After a Record is created, it will have one or more participants. These are the people that can view and manage the Record.
In some cases, defining who the participants should be is basic. For example, maybe your App handles approvals, and the approval process always goes through the same three people every time. In this situation, you can use an Add Participant activity, which automatically assigns participants based on either a hardcoded email address that you type in when building the App, or Liquid decision making that outputs an email address.
In other cases, however, deciding which participants should be added to a Record may be significantly more complex. For example, perhaps there are 25 total users that are eligible to become participants on any given Record, and Onit should decide which one to add based on a complex combination of Field values. In this situation, you’ll want to prefer the more robust Add Participants from Table Action over the basic Add Participant Action.
The Add Participants from Table Action uses a Decision Table, which is just a specially-formatted Excel spreadsheet. When Add Participants from Table runs, it queries the Excel file for the participants that map to a combination of Field values, and then adds the appropriate participants accordingly. For example, if the area_of_law is Corporate, and matter_type is Finance, then add Jacob as a participant. If you have lot of Fields, participants, and/or possible combinations, working with a spreadsheet will be much easier.
Note: In this tutorial, the words List and spreadsheet are used interchangeably.
Before We Start ...
Formatting a Decision Table List
In addition to the formatting requirements outlined in Formatting, Importing and Updating a List, you’ll need to format your Decision Table to designate which Field values Onit should consider input values. That is, the values that a requester can input that will affect which participants are added.
Additionally, you’ll need to designate the columns containing participant emails and role types as output values, so that Onit knows this information should be outputted when the Add Participants from Table Action runs.
1. Identify the Input Values
Identify the input values by prepending In_ to their header names:
2. Identify the Output Values
A decision table must include a column for a participant’s email and a column for the role that a matching participant should be assigned to. These column headers should be prepended with Out_ as seen below:
To add more than one participant for the same combination of values, simply use separate rows with the same input sets for each email address, as seen in rows 8 and 9 in the example above.
3. Import Your List
That’s all there is to decision table formatting. Import your list as usual and let’s move on to creating the action that will utilize this Excel spreadsheet.
Using a Decision Table List
Let's put this Decision Table to use.
1. Add an Add Participants from Table Action
Browse to the App’s Advanced Designer page. From the left-hand pane, select the Actions node.
From the Add dropdown, select Add Participants from Table.
2. Configure the Action
Provide your new Action with a Name.
Select your Decision Table list from the List Name dropdown.
Select OK to save your Action.
Test Out the Decision Table
Congrats! You’ve created a Decision Table with business logic to add participants!
You can test out your decision table by launching a new transaction, selecting values for the Fields included in the decision table, and submitting the transaction. Visit the transaction’s View Page to check that everything worked correctly.