. If the result is 50 this action will return 1. If the result is 101 it will return 2

There are also two similar functions:: roundup thousands and roundup hundred thousands. They  apply to a different order of magnitude of the numbers but the principal is the same.

Subtract days -  to be set on a date/time type field. It takes another date/time type field and a number field and subtracts the number of days provided in the number field from the date field.

If there is a need to operate on months or years there are two similar functions for that:

Subtract months and subtract years

Add days. It’s the same as subtract days, only the number of days is added to the date field.

If there is a need to operate on months or years there are two similar functions for that:

Add month and add years

Override year - to be set on a date/time type field. It takes other date/time type field and a number field and replaces year value from the date field with the one given in number field.

Override date -  to be set on a date/time type field. The overrideDate function allows you to modify specific components of a given date, such as year, month, day, hour, and minute. It takes six parameters: date, year, month, day, hour, and minute.

Parameters:

• date (required): Date object.
• year (optional): The new year value to override the input date's year. If set to 0, the year will not be changed.
• month (optional): The new month value (1-12) to override the input date's month. If set to 0, the month will not be changed.
• day (optional): The new day value to override the input date's day. If set to 0, the day will not be changed.
• hour (optional): The new hour value (0-23) to override the input date's hour.
• minute (optional): The new minute value (0-59) to override the input date's minute.

Example: 

If we want to have a field that will always show the last day of the current year, we would have to take a date field in which we would have for example date that the file was submitted and we would apply this formula to the date field.

The value from the date field is copied onto our field with formula. The year is not changed as the first parameter is 0. Month is set to 12 and day is set to 31.

Days difference -  to be set on a number  type field. It takes two date/time type fields and displays the difference in days between them. The second date field in the formula needs to have a value further in the past for the function to work correctly.

Other similar functions are weeks difference, months difference and years difference.

Business days - to be set on a number  type field. It takes two date/time type fields and displays the difference in business days between them. The second date field in the formula needs to have a value further in the past for the function to work correctly.

Calculation is based on working hours that can be set in BPA instance settings in Time management tab.

Working hours - to be set on a number  type field. It takes two date/time type fields and displays the difference in working hours between them. The second date field in the formula needs to have a value further in the past for the function to work correctly.

Calculation is based on working hours that can be set in BPA instance settings in Time management tab.

Working time - to be set on a number  type field. It takes two date/time type fields and displays the difference in working time between them. Time is given in milliseconds. The second date field in the formula needs to have a value further in the past for the function to work correctly.

Penalty months -  to be set on a number  type field. It takes two date/time type fields and a number input or  field. First date field has to be in the past in relation to the second date field.  This function will check the difference of dates in months and multiply it by the number provided. It also has a fourth argument to be set as 0 or 1. 0 is default.. If it’s set to 1 it will use ceil function on the result of date differences. Otherwise it will use floor function.

Example:

penaltyMonths("2020-01-01", "2021-01-01", 10, 0)

Will equal:

12 * 10 = 120

formatDateDD-MM-YYYY - to be set on a date/time type field. It will take date in any format as input and return it in "DD-MM-YYYY" format

Grid row counter- to be set on a number field.  It takes just one argument which is a grid component for which the number of rows will be calculated.  Function to select is “grid row counter”

Extract Value From Grid -extracts a specific value from a Grid component based on a matching criteria

Function expects 4 components as its arguments separated by comma

• First argument Grid component (Grid A) from where the value should be taken from.
• Second argument any value carrying component inside Grid A component that’s value is expected as result of this function
• Third argument: any value carrying component inside Grid A component that is used during filtering. First matching grid row
• Fourth argument filterByValue - The value to filter the rows by.
• @returns {string|number|boolean} - The value from the specified column of the matching row, or 0 if no match is found.

Example

• // Example grid
• const grid = [
• { id: 1, name: 'Alice', age: 30 },
• { id: 2, name: 'Bob', age: 25 },
• { id: 3, name: 'Charlie', age: 35 }
• ];
• //

 Extract the age of the person with name 'Bob'

• const age = extractValueFromGrid(grid, 'age', 'name', 'Bob');

We can use this formula to check if a value In one grid also exists in another grid.

Example is shown in the image on the left. We have two grids one with companies which we want to put a lien on, and another with companies on which the lien is already placed. Field with this formula is placed in first grid and checks grid with comapnies which already have lien on them. Grid isnamed “Grid liens on person”. From this grid we want the name of the company “Company name” and we filter by Registration number in both grids. So As a result if the registration number is the same in both grids the company name will be copied to the first grid. This way we can have the indoermation that there is already a lien on the company we selected to put a lien on.

2. Examples:#

1. Adding a number of years to a date.

Formula will be in the date field and will be based on a number field and another date field

To create a formula to add the years to the expiry date, click on the gear icon or the edit button of the next expiry date field

Note: the ‘years’ field has to be a number field (not a date field)

A slider will open.

→ Click on ‘Formulas’

→ Click on the ‘click to add formula’ message

‘Add/Edit Cost Formula’ page will appear

On the right side, click on the small ‘+’ sign on the box

Another box will appear with a drop down field near it

From the drop down list, select ‘add years’

Remark.

This is where you select a type of operation (function) that is going to be performed on fields involved in the formula.

Arithmetic operators “-,+, etc” can’t be used on date fields, so this is where you actually  choose what the formula does.

From the left panel, where the preset variables and form fields are available, drag and drop the ‘expiry date’ field and the ‘year’ field inside the box

Select the comma (,) from the little drop down → Add

Remark.

Fields in this example are arguments of the “add years” function  and have to be  comma separated. So this is only a place to specify which fields are going to be used  to execute the “add years” function.

Do not forget to add the formula again on Formula page

F

If the field configuration has a formula, it will be indicated by the letter ‘F’.

When clicked on, it will open the slider directly on the Formula page.

1. Subtract two dates and express the difference in days.

Formula will be in the number field based on two other date fields

To create a formula to subtract two dates and present the number of days difference  click on the gear icon or the edit button of a number filed

A slider will open.

→ Click on ‘Formulas’

→ Click on the ‘click to add formula’ message

‘Add/Edit Cost Formula’ page will appear

On the right side, click on the small ‘+’ sign on the box

Another box will appear with a drop down field near it

From the drop down list, select ‘days difference’

Remark.

This is where you select a type of operation (function) that is going to be performed on fields involved in the formula.

Arithmetic operators “-,+, etc” can’t be used on date fields, so this is where you actually  choose what the formula does.

From the left panel, where the preset variables and form fields are available, drag and drop the ‘date1’ and ‘date2’ fields inside the box

Remark.

The order of fields is relevant. First added date field is the one that the function will be subtracting from. This means  the second date  field has to be further in the past for the formula to give a result.

If this will not be respected, the result will show “0”.

Select the comma (,) from the little drop down → Add

Remark.

Fields in this example are arguments of the “days difference” function  and have to be  comma separated. So this is only a place to specify which fields are going to be used  to execute the “days difference” function.

Do not forget to add the formula again on Formula page

F

If the field configuration has a formula, it will be indicated by the letter ‘F’.

When clicked on, it will open the slider directly on the Formula page.

e. Input mask#

Used in the text field component to auto validate the characters in the field.

To create a mask (validation check), edit a text field. A slider will open.

Input mask is available under the ‘Validation’ tab under ‘Basic validation’.

To allow only numbers, enter ‘9’. Each 9 corresponds to a digit. For example, to allow only 8 digits, enter ‘9’ eight times.

Likewise, to allow only letters, enter ‘A’ or ‘a’ corresponding to the number of letters you want to allow in the field.

For alphanumeric values, enter asterix (*) corresponding to the number of values to be allowed.

If the ‘Help’ toggle is active, the allowed characters will be shown in the input mask tooltip.

To create multiple masks, enable the ‘Allow Multiple Masks’ toggle

Enter labels and masks.

For example, to allow phone numbers that start with a specific digit, enter those digits under Label, and the digits you want to limit under Mask.

f. Blacklist#

This function is used for restricting certain words in a text field

To blacklist/restrict a word on a text field, click on the edit button of the text field.

A slider will open

Click on the Validation tab → click on the Blacklist option

Enter the word(s) that are restricted for that field.

For example, the word ‘king’ is a restricted word for business names.

Enter the word under ‘value’ and click on the ‘Add’ button

Depending on how the words should be restricted, enable any of the three options viz Case sensitive, Exact match and Word match

More words can be added

Click on the general Save button

f.Extract data from documents#

Used to extract the data from documents and putting them automatically onto the form #

Under one of the registrations select the document which is your source of data and open edit modal. There you will see new document property “Create model document”

Upload an example document fo your document to the upload field that appeared. This is our document template.

When the document is uploaded, the data extractor lists the data available  for extraction:

At this point the analyst can decide if a given field is needed for validation, meaning if the field is not found after uploading a file in DS the upload component should return validation error.

He can also decide which data should be included in service data meaning, a value will be created in SFL so that it can be used in copy value from.

Next the analyst needs to link this document somewhere on the form and prepare fields which will retain the extracted values.

The last step is to copy the newly created variables onto the fields we want to populate with copy value from.

This is a great way to populate most of the fields referring to someone's personal details without forcing this person to fill the form.

To add a custom class open edit modal of a particular field. For some fields the advanced toggle needs to be switched on for select custom class field to appear.

1 .Appearance changing classes.#

List of classes relevant to this chapter:

• Value like label,
• Field + Button,
• Hide
• Text right
• Align value to right
• Highlight block
• Background (Blue, Gray, Green, Orange, Red)
• Fill background
• Default notice
• Radio Switch
• Search results li        st

Value like label

To show a field value in the same way as a label.

Field + Button

To show the button close to the field. To be used always with a field on the left and button on the right on a columns component and has to be applied on both, the field and the button. When applied it should look like this:

Sometimes the label on the field needs to be turned off for the components to align

List bullet check

To replace bullets in an unordered list with a check icon.

Normal unordered list:

With this custom class

.

Text right

Aligns both field value and field label to the right.

Align value to right

Aligns only the field value to the right.

Highlight block

This class will add a blue border and glow to the block, in order to highlight it from a regular block. It should look like this when applied. Will be converted to a toggle at some point

Background (Blue, Gray, Green, Orange, Red)

IMPORTANT NOTE!

Background color is inherited. If background color is set on a block which has a sub block, the sub block will have the same background color as its parent container unless other color was specified

Also, use cases in which a container has a background color selected, and a child component has a Highlight block custom class applied is not supported. This will result in partial background color filling on the highlighted block

To be used on a container component. It sets the container background color to the color you have selected.

Default notice

Will add a left border with the theme main color:

The border will be red if applied to block component. For other components it will be blue.

Radio Switch

Transform an inline radio group into a switchable button group:

Search results list

Applies a hover effect on edit grid rows.

Change appearance classes matrix: for excel format click HERE

2. Spacing and alignment classes#

List of classes relevant to this chapter:

• Remove top space
• Space top (label space)
• Top space, Top space (2X), Top space (3X)
• Remove top inner space
• Vertical align top/ center/ bottom
• Full height

Remove top space

Removes the default top space for the component

Space top (label space)

It creates space on the top (corresponding to the space occupied by a label). It is useful when a button must be aligned with a field.

Top space

It adds a space on the top of the component (the default space that separates components) To be used in the cases where the component is the first inside a column or table cell and the space is removed by default to avoid double spacing (e.g. table space + field space). This will intentionally add the removed space.

Top space (2X)

To add double of the default component separator space

Top space (3X)

To add triple of the default component separator space

Remove top inner space

Removes the space between the end of the component label and the beginning of the radio + label value.

Vertical align top/ center/ bottom

When added to columns, the content within each column will tend to align vertically dependent on the class used. When applied to a field within a datagrid, it will align vertically the field according to the current row

Full height

When added it gives the component the height of 100% which means the component will try to occupy 100% of the available height of its parent. Can be added to any component

Change alignment, classes matrix: for excel format click HERE

3. Datagrid related classes#

List of classes relevant to this chapter:

• Datagrid footer
• Add/Remove disabled
• Datagrid Condensed
• Has footer
• Width
• Datagrid Hide Column Label

Datagrid footer

To be used on a columns component located just below a DataGrid component and intended to be used as a footer for the datagrid. These columns should have the same amount of columns as the datagrid and should contain in every column a field without a label that will show the column total.

• The datagrid above the columns must have the custom class: Has footer

Add/Remove disabled

To be used to the datagrid footer (columns used for footer) when the Datagrid above does not allow to add or remove items

• The datagrid above the columns must have the custom class: Has footer

Datagrid Condensed

To be used to the datagrid footer (columns used for footer), when the Datagrid above is using the condensed property:

The datagrid above the columns must have the custom class: Has footer

Width

To be used on any type of field inside a data grid. It sets the width of the field to a selected percentage of the whole row width. Can be set to value  from 5% to 100% with the unit step of 5.

 Example values that this custom class can take are width5, width10, width15 ..... width95, width100

Has footer

Applied to data grid components if the datagrid comes with a column component on the bottom that is suppose to be the data grid footer.

Datagrid Hide Column Label

When applied to a field contained in the datagrid, the label or column title will not be shown. In the case of a checkbox it will additionally center the checkbox and remove is label on the data cell also not only the heading cell

Datagrid related matrix: for excel format click HERE

4. Custom classes for Button#

List of classes relevant to this chapter:

• Field + Button
• Orange/Blue/Green/Red
• Disable on success
• Show cog during form submit
• Light color
• Outline button

Field + Button

To show the button close to the field. To be used always with a field on the left and button on the right on a columns component and has to be applied on both, the field and the button. When applied it should look like this:

If the label on the field is visible then button should have Space top  (label space) custom class applied for both fields to align.

Orange/Blue/Green/Red

Will color the button according to the color on the class

Disable on success

Will prevent the button from being clickable after the button’s action is successful

Show cog during form submit

Will show the “cog” icon while the action triggered by the button is running.

Light color

Will apply lighter color shade to the button and will change the button font color to black

Outline button

Will render the button with border and font color

 In the color that was set on the button and with white background

Light color class  can be used together with Outline color to give more subtle border line and slightly thinner font.

Example:

Button with just Outline button class

Button with both classes applied

5. Custom classes used for certificate layout #

List of classes relevant to this chapter:

Old certificate styles:

• Print-big-field
• Print-small-field
• (Print) Highlight Value
• (Print) Certificate
• (Print) Document Section
• (Print) Documents last section
• (Print) Terms and conditions
• (Print) Certificate header
• (Print) Certificate document title
• (Print) Certificate footer

New certificate styles:

• Print Page A4
• Print text center
• Print text right
• Print text left
• Print center vertical
• Print Page top margin small
• Print Page top margin medium
• Print Page top margin large
• Print Page bottom margin small
• Print Page bottom margin medium
• Print Page bottom margin large
• Print Page horizontal margin small
• Print Page horizontal margin medium
• Print Page horizontal margin large
• Print corner top left
• Print corner top right
• Print corner bottom left
• Print corner bottom right
• Print watermark
• Print footer distance small
• Print footer distance medium
• Print footer distance large
• Print non latin text
• Print color light
• Print color dark
• Print color brand
• Print space xsmall
• Print space small
• Print space medium
• Print space large
• Print space xlarge
• Print value small
• Print value large
• Print label small
• Print label large

New certificate styles:

Print Page A4

Used to define a page in the style guide. Applied to Blocks only

Print text center

Utility class: Used to center align the value text of a field

Print text right

Utility class: Used to right align the value text of a field

Print text left

Utility class: Used to left align the value text of a field

Print center vertical

Utility class: Used to align center vertically the value text of a field

Print Page top margin small

Set the defined page top margin with 12mm

Print Page top margin medium

Set the defined page top margin with 24mm

Print Page top margin large

Set the defined page top margin with 36mm

Print Page bottom margin small

Set the defined page bottom margin with 12mm

Print Page bottom margin medium

Set the defined page bottom margin with 24mm

Print Page bottom margin large

Set the defined page bottom margin with 36mm

Print Page horizontal margin small

Set the defined page left and right margin with 12mm

Print Page horizontal margin medium

Set the defined page left and right margin with 24mm

Print Page horizontal margin large

Set the defined page left and right margin with 36mm

Print corner top left

Set the defined page top left corner image. Used with a Content component that will have the corner image

Print corner top right

Set the defined page top right corner image. Used with a Content component that will have the corner image

Print corner bottom left

Set the defined page bottom left corner image. Used with a Content component that will have the corner image

Print corner bottom right

Set the defined page bottom right corner image. Used with a Content component that will have the corner image

Print watermark

Set the defined page watermark image. Used with a Content component that will have the watermark image

Print footer distance small

Set to small the defined page footer element distance from the bottom edge of the page counting the page margins also.

Print footer distance medium

Set to medium the defined page footer element distance from the bottom edge of the page counting the page margins also.

Print footer distance large

Set to large the defined page footer element distance from the bottom edge of the page counting the page margins also.

Print non latin text

Used with Content component to define non latin text like arabic, with a custom proper font for the specified alphabet characters. The font is defined via code in the custom css of the country template

Print color light

Set a lighter gray color to the output text of a field value

Print color dark

Set a black color to the output text of a field value

Print color brand

Set a custom environment country color to the output text of a field value

Print space xsmall

Creates a 2mm top space to the applied component

Print space small

Creates a 4mm top space to the applied component

Print space medium

Creates a 8mm top space to the applied component

Print space large

Creates a 12mm top space to the applied component

Print space xlarge

Creates a 16mm top space to the applied component

Print value small

Sets the value of a field to a smaller text size of 10pt

Print value large

Sets the value of a field to a bigger text size of 14pt

Print label small

Sets the label of a field to a smaller text size of 8pt

Print label large

Sets the label of a field to a bigger text size of 10pt

Old certificate styles:

In text and number fields

print-big-field

Used in the print forms to increase the size of the value to the applied field.

print-small-field

Used to reduce the font size of the field value

(Print) Highlight Value

Used only in Print Forms, to highlight a certificate number or the most relevant information in the certificate. The way this class looks, will depend on what the development team and the analysts agree beforehand.

In blocks

(Print) Certificate

To be used only on the print forms. It has to be applied to the first block containing all the rest of components on the certificate. This block has to be without heading text.

In columns

(Print) Document Section

To be used in Print Forms only. It will create a separation of the columns component. Usually to be used to group related fields on a certificate

(Print) Documents last section

To be used in Print Forms only. It will add in certain cases a separation line or a bigger separation to the last section of the certificate.

In content

(Print) Terms and conditions

Used for certificates in the terms and conditions content component to give a smaller style and specific list items alignment.

(Print) Certificate header

Used for certificates in the document header content component to give specific styles to the heading items used there. Usually this content component would have the country name and the ministry involved

(Print) Certificate document title

Used for certificates in a content component before the data sections, to give specific styles to the document title. Usually is the word “Certificate” or can be “License” and the activity or some other relevant information

(Print) Certificate footer

Used for certificates in the document footer content component to keep the footer at the bottom of the page

6. Other custom classes #

List of classes relevant to this chapter:

• Payment form component
• I-swear component

Payment form component

This class should be added by default to Payment Page related blocks and is here only to be used in the case that it was not added by default by the system

I-swear component

To be added to I swear component in BPA for proper styling

Click on BOT Builder tab on the side menu

Click on “add” button in the search bar

A slider will open. Enter BOT name  

Select “Document BOT” under Type of BOT

Categories field will appear. Select “generate and display” under Categories (to display the certificate),  choose “generate and upload” if the certificate has to be uploaded to the user file or “generate upload display to perform both actions on the generated document → select document from the drop down → Create.

Please note that only one document can be generated under one button. If there is a need to generate multiple documents in the form, each document generating BOT should be assigned to separate button

Click on BOT Builder tab on the side menu

Click on “add” button in the search bar

A slider will open. Enter BOT name

Select “Data BOT” under Type of BOT

Categories field will appear. Select “Create” under Categories → Create.

Explanation for different types of BOTs available in the system can be found here: List of APIs

Internal BOT is a new type of BOT that enables the analyst to copy data from one component to another. It can be performed on components within the same form, between two different forms, between grid components or even between forms in different services.

Click on BOT Builder tab on the side menu

Click on “add” button in the search bar

A slider will open. Enter BOT name

Select “Internal BOT” under Type of BOT → Create.

Select the BOT that was just created from the list of bots

Apply the required mapping on the mapping page

1. Linking services with internal BOT#

Linking services is a powerful feature which can be used whenever one service is related or dependent on another service.

What it does

When it is required, the analyst can configure an internal BOT which will paste the data from the current service form to another form in a different service. Whenever this internal BOT is called, the new browser tab will be opened with the target service displayed, and the data mapped in the BOT will be transferred between the services.

How to set it up:

Create an internal BOT as described above.

 In the mapping page you will see that the service you are currently working on is selected by default.

Change the receiving service to a different one that is available in the same instance.

You will see the other service form structure was loaded. You can now apply the required mappins

Apply the bot in your service in the place  where it is necessary to redirect the user to the other service.

If the first service should await for any type of  result from the second service, combine this functionality with the Polling BOT role

d)  Adding actions (BOT roles) to the form #

There are three ways to add action (BOT role) to the form:

1. To a button
2. To an input field
3. To a block

1. BOT applied to a button.#

To add action buttons (BOT roles) on the form, drag and drop a ‘Block’ from ‘Containers’

A slider will open. Enter name of the action in the Block Title → Save

Drag and drop ‘table’ from Containers into the block

A slider will open. Choose number of rows and columns depending on the number of actions that will be created → save

Drag and drop “button” from the Other Components tab into the table

A slider will open. Enter the name of the action under ‘Label’ → select custom color and size for the action button

Click on “Actions”

Click on “click to add BOT”

If the BOT (action) is available in the list, simply drag and drop it on the right side → save

If the action is not available in the list, click on “add”

Data and/or Document bots can be executed either in sequence or  concurrently - a designated toggle can be activated to define the concurrent  flow. 

Important!

System actions cannot be executed concurrently with any Data or Document bots (the toggle does not appear or if, in some cases, visible it is then disabled).

It is possible to add actions after System actions.

Exceptions which always need to be last are: “Validate Send page” and any of the Part B System actions

Alternatively, bots can be created from the BOT Builder tab on the side menu. See Create a BOT

To position the button on the top, click on the gear icon

A slider will open

Click on the field under ‘select custom class’

Select ‘space top zero’ → Save

2. BOT applied to a field.#

To add action (BOT roles) on the field, drag and drop any type of input field from “Fields”

A slider will open. Enter name in the Label field → Save

Click on the edit (gear) button, go to actions tab and click on “click to add action”

If the action is available in the list, simply drag and drop it on the right side → save

If the action is not available in the list, click on “add”

Important to know:

Action applied to a field will be executed after 1,5 seconds from occurrence of last change in this field.

2. BOT applied to a block.#

To add action (BOT roles) on the block, drag and drop a block element  from “Containers”

A slider will open. Block name can be provided  in the title field, but it is not mandatory → Save

Click on the edit (gear) button, go to actions tab and click on “Click to add action”

If the action is available in the list, simply drag and drop it on the right side → save

If the action is not available in the list, click on “add”

Important to know:

Action applied to a block will be executed after the block is rendered on the form. If there is no determinant on this block, the action will be executed when this form loads. If there is a determinant on the block, the action will be executed when the determinant becomes true.

a) Mapping between eRegistrations and GDB#

To map the data between eRegistrations database and GDB → select the service → click on BOT builder on the side menu → click on the data BOT  

Click on Mapping

This page displays two functionalities of the data BOTs viz “write” and “receive”

“Write”: data from eRegistrations database is copied to GDB

“Receive”: data received by eRegistrations database from GDB

Click on the dropdown bar and select the database from GDB with the correct version. This action needs to be performed every time the database in GDB has been updated (the latest version needs to be selected)

Once the GDB database is selected, the link between the databases of the two systems is created

To enable data BOTs to transfer data from eRegistrations database to GDB, click on the drop down arrow on the bar with the “write” function

Click on “expand all” under both databases

To create map links between the two databases, the same data should be connected with the blue arrow

To create a link, click on a data on eRegistrations database → then click on the same data in the GDB

The field type should be the same in both the databases. If not, the link will not work. It will be indicated by a combination of blue and red line

Click on the eye to hide the fields that you do not want to show

This helps to reduce the number of information on the screen and improve your work space

Every time a change is made in the DB structure of GDB, the version gets updated. it should be saved and published to apply the change for mapping

Accordingly, select the updated version in data BOT mapping in BPA

b) Mapping in internal BOTs#

To map the data between forms in the same service  → select the service → click on BOT builder on the side menu → click on the internal BOTs  

Click on Mapping

This page displays two trees with all the forms available in your service

Click on “expand all” under both databases

To create map links between the two forms, the same data should be connected with the blue arrow

To create a link, click on a data in the left tree → then click on the same data in right tree

The field type should be the same on both sides of mapping. If not, the link will not work. It will be indicated by a combination of blue and red line

To add a transformation to the mapping, click on the white circle on existing mapping connection

A window will pop up in which one of the predefined transformations can be selected

Select a transformation you need to apply and click the save button

In mapping with transformation applied the circle will have violet color. If there is no transformation applied, the circle will remain white.

Equals value without case-sensitive

Transformation will check for a text string value in the database, but will accept both capital and lower-case letters in regard to every letter of the queried string. Example: User is querying the database for “kings french fries” while in the database the corresponding value is “KINGS French fries”.

With “Equals value without case-sensitive transformation” applied the BOT will give a positive result although both values are not exactly the same.

Not equals value

Transformation will return all values that are different from the value queried.It is case-sensitive

Not equals value without case-sensitive

This transformation is to be used on text fields due to case sensitivity check. It will return all values that are different from the value queried regardless of how the value was saved in the database (with capital letters, lower-case letter, or mix of both)

Contains value

Transformation will return all values that contain the queried data. Example:  if the query value would be “kin” the database of english dictionary would return values like - Skin, king, baking, striking, electrokinetics

Contains value without case-sensitive

It is the same as Contains value, only it does not distinguish the letters size. Example:   if the query value would be “kin” in this case it would additionally return words like King, Kinetic etc.

Not contains value

Transformation will return all values that do not contain the queried value. It is case-sensitive

Not contains value without case-sensitive

Transformation will return all values that do not contain the queried value. It is not case-sensitive

Less than value

Transformation will return all values that are less than the queried value. It applies for example to number and date type fields

Less or equal than value

Transformation will return all values that are less or equal to  the queried value. It applies for example to number and date type fields

IN

IN transformation is used to query for a value within a list of values in a database.

Greater than value

Transformation will return all values that are greater than the queried value. It applies for example to number and date type fields

Greater or equal than value

Transformation will return all values that are greater or equal to  the queried value. It applies for example to number and date type fields

Starts with

Transformation will return all values that start with  the queried value.Example:   If the query value would be “Kin” in english dictionary database  then the query would  return words like King, Kinetic etc, but words like Skin,, baking, striking, electrokinetics would not be returned for the query.

Similarity

With this transformation we are able to search the DB for all words in the query in any order they will occur.

We can  also sort the results of this action to put the most matching ones in the top of the response. To do that additional parameter has to be provided with the query which needs to be linked to the ordering field in the BOT.

The ordering value that needs to be pasted depends on the structure in DB for which we are querying the value.

In this case we are querying for Name column which is inside Name block

So the ordering parameter value in this case will be “Name.Name__similarity”

Fuzzy and fuzzy with precision class1…8

With the “Fuzzy” transformation we are able to search the DB for a value that is not exactly the same as the query value.  The list of available fuzzy transformations in as follows:

Fuzzy - it will return values that match more than 20% of the query value

Fuzzy with precision class from 1

Fuzzy with precision class from 2

…

Fuzzy with precision class from 8 -  it will return values that match the query with the selected number (class) of  characters difference (missing, extra, replaced).

Example: Fuzzy with precision class 2 means two characters can differ from the query value

We can  also sort the results of this action to put the most matching ones in the top of the response. To do that additional parameter has to be provided with the query which needs to be linked to the ordering field in the BOT.

The ordering value that needs to be pasted depends on the structure in DB for which we are querying the value.

In this case we are querying for primer_nombre column which is inside identidad block.

The ordering parameter value is Identidad.primer_nombre__fuzzy

Regex expression

Regex expression without case-sensitive

Nullable

Not nullable

Click on the Processing (Roles) tab on the side menu → click on “add” button in the search bar

A slider will open

‘Human role’ is selected by default. Activate “Is start role in process flow” if it is the first role in the registration

Select Role Type → Activate “Visible for applicant” → enter name of the role → enter short name → create

A role can be removed from a service by clicking on the cross button. The numerical 1 on the role indicates that this is the first role for the registration/service

To edit a role, click on the name of the role or anywhere in the row

The Description tab opens when you click on a role available in the service. Name and short name of the role appears as created. However, you can also make changes to the names on this page.

To add registrations linked to the role, click on “select registration(s)” → select from the list that drops down

OR

click on “select all” if all registrations are linked to the role

To add the institution in charge, click on “+select or add new”.

A list appears from which you can select from the registered institutions.

If the institution is not found in the list, click on the “add” button

A slider opens. Enter name of institutions → enter short name → enter URL → save

A slider opens. Enter the name of the institution → enter the short name for the institution → enter URL → save

The unit involved under the institution can be added. Click on “add new” under Involved Unit.

There can be multiple units assigned to one institution.

This feature is especially useful when, depending on the content of the form, different operators should be processing the file further.  Rights to see files with a given institution/unit assigned can be granted to a user in CAS or Keycloak.

In the Form tab, you can incorporate the action you want the operator to perform

Example; to provide certificate number (This can be done by dragging Blocks and fields)

Data from the fields in this section can be copied to the certificate by using the “copy value from” function under Data on the Edit slider

Click on the “add” button under Messages

A slider opens. Click on the “add” button in the search bar to create a new message

Enter name of the message → enter subject → write the content of the message

The moustache template syntax can be used to write the content of the message. What it simply does is copy the values from the application file to the message

To use the moustache template, activate the moustache button.

List of fields in the application file will appear. Choose by clicking on whichever field is required in the message content → Save

“Rejection-reasons” mustache can be used in email messages sent to the applicant, or to the alerts showing in my messages in the user dashboard, or both.

File-rejected can be applied the same way, it will provide documents rejection reasons only.

It is possible to put a clickable link in the message content window.

This is useful when the user has to be redirected to some other webpage or service to perform an action. This feature is applicable to both messages and alerts sent by the system.

Once the message is created, click on the “add button” again

Then select the message that was created from the list

→ Set Receiver (applicant or operator in another role)

Under Delays, indicate how many times you want to send the message to the receiver → Add

Click on the Processing (Roles) tab on the side menu → click on “add” button in the search bar

A slider will open

‘Human role’ is selected by default.

Click on ‘BOT role’.

Activate “Is start role in process flow” if it is the first role in the registration.

Enter Role name → enter short name → Create

To activate the role, select the preceding role

click on Status → click on ‘1. File validated’ → assign the Destination Role.

This action will activate the next role.

On the roles page, click on the BOT role that was created.

The Description tab opens when you click on the BOT role available in the service.

Activate “start Role” if it is the first role in the service.

Select “Data BOT” under Type of BOT.

Category tab will appear. Select the action you want the BOT to perform in the system under Category.

To add registrations linked to the role, click on “select registration(s)” → select from the list that drops down

OR

click on “select all” to link all registrations involved in the role

To add the institution in charge, click on “+select or add new”.

A list appears from which you can select from the registered institutions.

If the institution is not found in the list, click on the “add” button

A slider opens. Enter name of institutions → enter short name → enter URL → save

A slider opens. Enter the name of the institution → enter the short name for the institution → enter URL → save

The unit involved under the institution can be added. Click on “add new” under Involved Unit.

Under the BOT tab, type of BOT and category will be prefilled from the Description tab.

Under ‘Bots’, select the BOT created for the role

Description and Mapping tabs will appear below

Mapping enables the data flow to and from the eRegistrations database and the GDB

To map the data between eRegistrations database and GDB, click on the dropdown bar and select the latest version of the API that should be used in this BOT. This action needs to be performed every time the database in GDB is updated.

Once the API from GDB is selected, the link between the databases of the two systems is created

The APIs used for BOTs are generated automatically in GDB, for each new version of the database.

We recommend to delete the APIs corresponding to old versions of the database, which have no chance to be used.

Go to Mapping to see how mapping is done

The functionality of the status under BOT role is the same as the status under  the Human role

However, the BOT will not have the right to reject an application

The destination role has to be assigned under statuses 1 and 2

By activating status 2 by the Analyst, it allows the Operator to send an application back for correction.

2.1 Polling BOT#

We are able to configure a BOT role so that the BOT is querying the database periodically for a set amount of time.If the data we are searching for will not appear within the set amount of time, the bot will fail. If it will appear before the time expires, the bot rolle will be successful and the file will be sent to the next role in the flow.

The whole feature is explained in detail in this Tutorial.

To set up the polling BOT  add a role in the processing tab.

Select type of role to be BOT. Selecting BOT type will reveal few fields including a toggle named by default“roles repeat until successful”. Please note the name is subjected to translation and may differ if translation was applied

Switching the toggle on will reveal two sections in which time values can be specified

In first section we can set how often the bot role is going to send a query to the database

In the second section we can set how long the BOT should stay active before it fails.

In this example the interval was set to one hour which means the bot will send a query to the database every hour for 24 hours (duration - one day)

The duration was set to one day which means that if  within one day the value we are querying for will not be saved in the database then the Bot role will fail.

If the value will be saved in the database before the time expires, the Bot role will be successful and the application will continue the flow.

Revision role obliges the operator (in the processing page under DS) to verify and validate the documents and data before sending to the next role

A revision role is usually the start role of a process

At the bottom of the documents revision tab, the documents uploaded by the applicant will appear on the left side and data and requirements will appear on the right side

This will allow the reviewer/ operator to verify the information from one page

If the operator chooses “NO” under documents revision tab, a field appears where the operator has to choose the reason for rejection

To add reasons for rejection, click on Tables on the side menu in the BPA → click on Instance Catalog → click on Document Rejection reasons → add the reason → click on the Add button → save

The data revision tab displays all components of the applicant file viz Guide, Applicant Form, Payment and Send page

To enable field-by-field verification, click on the service settings in BPA

Under ‘Pages, buttons and fields’ tab, enable the ‘Revision by field’ toggle

This enables validation of each field in Part B

For instance, if the business name provided by the applicant is a restricted word, disable the ‘valid’ button and provide the reason in the text box that will appear

The approval button under Processing tab will be activated only if the operator validates the documents and data

Click on ‘Certificate’ on the side menu under user level 2

Click on ‘Add’ to add a new certificate template

A slider will open. Add name of the certificate → Create

The certificate will be added in the list of templates in the service

To configure the certificate, click on the certificate name

The form builder page will appear.

Other certificates/ templates built for the service will appear on the top menu. The one highlighted with an underline is the certificate form builder that is currently open

Click on the ‘cert.form’ tab to build the certificate

Choose the registration

Click on ‘Digital result’ represented by the green button

A slider will open. Activate the digital result button. Scroll down and click on “create template”

Add new template in the service

Enter name of the result and click outside the field

The certificate form can be built just like the application form.

Value for text fields on the certificate template can be copied from the application file or processing role through → edit text field → data → copy value from

Value of expiration date can be fixed from the ‘data’ tab

To add QR code on a template, drag and drop the ‘QR code’ from the Customs Component tab on the template

Tables is a list of catalogs in the system

There are three types of tables/catalogs:

1. Service catalogs (or simply tables)
2. Cross-tables
3. Instance catalogs

Service catalogs (tables) and cross-tables show the data of elements related to only one service.

Instance catalogs show the catalogs of elements that can be applied to all services in one instance.

Tables/ service catalogs: they group by nature all the elements created in the services (data fields, fees, documents, institutions, units, determinants, questions, etc.).

The number within the brackets indicate the number of elements available to a service.

For example, click on ‘Questions’

The questions registered in the service will be listed

Cross-tables: it is a way to see the elements linked to each registration (data/registrations, documents/registrations, fees/registrations, roles/registration, etc.)

For example, click on ‘fees’

It shows the fees applied to the registrations in that particular service

1. BPA instance catalog.

To create an instance catalog, click on the “add” button on the search bar

Type in the name of the catalog and click on “create”

List the items in the catalog by adding new values.

To add a new value, type in the name of the item and click on ‘Add’

Up to 500 characters are supported by the value field/item

To create a catalog with Sub catalogs click on the select button next to the catalog item and select a catalog that will be a sub catalog of this item.

1. GDB based  catalog.

To create GDb based catalg drag and drop a catalog field onto the form, open this field edit modal and go to the data tab.

In system source select GDB

Next select the database based on which you want to create the catalog values. Next select two GDB columns . Frist which will be the value of your catalog item and second, which will be  the key.

You can also select a catalog field in GDB (instead of two separate columns). In this case you will refer to the same field in both cases. You will just have to select the field property value when assigning catalog value and key when assigning the key.

In case we are creating GDB based catalog, the values are not being read to BPA, so you can't select a default value for example if the catalog is created this way. But they will be visible in DS after the service is published.

b) How to import  a catalog with subcatalogs and/or multiple translations#

To create an instance catalog, click on the “add” button on the search bar

Type in the name of the catalog and click on “create”

Click upload catalog button  and

Upload items modal will appear.

In here you can download a template for every type of import available (1), modify the template, save it as xls file  and import the modified file (2)

How to prepare a file to import

This is the structure of exemplary file to be imported

Structure explanation:

First column is the value that is going to be imported to the catalog.

Second column is the level to which the value belongs to. On the screen shot we see only level 1 which will be the main catalog values and level 2 which will be subcatalog values for main value “Damascus” and “Damascus Countryside”

Third column is the name of the parent catalog. It is important to provide it for every value that is not level one value. It has to be the same as one of the 1 level values.

Fourth column is the English translation.

Fifth and sixth columns are empty in this example, because  in the instance that I am importing to, there are two more languages active between English and Arabic, for which I don't have translations ready.

Last column is the arabic translation

Groups #

Groups are created in catalogs when there are many items in the catalog. Groups are created to segregate items in the catalog under different categories

To create a group, type the name of the group and click on the “add” button

The items in the list can be selected under which group they fall using the toggle button.

The example in the picture is the list of business activities that require clearances from different agencies grouped together

Groups formed can be used as determinants

To add reasons for rejection of documents, click on ‘Document Rejection reasons’ tab → add the reason → click on the ‘Add’ button → Save

The instance settings icon is placed at the end of the instance menu bar

The instance settings consist of three elements viz Settings, Translations and the Log out tab

1. Settings: Here you can change the logo, choose language options, currencies, add footer messages, and other layout components that will be shown in the Display System.

This page also provides information such as external instances where services can be published,  

Options in display system: From the list under options in display system, you can choose which component to show in the user dashboard in DS.

The following are the display properties;

• Registration link (possibility to turn off the user registration button). This feature is needed when eRegistrations is using pre-registered user accounts (used in Estonia).
• Hide My documents tab in My account view.
• Hide My messages tab in My account view.
• Hide filter function in My account view.
• Hide service search function in My account view.

1. Translations

1. Log out

The service settings icon is placed at the end of the service menu bar

a) Pages , buttons and fields: #

Blocks and fields: Option to make blocks/fields visible in Part A and Part B based on their linkage to a registration

Buttons: Options to show print buttons on Guide and Part B, and enabling use of BPA system buttons in Part B  

Page: Options to show page name, use file in preview, setting the file type for required documents, to enable revision by field in Part B, To show data next to document revision and to show decimals for costs.

Under ‘Type of files in requirements page’, you can restrict the user to upload only PDF documents. The format for entering multiple allowed file type is ".pdf .jpg .docx"

Application history:

Old guide:

Shopping cart:

Formio version:

To switch the service to the new formio version, make sure that the same version is selected for both Part A and Part B

Note: Formio version transformation may break the service. Make sure the service is well tested before publishing it to live.      

UI theme:

b) Service Options #

c) Publish history#

d) Export service#

e) Databases#

The home button represented by the national logo

The home button

The login button

Register button

When the user clicks the register button , the create account page will be displayed.

To register a new account. user provides necessary information and clicks RegisterForAccount button.

Verification email will be sent to the email address provided in the E-mail field.

Please verify your account by clicking on the button in email provided by the system.

Choice of language

The home button and My Account page

Name of the user

Choice of language

The name of the service

Business name

The date the application was started

The date that the application/file was submitted

The status of the file in the registration

Certificate

Certificates can be printed directly from the user dashboard by clicking on the certificate icon.

Issued certificates can be seen in this column. The column can also facilitate multiple certificates.  

Filter

This allows you to search for a specific application from the list by the name of the service of business name

To see the application history of a file, click on any one of the services in the table

The various stages of the application history will be displayed

Below that, the documents that were submitted will be available along with all the data that were provided and certificates generated

The application status is shown by different colors.

Click on ‘Status filters’ at the bottom of the table to filter files by status under ‘My applications’

1. Guide#

Answers provided in the Guide will help determine, for each specific user, which documents, fees and data are required.

Shopping cart

Alternative to the Guide, Shopping cart, an improved version is used. The shopping cart shows the summary of your registrations,, how much to pay and what documents to upload. It is accessible on all pages.

2 .Applicant form#

This is where the applicant provides all the relevant data that pertains to his objective.

3. Documents#

This is the documents upload page. This tab will appear only if documents need to be uploaded.

4. Payment #

Payment tab will appear only if there is a payment in the process.

5. Send page#

The confirmation page usually consists of a set of terms and conditions that the applicant needs to abide by.

The list of files filtered by status (pending, approved, rejected, sent back for corrections) is displayed

The drop down list in the menu bar at the top displays all the services in the system.

To process a file, select the service from the drop down list

Once the service is selected, the list of roles pertaining to the service can be selected from the first drop down list in the menu bar.

The number indicates the number of roles in that service including the BOT roles

The calendar icon below the services drop down allows the operator to view the applications submitted at a certain day/ time range

The first screen of the operator’s role displays (by default) all pending files.

The sub menu consists of Status of the file, Business name, Date of receipt, the status of registrations and the operator in charge.

There is a status filter on the bottom corner of the window. The different colors indicate the different status of the file in each registration.

All files under various status in the processing role can be viewed by selecting the status by clicking on the drop down.

Other statuses/filters include all files, validated files, files that are sent back for correction and rejected files.

When an application is received, the file will be listed under “pending” status.

Click on the file to process the application. This will take you to the 2nd screen of the operator’s role.  

This will also add your name and surname to operator in charge column

The application details has a zip folder that contains all the documents submitted with the application  

Application history displays the dates and details of all the roles applied to that file

A revision role is usually the start role of a process

This role requires the operator to verify the documents and data before validating and sending to the next role

If the operator chooses “NO” under documents revision, a field appears where the operator has to choose the reason for rejection

To add reasons for rejection in the list, click on Tables on the side menu in the BPA → click on Instance catalog → click on Document Rejection reasons → add the reason → click on the Add button → Save

Under the documents revision tab, the documents uploaded by the applicant will appear on the left side and data and requirements will appear on the right side

This will allow the reviewer/ operator to verify the information from one page

The data revision tab displays all components of the applicant file viz guide, form, payment and send

The approval button under Processing tab will be activated only if the operator validates the documents and data.

If the operator has not validated the documents or data, the approval button will be inactive but the ‘send back for correction’ and ‘reject’ button will be activated.

Processing tab is the form (action) developed by the analyst under Processing Roles of the BPA.

Depending on the input decided by the analyst in BPA (data, documents), the operator can generate the action (i.e display and/or upload certificate to the user file)

This is also where the operator validates, rejects or sends back the application for correction. To enable the operator to reject or send back for correction, the analyst in the BPA has to authorize those actions (in “status” under roles)

Documents tab shows the list of documents uploaded by the applicant and certificates obtained

Data tab shows all the components of the BPA application file (guide, applicant form, payment and send tabs) and results of preceding roles

A hamburger button.

It displays the list of database created in the system and the “create new database”, “create new group” buttons

Name of database which is currently displayed

Status button. When you hover the mouse over it, the version of the system and the date last updated will be shown

Language

Logged in user

To create a database, click on the hamburger button on the top left

Then click on the “create new database” button

Enter institution name under Title → enter short name

Short name should be entered without spaces

Since this is a new database, the version will start at 1.0

Create the database (DB) structure adding fields and blocks by clicking on the “+” symbol (“ID” appears by default as the first field. You can change it by typing over it)

Click on the drop down to select the type of field input (text, number, block, date, catalog, etc.)

Note: the type of field should be same as the one used in BPA for that data

Use blocks to group the records/ fields together under the same component

This is where blocks appear in the public part

Click on the “simple view” button to view only the basic components of the DB structure

The symbol in the front is used to change the order of data in the database. Simply click and drag fields to desired order

Publish to save the database and see the changes in the public part

To create a database group, click on the hamburger button on the top left

Then click on the “create new group” button

Enter a new group name under Name.

You can also upload a logo for the new group. To do that, click the upload button and select an image of your choosing. Click the “save” button to finish creating a new group.

To populate new group with databases you can:

• create new databases within that group,
• drag and drop already existing databases into the group.

Video tutorials

• Drag-drop database from group to non-group
• Drag-drop database to a group

To open Database diagram click on a group name and then on a diagram icon in left side menu

All databases in the group are visualized as blocks and the relationship between them is shown by lines connecting certain values common to them

You can zoom in and out of the current view by using Mouse scroll.

You can also rearrange the database blocks with simple drag and drop.

There are two icons in the right bottom corner of the screen. They help navigate through the view.

The top one rearranges the database block  layout to rows and columns for clearer view.

The bottom one aligns the block  layout to the left top corner of the screen.

You can also modify the view of any particular database by expanding or collapsing its content.

When collapsed it will only show Block titles

When expanded it will show all fields in the database

For easier visual distinction of type of containers used in the database, bloc titles are black and list titles are blue

To link a field between databases, click DB structure button in the database you want to link from

Click on the “Settings” button for a field you want to link

In Field settings/Basic settings 1.switch the toggle “Link to other DBs” on.

2. Select the database that you want to establish link with

3. Select the field in the database that will be linked and click OK

“L” icon will appear in the field row indicating that this field is linked with another database.

You can also  see the link was established If you open the database diagram.

All databases on the picture to the right were linked by the NIT field.

To add a record in the database, click on the ‘Add record’ button on the sub menu

A slider will open. Enter all data → Save

The slider page can be expanded or minimized by clicking on the border and dragging it

A record can be edited or deleted

If you need to check what was happening to a particular value stored in  GDB it is now possible.

After you click on a record  to  see the details you will see  a history icon next to  every field in the database

Clicking the field history icon will open a new window with field history

In respective columns we can see information about :

• the date of change,
• the user who did the change,
• the type of action used to perform the change,
• the initial value that the field had before the change on a given date,
• the new value which was the result of the change on a given date.

You can also see the same history  icon next to block container if the container  has a nested field or fields with modification

When opening the container drawer you will be presented with a times table in which you can trace the value  change for every field in this container by date of the change occurrence.

If a change occurred on a given date the field will have a clock icon which the user can click to see the change made. The details of the change the user clicked on  will be shown underneath the times table. The details table has the same

The version of the database, date and time the database was created, and login ID of the administrator

Filters allow any authorized user to filter and view any data in the database selectively

To use ‘filters’ click on the ‘filters’ tab. On the drop down field, choose the variable in the database → choose the relevant operation → type the value

You can add as many data by clicking on the ‘+’ sign → click on ‘Apply Filters’

We can also filter data contained in database  edit grid to check if value is or is not a part of the list.

To use this search open filters and select the edit grid component

The logic is as follows:

Values in the same condition act as they are OR separated so this condition will return rows that have any of the values specified.

If there is a need to retrieve only rows that have certain set of values, they need to be separate conditions with AND between them.

This will return only rows for which all conditions are true

“Not in” excludes values specified from query.

Complex filters are also available if there is a need for nested conditions while filtering the data

Video tutorial with Complex filter - click here

The ‘Columns’ tab allows the user to display only the selected data in the database by unchecking the data you do not want to be displayed.

Under the ‘Reports’ tab, we can create new reports based on the data available in the database, or see reports that were already created.

‘Import data’ allows the user to import data from an external file, another database or system into the database in GDB.

‘Export data’ allows the user to export the data from the database in various formats (JSON, XLs, CSV, etc.).

‘Log’ displays the history of changes made in the database. For every change in the system, the name of the user, the change made and date of change is mentioned besides other details.

‘Delete data’ button will remove all data in the database. Deleted data once removed cannot be recovered. Therefore, you should be cautious when managing the database.

‘Views’ is a subset of GDB that displays a selected set of data defined by a query (filters). Views allows users to see only certain data and denies access to every data in the database. This is a user-friendly function to read data because it hides the complexity and displays the simplified version of the data as per the requirement of the user. It can be used to generate reports.

To create/add a View, click on the Views tab

The Views page will open. Click on the ‘+’ button

Enter the name of the view (data for reference) for the user

Check on ‘filters for limited data’ to choose specific data for display or to create a query

Create filters by choosing the desired fields and their required value

More filters can be added by clicking on the ‘+’ button

Choose the relevant conjunction between the filters to fit the query

Add the fields to display in Views, by dragging the required fields from the ‘available fields’ and drop them individually under ‘view fields’

Column names in views can be customized according to your needs.

Also fields in views can be customized. If some fields are not necessary in the view they can be deleted. If the order of fields is wrong it can be corrected.

Please see the tutorials for details.

• Custom name display for columns on Data view edit page
• Custom field on block in Data view edit page

Go back to the top and click on ‘save’ or ‘publish’. Only the published Views can be seen by the intended audience

This is how the views appear

For each view, you can copy the url to share with others, embed the view on other sites, or open an external url to see the view.

You can delete the view by clicking on the (red) cross

1) Complex views involving multiple databases#

If you need to view data from multiple databases on one view it is now possible.

First you need to link the databases you need to view at the same time with foreign key

Please see the tutorial on how to link databases.

Next you need to create a new view for the database for which the foreign keys were created.

In the View fields table you will see available databases from which you can drag and drop the columns from left to right view fields section.

On the right side you will see an indicator informing you  from which database the field was taken from to be displayed in the view

After the view is configured click Publish button in the top panel

Now you can open  configured view by clicking open external URL button

All columns from all databases that were dropped onto the View fields section in view configuration will be visible in your view.

Create New APi - to be explained

Export is used to export a list of APIs in the current database version to a JSON file

X-Road API -To be explained.

Every version of the database has its own set of API’s. Database version can be changed by clicking on the gray rectangle in the top right corner of the screen.

JSON- To be explained.

Statistics is a visual representation of how often an API was called on a given day within the last 30 days period.

Copy url is used to copy the address of the API to the clipboard memory.

You can copy all APis url by clicking the icon on the top of the table or a single url by using the icon in the APIs row.

Visibility is used to show or hide an API in BPA

If visibility for a particular API is switched off it will not be available in the list of APIs

 in BPA. You can also hide all APIs in a given database version by using an eye icon in the dashboard header.

If there is a need to delete all APIs from the database version, it can be done by clicking the red cross icon in the top panel.

Video tutorial - How to delete all APIs on selected DB version

A single API can be deleted by clicking the cross icon placed in that particular API row.

Delete API action is only limited to selected database versions. APIs in other database versions will remain intact.

Create

Used to create a new entry in a database. Returns the create object

Create-entries

Used to create a multiple entries in  a database when the data is coming from an edit grid or data grid

Read

Used to retrieve a single set of data from a database to DS

List

Used to retrieve multiple sets of data  from a database to DS and put them in an edit grid or data grid. It will retrieve all entries that meet the query conditions

Update

Used to update a single entry in a database. If applied to an edit grid, it will push a new entry to EditGrid without removing previous entries. Returns the updated object

Listen

Used to control the flow in the service if some information from an external source is required for the flow to continue.

A “listener” BOT waits for data until it is sent from an external database or system. When the data is sent, the listener BOT gets activated and it changes the file status in a given role.

Example:

1. eRegistrations sends data to an external agency.
2. the agency reviews the data and issues a certificate, in its own system (this process takes 4 hours);
3. a web service developed by the agency sends the certificate to eRegistrations;
4. the listener BOT receives the certificate.  

Contrary to a “read” BOTs, which will time out and fail if the data can’t be read immediately, a listener BOT can wait until the data is available in the external system.  

Before creating a listener BOT, the analyst must ask the development team to create in Mule a web service which will bring the data from the external system.

A listener BOT must be used in a role. Once a file reaches this role it will wait until the external agency will send the required data to the listener BOT, and only then the file will change its status.

Update-entries

Used to update multiple sets of data  in a database. It will retrieve all entries that meet the query conditions and update them

Exists

Used to check if an entry exists in a database. It returns boolean value

Delete

Used to delete an entry from the database.

Click on DB Structure → a slider will open.

This is where the structure of the database that was created can be modified  

The database can be duplicated by clicking on the ‘Duplicate’ button.

Video tutorial - Duplicating a database

The name/title of the database can be changed on this page

The “delete” button deletes the database from the system

Click on the “+” symbol to add new fields

The fields can be deleted by clicking on the red cross symbol

The order of the fields can be changed by dragging the fields using the cross with arrow heads in the front

Save the changes.

Everytime a change is made and saved, the version of the database will be updated.

The updated database should be published and remapping done in BPA

Click on the DB Structure

To change the default way new ID’s will be created when new entry is saved to the database go to DB Structure menu and click the setting cog icon on the ID column

The Advanced Settings window will appear. Go to the Triggers tab.

Here you can set the way new ID values will be created. To configure desired value use tags available in the field to the right of Action-> set value

Important!

After changing the tags you need to publish the new version of database and apply it to the BOT in BPA to see your changes

1)Tags available for ID value creation#

Short name - will copy value from Database general information -> Short name

Example:

Index no - will add to the ID value index number from database general information. If more entities are created it will increment the index number with every new entry

Example: two entries were created

Index no by database code- it will take  current count of entries in the database and create a value equal to entries in the database+1

Example: two entries were created

Current year - will add a current year value to the ID value. Right now it will be 2022

Example: this entry was created using tah id which had no value and current year

The result is:

End of number current year- works the same as Current year but it only adds the last two  digits of the current year to the ID value.

Here are few video tutorials that show how to set a custom ID or field value using triggers:

• Field value  generation- what is the difference between using IndexNo and Index NoByCode in Field value generation
• How to generate consecutive IDs
• How to generate custom IDs (ex: AAA0001, AAA0002, BBB0003)
• How use trigger value pad (left, right, center)

To show catalog key data in the table click DB Structure on a given database that has a catalog type field in the structure

Click the “Settings” icon corresponding to the catalog for which you want the keys to be visible.

Activate the “Show key and value”toggle

Click “OK” in the top right corner of the settings window  and publish the new version of the database.

As of now when you click on a row in the database, you will see a new key field for every catalog type field in addition to the previously displayed  value field

We can now copy all or some data between tables. Steps to be configured:

1. Open the table you want to import data to and click “Import Data”.  Menu with three tabs will appear. Go to the “Database” tab and click “Create” button

1. Select the source database in the select box on the left (the one you want to migrate data from)

1. With drag and drop  connect the column labels to copy data from a given column in the source table, to a column in the table you are currently in.

1. When all desired columns are connected with lines, click the “Migrate” button in the left top corner. Data between tables will be migrated according to the connections created  between the tables.

Another way to copy all or some data between tables is to import the data on trigger

Here you can find a tutorial showcasing how this kind of import should be configured

Import data to other database on trigger

A field can be set to readonly with the appropriate toggle in field settings. Please see the tutorial for details.

How to set readonly field on GDB

We are able to set a specific pattern for the field in GDB so it will accept only the values that match the pattern. Basic knowledge of regular expressions is required.

How to apply pattern label (regex using) on GDB

We can automatically add additional columns to the GDB edit grids that will present a value provided in a field outside of that edit grid. Please see the tutorial

How to add listing value in GDB edit grids

The content of two tables can be compared in terms of the columns in both tables. Please see the tutorial to see how it is done

How to compare two databases

Text fields can be changed to be represented as dropdown select fields in GDB. Please see the tutorial

How to make a textfield into a select predefined values field

Where can we specify which type of documents will be accepted by the file field in GDB? Please see the tutorial

Where to limit the document type accepted by the file field

GDB supports saving multiple files in a file type field.

1. Open the DB structure window in a given database, add a file field and open this field advance settings.

In Base settings tab activate Multiple toggle, click OK and publish the database.

Requirements in BPA are set to multiple by default so nothing more needs to be done if a requirement may consist of many files.

For additional upload component which is not a requirement, you need to open the edit modal, go to Data tab, activate advanced options and activate Multiple Values toggle

Please note: The structures have to be equal so file component with Multiple Values toggle switch  on has to be mapped to Multiple file field  in GDB

To access User rights management, click on the user button and select User management

The page is composed of 2 parts:

• The left side shows a list of already registered users whose rights can be modified.
• The right side shows all rights currently granted to the user that was selected on the left side

Left side: users#

Search an existing user#

This field enables to search for a specific user (already authorized in GDB), or to import new user from CAS or Keycloak

Create a new user#

Any new user must be previously registered in CAS (or Keycloak - KC) - User registration

Then, to create a new user in GDB, you just import it from CAS/KC, by clicking on the icon next to the search field.

Enter the user ID and select the user. The user is now authorized in GDB.

The next step is to define rights for this user.

Right side: rights#

If a user is selected he can be granted certain rights to

(1) perform actions

(2) on specific resources in GDB

The resources are the databases available in the GDB instance.  They are listed in the first column (this column is titled “resources”)

The possible actions are defined in the other columns:

• Read
• Create
• Update
• Publish
• Delete
• User rights

The toggles allow the administrator to define, for each database, the actions a user has the right to perform.

Examples will be provided below.

Groups of databases#

When databases have been grouped in the database control panel (Grouping databases), they are listed under their group in the user right page.

Example: DBs “file and catalog test” and “darek services” are listed under the “test2” group.

You can grant a right to a group as a whole or to a specific database in a group.

Video tutorial showcasing how user rights change when a database is moved between groups with different rights granted.#

GDB - user rights behavior when the DB is moved to a group with different rights granted. 

Two categories of rights

Every database has two categories of rights that can be granted, on:

• Database structure
• Data

Read toggle switched on gives user right to read database structure (Data toggle needs to be on as well)

To see DB Structure button in users dashboard, “Show tools” toggle needs to be switched on

Update toggle gives users the right to update selected database data structure.

When it is active, the “Save” button appears in the DB structure tab, so

after making changes to the database structure, user is  able to save them

Publish toggle gives users the right to publish changes made to the database structure.

When it is active the “Publish” button appears in the DB structure tab.

It is required to publish changes before they can be used  in external services

Delete toggle gives users the right to delete the current version, (or all versions) of the database.

When it is active the “Delete” button appears in the DB structure tab

Read toggle “on” gives the user right to read data in the database

Update toggle gives user right to update data on a single entry of the database

To edit the data, click on a row and select the Edit button

Delete toggle gives the user right to delete a single entry on the database

To delete the data, click on a row and select the Delete button

Users can be granted  more specific set of rights  to operate on data in a database

To access this functionality, click on “restrictions” button just below the database name

Window will appear in which the admin can grant users right to read or update:

• fields in specific columns of the database
• records that match filter conditions.

Setting up Records filter

To set up a filter on the database for the user, click the “plus” icon

Filter tab will appear in which you need to specify the following:

1. Name of the column to filter by
2. Type of filtering operation
3. Value filtered by

Example: From column named “Tipo de servicio” analyst  wants to show to the user only entries that equal to “LSOF8”. Analyst  fills the fields and clicks save button

.

From now on, the user will only see entries in the database that match this condition.

We have 3 colours:

• GREEN - fully authorised,
• GREY = not authorised ,
• YELLOW = partially authorised

The analyst can switch toggles from GREY (default) to GREEN and conversely

YELLOW can’t be selected by the analyst, it is displayed automatically by the system

• when displayed for a parent, means that one of the children is either GREY or YELLOW
• when displayed in a child, means that there is a restriction

1.Putting a parent in GREEN puts in GREEN all children

• If at least one of the children is put in GREY or becomes YELLOW, the parent becomes YELLOW
• If all children are GREY, the parent is also GREY

 2. Putting a parent in GREY puts in GREY all children

• children can be put GREEN; when at least one child is GREEN, the parent becomes YELLOW
• if all children are GREEN, the parent is GREEN

Summary

Parent GREEN = all children are GREEN

Parent YELLOW = at least one child is YELLOW or GREY

Parent GREY = all children are GREY

Filter empty rows  will show/hide rows that have no values for all other filters set in a given period of time.

Show inactive services will show/ hide services that were turned off in BPA

The Date field lets you specify the period of time you want to obtain data about.

After clicking it, a calendar will appear in which you can specify the period of your interest. All the other filters always refer to the period selected here.

Service filter enables you to see data limited only  to the selected service

Registration filter enables you to further limit the response to the roles in this selected registration. For this filter to work, the Service filter has to be already selected.

Status filter lest you to check how many files had a selected status in a given role

Thanks to this filter, we can present data broken down into days, weeks, months or years. This can significantly improve the readability of the presented data

Certificates filter enables you to see data limited only  to the selected certificate. If the certificate was used in more than one service, this filter will list them all.

To be explained when it will be possible to actually test it.

An Operator filter is used to limit the search to a selected operator. This is an input field which means the user needs to type the required operator name into it. As soon as the typing starts the field will provide suggestions.

Roles filter allows you to limit the view to operators who processed the file in the selected role

Rejection reason(s) provided by the operator.

Stat

.

There are two  status codes available in the system

2- Sent back

3- Rejected

Operator that provided the reason

Name of the role that provided the reason

The date on which the rejection occurred