Reference Data

Scope of the app

Reference data solutions can be local or global.

Local – Local reference data is defined in the Reference Data library of a specific app, and is available only to Solutions in that particular app.

Global – Global reference data is defined in the Reference Data App and is available to all Solutions in all apps.

Location of the reference data

Global Reference Data app - A Global Administrator or another user assigned to the app separately, can view the Reference Data app listed among the other apps, in the App selection drop-down list.

This app is listed by default for Global Administrators when they log into the application for the first time.

Local Reference Data - The reference data is available in the reference data libraries under Solutions menu of that app.

Reference data library

A Reference Data library is a separate library which is created by default for reference data. You can create and manage reference data lists in this library. You can also create additional libraries to logically separate reference data. The create, read, update, and delete permissions (see Manage Permissions) for these additional libraries do not differ from those of standard solutions and libraries.

Create a reference data solution

You must have Solution Developer permission on the Reference Data library to create and publish reference data solutions.

To create a reference data solution:

1. Globally - Select Reference Data from the app selection drop-down list at the top right of the user interface

   Locally (App-specific) - Go to the Solutions menu and click Reference Data Lists.

2. Click Add Schema. The Add Schema page will appear.
3. Enter the schema name, category, and description.
   Note:

   The scope field is pre-populated according to your selection in step 1.

4. Click Next. The Schema Creation step appears. You can choose from the following options:

   1. Create Manually This option enables you to create each column and field manually, one at a time. You can add columns, and provide names, data type, and constraints as you require.

      Click Add. Enter a field name, select an option from the Field Type drop-down list, enter the field length (applicable only to string type fields), select Required if you want to make this column mandatory, and then click Add. The details will be displayed on the screen.

      furtherinformation: Further information:

      • After the originator uploads the data into the list, add default data for any required columns if the default data has not already been provided. Here are the default values for the following fields:

        DateTime: DateTime.Min Value with time (19010101 00:00:00) Date : DateTime.Min Value without time (19010101)

        Int, Decimal, BigInt : 0

        Bit : False

        String and String(max): Empty

      • Regarding the DateTime fields: do not convert with TimeZone. Instead, retain them as DateTime so that the filters will work properly.

   2. Create from Query This option enables you to create the schema/columns from Studio Query scripts. All output and criteria fields from the Query file are displayed in the Reference Data Schema.

      Note:

      You cannot change the column; you can though upload an updated script to update the schema.

      Click Select Files, and then browse to the Studio Query script.

   3. Create from Excel Enables you to create the schema from an existing Excel file. You can choose the sheet name, so that the header name gets fetched to create the Field names. You can change the Field Type information from the details displayed on the screen.

      Click Select Files, and then browse to the Excel file.

      furtherinformation: Further information:

      • Read the headers from the first row of the Excel sheet, and the data type from the second row of the Excel sheet. If data or type have not been set for the column, set to string(max) by default.
      • Mapping works as with the header column: if headers start at column C, mapping will begin with the same column.

5. Click Next. On the Mapper page, map the entered fields to the Excel column by entering selections in the corresponding Mapped to column.

   furtherinformation: Further information:

   • After the default mapping has been implemented, you have the option of changing the mapping (it is not required). Headers are written on the same column.
   • If the sheet contains data and the mapping starts at column A, the sheet will be mapped in consecutive columns starting with column A.
   • If the sheet contains headers that are defined in columns A, C, E, F, G, J and L, the Reference Data will be mapped to the same columns.
   • A new Excel file that includes this defined mapping is created; the template uploaded by the user is not used.
6. Click Submit. The solution is saved as a draft and is listed on the Solutions tab, in the Reference Data library.

Publish a reference data solution

Reference data solutions may be used in other solutions only after being published.

To publish a reference data solution in draft form:

1. Go to the Solutions tab.
2. Select the reference data solution from the Reference Data library.
3. Click the icon under the Actions column and then click Publish.
4. In the Publish Schema box, select Yes in the Publish Template field.
   1. If you do not want to publish an Excel template, you can add data to the reference data from the Evolve site using the Edit Data button.
   2. The Edit Data button opens a page with a reference data table where you can add, update or delete values.
   3. You can also edit the data uploaded from the query output to the reference data – since no template solutions exist for this scenario.

5. You can choose one of the following workflows:

   Workflow	Description
   No Data Review Process	After files are reviewed, you do not need to have the files approved before running them.
   Review and Post - One Step	The reference data file must be approved, and then the reviewer runs the file. After running, choose from these AutoRun Type options: None – The user runs the file manually. Reviewer/Creator – The file is posted automatically (AutoRun).
   Review and Post - Separately	The reference data file must be approved, and then the submitter runs it. After running, choose from the AutoRun Type options: None – The user runs the file manually. Reviewer/Creator – The file is posted automatically (AutoRun).
   Custom Workflow	If you choose this option, you can create a custom workflow process for this reference data solution.

6. Click Publish. The status of the solution changes to Production. You can now populate data using either the Excel Add-in or the Edit Data option in the reference data solution.

7. Use the Notify option to add multiple users to the Notification List, so that the Publish Solution, Add Data, and AutoRun actions automatically send notifications to these users.

   furtherinformation: Further information:

   • Click Refresh Schema if the status does not immediately update.
   • You can open this solution template in the Excel Add-in. You can also populate, validate, and save data in the Excel Add-in. Once you submit reference data to Evolve from the Excel Add-in, you can view the data from the Documents menu (use the reference data file name you used when first submitting the reference data file).
   • You can track reference data versions from the Documents menu.

Update schema

You can only edit schemas which are in draft form. If you need to modify fields in a published schema, we recommend that you copy the schema using the Copy Schema button, and then save it as a new schema.

To update a schema:

1. Go to the Solutions tab.
2. Select the reference data solution from the Reference Data library.
3. Click Update Schema.
4. Make your changes in the Update Schema page that appears.
5. Click Save.

Copy schema

Use this feature to modify fields in schemas which have already been published.

To copy a schema:

1. Go to the Solutions tab.
2. Select the reference data solution from the Reference Data library.
3. Click Copy Schema.
4. Provide the Name, Category and Description. This creates new reference data.
5. Modify the schema using the update schema option, discussed above.
6. Click Submit. The schema is listed in the reference data library.

View schema

To view a schema:

1. Go to the Solutions tab.
2. Select the reference data solution from the Reference Data library.
3. Click View Schema. The View Schema page displays the schema information.

View data

User can view the uploaded data from Evolve site or Excel Add-in. User can also apply all the OData filters. Data will be displayed as per Users locale from Personal Information. User can export an ODC file to download the data in Excel. ODC Excel file runs with Windows Authentication and that User must be the part of Evolve User groups.

To view data:

1. Go to the Solutions tab.
2. Select the reference data solution from the Reference Data library.
3. Click View Data. The page will display the data within the reference data.

Edit data

For Solutions published without an Excel template, the solution originator is the only one with permission to edit the data from the site. Validations work as they work in Excel when uploading data to reference data lists. If no data is provided, the default value of the fields is uploaded.

To edit data:

1. Go to the Solutions tab.
2. Select the reference data solution from the Reference Data library.
3. Click Edit Data. The page allows you to edit one row at a time. On this page, you can also remove existing rows and add new rows to the reference data.

Reference data app - online help

The User App Online Help applies equally to the Reference Data App, with the following exceptions: