Copyright © 2023 by Aras Corporation.

This material may be distributed only subject to the terms and

conditions set forth in the Open Publication License, V1.0 or later (the latest version is presently
available at http://www.opencontent.org/openpub/).
Distribution of substantively modified versions of this document is prohibited without the explicit
permission of the copyright holder.
Distribution of the work or derivative of the work in any standard (paper) book form for a commercial
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Aras Innovator, Aras, and the Aras Corp "A" logo are registered trademarks of Aras Corporation in the
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All other trademarks referenced herein are the property of their respective owners.
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Notice of Liability
The information contained in this document is distributed on an "As Is" basis, without warranty of any
kind, express or implied, including, but not limited to, the implied warranties of merchantability and
fitness for a particular purpose or a warranty of non-infringement. Aras shall have no liability to any
person or entity with respect to any loss or damage caused or alleged to be caused directly or indirectly
by the information contained in this document or by the software or hardware products described
herein.

Revision July 2023

2
Table of Contents

Unit 1 Introduction .................................................................................................... 5

Unit 2 Users and Identities ...................................................................................... 13
Unit 3 Exploring ItemTypes...................................................................................... 27
Unit 4 The Table of Contents (TOC) Editor ............................................................. 49
Unit 5 Itemtype Properties ...................................................................................... 61
Unit 6 Creating Object Properties............................................................................ 77
Unit 7 Creating the User Interface ........................................................................... 97
Unit 8 Creating Item Relationships ........................................................................ 119
Unit 9 Assigning Security ....................................................................................... 139
Unit 10 Visualizing Data ........................................................................................... 163
Unit 11 Defining Extended Classification ................................................................. 193
Unit 12 Defining Lifecycle Maps and Versioning ..................................................... 217
Unit 13 Creating a Workflow Map ........................................................................... 243
Unit 14 Enhancing a Workflow ................................................................................ 273
Unit 15 Working with Files....................................................................................... 291
Unit 16 Replicating Files........................................................................................... 309
Unit 17 Sending Notifications .................................................................................. 335
Unit 18 Implementing Poly Items ............................................................................ 355
Unit 19 Configuring Command Bars ........................................................................ 369
Unit 20 Packaging a Solution ................................................................................... 389
List of Exercises and Labs ............................................................................................ 413
Appendix A Review and Lab Questions Answer Key .............................................. 417

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Aras Innovator Configuring Solutions Student Guide

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4
Unit 1 Introduction
Introduction
In this five-day course, you learn the fundamental concepts and skills needed to configure, manage, and
extend the Aras Innovator environment. Through hands-on exercises and lab activities, you gain an
understanding of how Aras Innovator can be used to create a variety of business solutions.
Course Goals
• Understand and create an ItemType.
• Create a user interface that allows operators to interact with the solution.
• Assign appropriate security policies to a solution.
• Define Classifications, Lifecycles, and versioning.
• Create and enhance Workflow maps.
• Support file upload/download as well as file replication.
• Automatically generate email correspondence.
• Define and implement Poly Items.
• Configure Command Bars.
• Design, develop and package a solution that incorporates a Lifecycle, supports versioning, and
uses a workflow.
The Configuring Solutions Course teaches you how to design and create simple solutions built with
custom categories (ItemTypes) that include forms, properties and relationships to other items being
managed by Aras Innovator. You will also learn how to replicate business processes by creating
workflows and to create a custom security model to define who can access or edit data. To make sure
that other Aras Innovator users get informed when they have tasks to perform, you will learn to set up
automated email notifications. We will also discuss how Aras Innovator can be configured to manage
the secure storage of third-party files in one or more vaults. The process of creating file replication and
distribution rules will be demonstrated in class exercises.

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Aras Innovator Configuring Solutions Student Guide

Aras Innovator Requirements

The Aras Innovator client runs in Microsoft Edge, Mozilla Firefox, or Google Chrome browsers.
Please refer to the Aras Innovator Installation Guide and Client Settings documents for additional
technical information and system requirements.
Where to go for Help
There are numerous active blogs and forums available from https://community.aras.com that answer
many questions. Documentation sets can be found at http://www.aras.com/support/documentation/.
All Aras subscribers can download complete sets of documentation from the Aras FTP site for Aras
Innovator and additional applications.
All Aras Innovator browser clients also support an online, searchable Help file.
Note
Additional resources and tools are available with an Aras Innovator subscription.

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 Unit 1 - Introduction

Aras Platform Overview

Model-based technology is flexible. Adaptive data models, process models and business rules fit your
business now and in the future. Instead of the traditional approach - defining an object model hard
coded into the services – Aras® separates the two. The result is a run-time web application framework
consisting of loosely coupled, federated web services optimized for performance and scalability, which
form a service-oriented architecture (SOA).
The core of the Aras platform is a suite of services that enable PLM behaviors on any type of data.
Platform services include things like search, access control, workflow, lifecycle states, version control
and File Vaulting. These core services are built to be highly secure and extremely scalable.
Then we use meta-data templates to describe everything: application functionality, business logic, data
schema, screens, workflows, etc. The meta-data templates define the objects in the system and those
objects then subscribe to the services that they need. We call it a model-based PLM and it is the basis
for creating flexible, scalable, upgradeable applications using the modeling engine.
The modeling engine describes the data, processes, logic and user interface needed to build a PLM
application. Aras builds its applications using the modeling engine. You can use our applications as-is,
adapt them to your needs, or create new ones using those same modeling tools. Additionally, you can
further extend capabilities with low code methods including integration with your own or other
applications. Applications built with the modeling engine are upgradeable no matter how much
customization has been made. (Details and demonstrations are available at Aras.com.)
Users can connect the platform via various clients, including web and mobile interfaces. External
systems can be integrated via Connectors, using the open Aras APIs and modeling techniques.

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Aras Innovator Configuring Solutions Student Guide

Aras Product Landscape

DEFINE DEVELOP BUILD OPERATE

REQUIREMENTS QUALITY
PRODUCT
ENGINEERING MANAGEMENT
ENGINEERING
SYSTEM
PROGRAM COMPONENT
MANAGEMENT ENGINEERING OFFICE
TECH
DOCS SYSTEMS CONNECTOR
ARCHITECTURE

SIMULATION MANAGEMENT

MANUFACTURING DIGITAL TWIN CORE

PROCESS PLANNING

VARIANT MANAGEMENT

DIGITAL TWIN

DIGITAL THREAD

Content Configuration Search Access Publishing Collaboration

Federation Process Visualization Calculation Scheduling UX

PLATFORM SERVICES 7 © 2023 Aras

The Application layer represents specific business functions commonly used by a business to support
their operations. These applications are built using the modeling engine and platform services.
• Subscribers of the Aras platform not only have access to all the existing applications, but they
also have access to changing the application through the modeling engine to meet their needs.
• A critical advantage of the Aras Platform is that all the applications existing today or being
developed in the future (by Aras or your organization) will use the same data model across the
end-to-end processes.
• Aras manages growing application base by ensuring their single data model is completely
aligned across applications.

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 Unit 1 - Introduction

Basic Architecture
Aras Innovator is an Internet application framework based on the Microsoft .NET platform. The basic
components include:
Aras Innovator Client
Aras Innovator uses a web-based browser interface which requires very few client resources. Aras
Innovator client runs in Microsoft Edge, Mozilla Firefox, or Google Chrome browsers.
Aras Innovator Server
Running as a Microsoft .NET application on Microsoft IIS 7 or higher requires the Microsoft Windows
Server platform.
Database
All configuration rules and code, as well as solution business objects are stored in the Microsoft SQL
Server database.
Vault Server
A separate server application maintains information about files that are linked to objects in the SQL
Server database.
Vault(s)
A file directory location made known to the vault server to store physical files.

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Aras Innovator Configuring Solutions Student Guide

Basic Solution Components

ItemType
An ItemType is a template that defines the structure of a business object in the database. You create
ItemTypes in Aras Innovator which define how data will be stored in the database and how objects
created from this type will behave. An ItemType has a corresponding table in the database that stores
instances of that ItemType.
Property
A Property is a piece of information tracked about an Item. Each Property has a name, a label, a data
type, and several other settings to define its behavior. A Property corresponds to a column in the
ItemType's table.
RelationshipType
RelationshipTypes define which ItemTypes are related to one another, and the behaviors of the
relationship. RelationshipTypes have a Source ItemType (the parent), an optional Related ItemType (the
child) and a Relationship ItemType.
Form
A Form allows a user to interface with an Item and is often used to view and edit instances of an
ItemType. Forms are configured using a drag and drop utility, stored in the database, and rendered
dynamically.
Field
A Field is used to display information on a Form. Fields may be, but are not required to be, bound to a
property.
Method
A method is an Aras Innovator ItemType containing executable .NET language code, C#, VB, JavaScript.
Actions and Events trigger the execution of Methods. Methods determine the behavior of an Item.

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 Unit 1 - Introduction

Items and Relationships

An instance of an ItemType is an Item and each Item has distinct property values and can contain a
Lifecycle and can be controlled by a workflow.
When configuring the data model, you define ItemTypes that allow your end users to create Items of
that type.
For example, Aras Innovator contains a Part ItemType that allows users to create unique Part instances
in the database.
Relationship
ItemTypes can be linked together to form relationships. When a Relationship is defined on an ItemType,
two new Items are created: a Relationship ItemType and a RelationshipType. The new ItemType has a
corresponding SQL table, to store information about the relationship. Properties can be added to
describe the relationship. A new entry is added to the SQL table each time a related item is linked to the
source (parent) item.
For example, a Part can be linked to a Document which contains a File. There is an entry in the
Relationship ItemType in the database table that defines this relationship.
RelationshipType
RelationshipTypes define which ItemTypes are related to one another, and the behaviors and
constraints of the relationship.
For example, if the business process rules dictate that every part must be linked to a CAD document
item (e.g., CAD drawing), this would be set as a minimum of 1 must always exist.

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Aras Innovator Configuring Solutions Student Guide

Identities, Roles, and Users

Aras Innovator contains a rich, highly configurable security model that allows you to control who has
access to the system and what they can do once authenticated.
Identities
Identities form the basis for the Aras Innovator security model. Identities are hierarchical, and may
represent a user, a group, a group of groups, a role, a team, and so on.
Users
To access Aras Innovator, a User must be defined in the system with credentials including username and
password. Users belong to one or more Identities defined above.

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Unit 2 Users and Identities
Overview
In this unit, you create Users and Identities in Aras Innovator.
Objectives
• Define Users and Identities
• Assign Members to Group Identities
• View Report on Identity Membership
• View System Identities

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Aras Innovator Configuring Solutions Student Guide

Users and Identities in Aras Innovator

The Aras Innovator data model provides both User and Identity ItemTypes. Each provides important
functionality in the system:
User ItemType
• The User ItemType stores credentials for logging into Aras Innovator, as well as employee
contact information.
o First-time login as ‘admin’ User (Innovator Admin) with the default password.
Identity ItemType
• Access control, user interface selection, workflow assignments, and many other system
functions use Identities (vs. Users).
An Identity item can represent a user alias, a group or a role within system operations.

Alias Identities
Whenever a User item is created, the Innovator Server automatically generates a corresponding system
record known as an Alias Identity. Every logged-on User needs an Alias Identity to represent them as
actors in system operations.
Identities are used in:
• ItemType Permissions
• User Interface selection
• Rights to create new item instances
• Workflow Assignments
• Lifecycle Promotions, etc.

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 Unit 2 - Users and Identities

Creating Users
The following fields define a User record:
 Login Name Must be unique and is supplied by the user at log on.

 Password Is encrypted in the database and is required for a user to be

authenticated through the Logon screen of the Aras Innovator Client.
 Logon Enabled Required to be checked for the User to be “active” in the system. If a
User leaves an organization, this setting should be disabled.
Removing the User record is normally not possible, because Aras
Innovator keeps a history of Items that each user creates and edits.
 Starting Page The default starting page for the user (Configurable InBasket, My
Discussions, & My Reports).
 Default Vault The Default Vault assigned to the user for File Check In.

 Manager The user specified as the manager of the user. There is no specific
functionality attached to the Manager.

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Aras Innovator Configuring Solutions Student Guide

Try it … Create a New User

As a standard practice, administrators need to create a user and add them to the Administrators group,
not to login as the actual Aras Administrator user. This enforces the traceability of configuration
modifications in the system.

In this exercise, you will create a login for yourself to use throughout this course. Make sure you are in
the correct database as specified by your instructor.
1. Login to your assigned database as ‘Admin’ with the password provided by your instructor.
2. Navigate to Administration > Users.
3. Click Create New User.
4. Complete the following fields with your desired user information (Please use a login name and
password that you will easily remember for the remainder of the class):
Logon Vault
Login Name First Name Last Name Password Email Enabled?

<login> <first name> < last name> <password> <email> Yes Default

An example is shown below.

Login Name First Last Password Email Logon Vault
Name Name Enabled
mriley Morgan Riley innovator [email protected] Yes Default
5. Click Done.
6. Navigate to Administration > Identities.
7. Search for and inspect the Alias Identity that was automatically created by the system.
This new Identity is linked it to the User using an Alias Relationship designated by the ‘Is Alias’
Boolean property being set to true. This enables all system functionality provided by the Identity
to all Users.

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 Unit 2 - Users and Identities

Users and Identities

Logon User
Access to Aras Innovator is initiated with a logon authentication process. A Logon User is defined by a
user login name, a password, a User Identity association, and optional profile information. All login
names must be unique within an Aras Innovator installation.
Alias Identity
When a new User is created, a User Identity record is also created and is identified as an Alias. The alias
record is used to allow membership in Group Identities.
Group Identities
Group Identities define a list of User Identities that all share the same access. Group Identities are used
to represent departments, roles, etc. Group Identities can also be assigned membership in other Group
Identities, forming a hierarchy.
In the example above, Peter Smith is an Employee who belongs to the Engineering Identity. Rights
granted to the All Employees group cascade down to Peter.
Tip
When planning Users and Identities think “top down” like a company organization chart. It is a standard
to create a user and add them to the Administrators group, not to login as the actual Aras Administrator
user.

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Aras Innovator Configuring Solutions Student Guide

Group Identities
The following fields define a Group Identity:
 Name The Name of the Group (typically a role in the organization).

 Description The Details about the group.

 Member Name The Member tab lists all members of this group Identity.

 From Date Deprecated feature.

 End Date Deprecated feature.

A Group Identity may contain as many members as necessary for an organization. Once the company
structure is in place, the top internal department Identities should be added as members to the All
Employees Identity. It creates a distinguishable Identity between Employees and external groups such as
All Suppliers and All Customers.

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 Unit 2 - Users and Identities

System Identities
There are several System Identities in Aras Innovator that are reserved for specific purposes (and cannot
be deleted or changed).
World
Represents all identities in the system. Every user in Aras Innovator belongs to the World.
Administrators
Allows an Identity to have administrative access to Aras. This includes but is not limited to access to the
Administration templates in the TOC and the ability to create further group identities with other
administrative rights, and the ability to break an Item Claim.
Creator
This identity represents the User that created (first saved) an item. When an item is saved, the
created_by_id System Property on the item is updated to point to the User creating the item (this value
cannot be changed). To use this individual in a security policy, lifecycle, or workflow, the reserved
identity Creator can be specified.
Owner
This Identity represents the value of the owned_by_id System Property on an item. Often it is useful to
allow a Creator to be able to specify another individual (or group) that will have some interaction with
this item later (e.g., lifecycle promotion, security, and/or workflow assignment). By placing the
owned_by_id property on a Form, a user or group can be chosen when the item is created or edited.
The value of this field can be accessed by using the Owner identity in a security permission or workflow
assignment.
As an example, the Owner identity is used by a Part item to allow assignment of an Assigned Creator, or
the identity responsible for the technical content and review of the item.

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Aras Innovator Configuring Solutions Student Guide

Manager
This identity represents the value of the managed_by_id System Property on an item. You can use the
same technique as described for Owner to obtain the value of the managed_by_id property on a Form
using the reserved identity named Manager.
Super User
The Super User is a special user identified as the “root” user of the system. The “Super User” is defined
by the system to ignore all Permission settings; thereby, having access to all Items independent of their
Permissions. You should use this special Super User only in exceptional cases.

Administrator passwords should be changed to different passwords for different instances of Aras
Innovator. For example, the admin password should differ between your Test environment and your
Production environment.

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 Unit 2 - Users and Identities

Defining Identities
Identities can be grouped into Group Identities. A Group Identity may be composed of Individual
Identities or other Group Identities. The idea behind this Identity structure is to define a membership
structure for controlling and managing access rights as well as other system functionality.
Some other systems implement separate data models for individuals, groups, and roles. In Aras
Innovator, Identities generalize these concepts so one user can be assigned to one or many without
impacting the data model.
Identities, particularly Group Identities, serve many purposes in Aras Innovator.
• Identities define and control user/group security, or permissions allowed for the group.
• Identities determine what actions may be performed on an Item, such as add, get, update,
delete and/or discovery privileges.
• Identities determine activity assignments, such as an approval process in a workflow step.
• Identities can promote Life Cycle States and be assigned to Workflow Activities.
Multi-tiered hierarchy access can be created using Group Identities. All members of a Group Identity
inherit the access privileges of the Group Identity they belong to. Members are assigned through the
Member relationship tab in the Group Identity. Identities may belong to more than one group identity,
in which case the user's access or permissions are always cumulative.
Tip
Use Group or Role Identities for workflow assignments and lifecycle promotions; they are more flexible
than Alias Identities. It is easier to change group membership than individual Identity permissions.

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Aras Innovator Configuring Solutions Student Guide

Hierarchy Example
In the example above, the three users are employees in the company’s Engineering department. Their
Alias Identities are added to the Engineering Group Identity. The Engineering Group Identity is added to
the All Employees Group Identity, creating a hierarchy.

Try it … Add a User to a Group

Your new user will need to act as an administrator and employee during this class. We will now add your
new Alias Identity to the Administrators Group Identity, and the All Employees Identity. We will also add
it to Component Engineering now, for usage in a later try-it.
1. Navigate to Administration > Identities.
2. Search for the Administrators Identity Group and open it for editing.
3. In the Member relationship tab, click the Add Identities button.
4. Search for and select the new Alias Identity you created, then click OK.
5. Click Done to save and unlock the Administrators Group Identity.
6. Search for the All Employees Identity in the search grid and open it for editing.
7. Add the Administrators group Identity as a member, then click Done.
8. Search for the Component Engineering Identity in the search grid and open it for editing.
9. Add the new Alias Identity you created, then click Done.
10. Logout.
11. Login again using your new Administrator Login Name.

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 Unit 2 - Users and Identities

Try it … Create Engineering Users

Logged in as the new user (now a member of the Administrators Group) we will create additional users.
These additional users will be needed throughout this course and for the lab exercise at the end of this
unit as well.
1. As the new administrator user, navigate to Administration > Users.
2. Use the following values to create 3 new users who will be allowed to work with Requests.
Login Name First Last Password Email Logon Vault
Name Name Enabled
psmith Peter Smith innovator [email protected] Yes Default
sharris Susan Harris innovator [email protected] Yes Default
jyoung John Young innovator [email protected] Yes Default
3. Be sure to check Logon Enabled for each of your new users.
4. Click Done for each user.

Try it … Create a Group Identity and Add Users

In this exercise, we create an Engineering identity that is also used throughout this course and is
required for Lab exercises.

1. Navigate to Administration > Identities and create a new Identity.

2. Enter Engineering for the Name value and Group Identity for Engineering as the Description
value.
3. Add three new Member relationships to the Engineering Identity providing the following values,
and click Done:
• Peter Smith
• Susan Harris
• John Young
4. Add the Engineering Group Identity as a member of the existing All Employees Identity.
5. Click Done.

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Aras Innovator Configuring Solutions Student Guide

Viewing the Identity Membership Report

The Identity
Membership
Report shows the
entire Identity
structure, plus
rolled-up alias
membership.

9 © 2022 Aras

Viewing the Identity Membership Report

The Identity structure may resemble an organization chart or may have product team structures. In
some cases, the structure will have both functional and product associations.
The example shown is for the out-of-the-box solutions database, so it is simple. Companies may have
many levels of structure. This report is useful as a quick reference instead of traversing a deep hierarchy
with a Where Used search.
Alias Membership
Displays all Alias identities in one column and for each, displays all the associated related users in a
column to the right.
Identity Structure
A reciprocal of the Alias Membership displays a hierarchy of identities from top Group Identity down to
the Alias. Aliases in the Identity Structure are also shown in italics for easy recognition.
Try it … Run an Identity Membership Report
1. Navigate to Administration, right-click on Identities, and select Identity Membership.
2. Find Susan Harris in the Identity Membership Report and confirm Engineering and All Employees
show in the Member Of column.

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 Unit 2 - Users and Identities

Summary
In this unit, you learned how to create Users and Identities in Aras Innovator.
You should now be able to:
• Define Users and Identities
• Assign Members to Group Identities
• View Report on Identity Membership
• View System Identities

Review Questions
1. What is automatically created when you create a new User?

What is the purpose?

2. What is the best way to see a Group Identity hierarchy that has been defined in the system?
3. What should be done if a User leaves the Organization?

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Aras Innovator Configuring Solutions Student Guide

Lab Exercise
Goal
Create a new User and Identity based on a set of security requirements.
Scenario
You will be extending Identities so that when you are finished the organization looks like the following:

All Employees

Engineering CRB

Peter Smith Susan Harris John Young Ann Reddy

Preparations
You should already have built the Engineering Identity with: Peter Smith, Susan Harris, and John
1.
Young Identities by following along with the instructor. If not, you will need to create them
before you start this lab exercise.
Users and Identities
1. Create a new User named Ann Reddy (Login Name: areddy with the innovator password), select
Logon Enabled, click Done, and check to ensure the Alias Identity is also created.
2. Edit the Group Identity named CRB (Change Review Board) and add the Ann Reddy Identity as a
member.
3. Also add the Ann Reddy Identity as a member of the Engineering Identity Group.
4. Run the Identity Membership report for Ann Reddy and check her group membership(s).

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Unit 3 Exploring ItemTypes
Overview
In this unit, you review the main configuration settings of an ItemType and learn how to create new
ItemTypes. You also review several reports related to ItemType definitions.
Objectives
• Define the purpose of an ItemType
• Create a New ItemType
• Understand the ItemType Form
• Display ItemType Properties
• Run an ItemType Report
• Create an Item from an ItemType

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Aras Innovator Configuring Solutions Student Guide

ItemType Overview
Almost everything in Aras Innovator is defined through an ItemType. ItemTypes define Properties,
Forms, or Views available for the item, Lifecycle maps and Workflow Maps associated with the item,
permissions, relationships, server and client methods and events that occur on the item, and much
more.
ItemTypes are the templates that define what kind of items a user will create in a solution.

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 Unit 3 - Exploring ItemTypes

What is an ItemType?
An ItemType is a template, a definition of Items created in the system. An item is an instance of an
ItemType, a created business object and managed by Aras Innovator.
• An ItemType defines data structure and behavior, analogous to a class in object-oriented
systems.
• ItemTypes are created by using a simple user interface and stored in the database.
• ItemType instances are called Items.
• ItemTypes are the basis for what makes Aras Innovator self-describing.
• ItemTypes have corresponding tables in the database.
Each Item that is created from an ItemType is assigned a unique 32-character identifier that is
guaranteed to be unique for the enterprise (id property). This is commonly referred to as the GUID
(Globally Unique Identifier).
Try it … Open an Existing Item Type Definition for Viewing
1. Login as an Administrator (your student login)
2. Navigate to Administration > ItemTypes in the Navigation Panel.
3. Search for and open the ItemType named Part.

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Aras Innovator Configuring Solutions Student Guide

Defining Name and Labels

When you define an ItemType, you specify information about the type and the way Items created from
it are used.

 Name ItemType Names may contain letters, numbers, spaces, and underscores.
Since the ItemType name is stored as a table name in SQL Server,
ItemType names can be just about anything. A SQL table name is created
with all caps and spaces converted to underscores. In the above example,
the table name is Part.
 Singular Label Labels are displayed throughout the system and come in either singular or
plural forms. The singular label appears on the form for each item.
 Plural Label The system displays the plural label as a category of items in the TOC
pane.
 Small Icon A small icon displays next to the item within the TOC and the Structure
Browser.
 Large Icon The Large icon displays in the Form Layout as part of Item_info.

Aras Innovator supports the Scalable Vector Graphic (SVG) format, which allows an image to be scaled
to any size. Scalable Vector Graphic (SVG) files can be created and modified using many graphic editing
tools including the open source Inkscape utility (www.inkscape.org).
All SVG images provided by the Aras Innovator software are in a folder on the server:
<Root>\Innovator\Client\images\. An additional folder is reserved for any custom SVG images created
by customers: <Root>\Innovator\Client\customer\

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 Unit 3 - Exploring ItemTypes

Defining Versioning and Lifecycle Maps

Every Item in Aras Innovator can be promoted through a defined Lifecycle map. As an object is
promoted through various states, its status and other characteristics may change. Items can also be
versioned so that each time an editing change is made to an object, a new generation of the changes is
made in the database. This allows you to view previous versions of an Item and make comparisons
based on changes that have been made.

 Versionable When selected as an automatic process, the generation of an item is

incremented each time the item is changed (i.e., edited, saved and
unclaimed). The Lifecycle map for the item is automatically set back to
the Lifecycle Start State. The Revision field, upon the first edit and save,
moves to the next sequenced revision number.
 Discipline Automatic versioning increments the generation of an Item each time it
is edited and saved. For manual versioning, the item is only incremented
upon explicit request by users. (Right-click on an Item in the search grid
and select Create new Version from the menu.) The generation does not
increment until a user chooses to manually version the Item.
 Revisions Revisions rely on a sequence object, which dictates how each revision
will be labeled. The default sequence is alphabetically ordered from A –
Z, minus the I and O. However, administrators can define both
alphanumeric and numeric sequences to support their business rules.

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Aras Innovator Configuring Solutions Student Guide

Defining Search Settings

Settings can be overridden by users in various search grids, but you can set default values for Item
searches.

 Auto Search The Aras Innovator client automatically performs a search when the
ItemType is selected on the TOC. Selecting this checkbox sets it to
true; however, it can slow the loading of items since it assumes a full
query search. This setting should be used mostly on ItemTypes
expected to have few instances (less than 100 would be a good rule of
thumb) but setting a Max Records and a Default Page Size to a low
value can also produce quicker results.
 Default Page Size You can specify the default page size, which defines how many items
will appear on the search grid. Typically, this number is set to 25. If left
blank, the page size equals the Max Records field. Note that users can
override the page size setting when they perform a search.
 Max Records You can specify the default Max Records size. This limits the size of the
returned data set, which can improve performance. Users can
override the Max Records size when they perform a search.

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 Unit 3 - Exploring ItemTypes

Viewing ItemType Properties

Properties hold pieces of information that are associated with an ItemType. Each new Item that is
created from an ItemType in the system holds information relative to that instance of the Item. (For
example: created_on holds the date and time an Item was created.) The Properties tab is a list of
existing system and custom properties associated with this ItemType.
Try it … View ItemType Properties
1. Ensure the Part ItemType is open for viewing.
2. Click to select the Properties tab in the Relationships Accordion Section.

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Tracking Item History

Aras Innovator provides the ability to track and record changes to an Item. A set of actions are used to
determine which events are captured within a history log. History can be tracked at both the Item and
Property levels. In the following example, when a user modifies an item’s description property, the
system not only tracks that the item was modified, but that the description property was changed
(including the old and new values).

History Template
History Templates are used to define the set of actions that trigger a history record to be stored by the
system. Aras Innovator provides a Default History Template that can be used as a reference for
configuring the history of an ItemType. Alternatively, you can create custom History Templates.
Track History Setting for Properties
Track History may be enabled to record property value changes as part of the Item history. Set Track
History on for each property on the ItemType that you want included in the history report. If the Track
History option is deselected, no property changes are recorded for this ItemType.

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Class Structure
ItemTypes may contain a structure of subclasses where each class can refer to its own specific
properties, forms, and Lifecycle map.
A class structure can be many levels deep and wide depending on the complexity required. Also, this
Class Structure is ItemType specific. The assignment of a standard classification to an Item can only be
done at the lowest level.
Classification allows you to share properties among subclasses. If you define a property at a parent level
class, all subclasses will inherit those properties.
In the examples above, the Part ItemType has a defined class structure. Because each of the subclasses
share common attributes, it can be more efficient to use class structure versus creating entirely new
ItemTypes to differentiate different types of Parts.
Each of these subclasses can have their own:
• Additional specific properties (in addition to the properties defined by the parent ItemType)
• Lifecycle Map
• User Interface (View of a form)
• Can Add capability
The following choices are available for the field named Show Parameters Tab:
• Never – never show the Parameters tab on Items of this ItemType.
• When Populated – only show the Parameters tab on Items of this ItemType when classified
properties are available.
• Always – always show the Parameters tab on Items of this ItemType.

The Show Parameters Tab only becomes active in the special case when using a classification and would
show a proper tab in the Relationship accordion.

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Viewing Class Structure

The Class Structure dialog allows you to easily view the subclasses of the current ItemType as well as
search and manipulate the layout of the hierarchy. This dialog is used by the ItemType developer to view
the existing class structure and it is also displayed to a user to allow them to select a subclass on an Item
they are creating or modifying.
The following controls are available:
 Expand/Collapse
Displays or hides all the subclasses in a multiple level hierarchy.
 Search Filter
Displays only the subclasses containing the characters typed into the filter box. For
example, to only show subclasses that start with the characters pr, enter pr into the field
and only subclasses starting with pr display. The filter is not case sensitive.
Try it … View ItemType Class Structure
1. Search for the ItemType named Document.
2. Open the Document ItemType template for viewing and click the Class Structure button.
3. Click the minus sign to collapse the Document class structure and click the plus sign to expand.
4. Filter for all subclasses that start with the characters pr by typing pr into the textbox.
5. Close the Class Structure for the Document window.

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Selecting a Classification
A user can select a classification by clicking on a configured form field. When the field is selected, the
Class Structure dialog displays. The user can use the filter, expand/contract, and layout features (if
necessary) to locate a specific class. The Return Selected button sets the classification for the current
Item.
The displayed form may change based on the selected classification.
In this example, a new Document Item is created and set as a Specification type. The Document form
contains a Type field that allows a user to select a classification for the Document Item.
This Class Structure is ItemType specific.
Try it … Select a Classification for an Item
1. Navigate to Documents > Documents and create a New Document.
2. On the new Document Form, type in a Document Number (required), a Name, and use either
Type Ahead or the Lookup button (…) to select Specification for the Type field.
3. Click the Done button.
4. Close the new Document tab and return to the tab containing the Part ItemType template.

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Running Item Type Reports

There are three useful reports which summarize the various ItemType characterizations. Examples of
each are shown above. Reports related to the ItemType can be run from the Reports button on the
Toolbar of an open ItemType Template or from the context menu of the ItemType Search grid. These
reports can be printed or saved using standard browser options.
ItemType Definition Report
The ItemType Definition Report summarizes the contents of the Form settings, all the custom Properties
(including hidden properties), and the contents of all relationship tabs. It is a very fast and convenient
way to see an ItemType’s content without having to open the ItemType.
ItemType Permissions Report
The ItemType Permissions Report summarizes the allowed identity permissions (Security) showing
which identities Can Get, Can Update, Can Delete, and Can Change Access. It also shows which identities
can create new items of this type under the Can Add settings. If there were specific permission changes,
based upon a Lifecycle State change, they would appear in the State Permissions section.
ItemType History Configuration Report
The ItemType History Configuration Report summarizes the Default History Template, any Tracked
Properties, and Lifecycle States which modify the History setting. If no History Template is assigned, the
Report is displayed indicating that “This ItemType does not have a History Template defined.”
Try it … Run an ItemType Report
1. On the tab containing the ItemType Part template, click the Reports button on the toolbar to
see the three ItemType Report choices.
2. Click on each of the Reports to run them.

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 Unit 3 - Exploring ItemTypes

Demo Scenario
For demonstration in class, we will be working with a simple example scenario to illustrate various
features in Aras Innovator.
A large company that sells consumer electronics would like to track Design Requests made by both
Customers as well as internal employees of the company. Submitted Design Requests are then reviewed
by appropriate staff members to either approve or reject the request before changes to the product line
are made.
The Design Request should be linked to supporting documents as well as the customer that made the
request.
Can you identify the ItemTypes we will need to accomplish this solution?

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Creating a New ItemType

For a user to be able to create an Item of any ItemType, some minimum requirements must be met.
ItemType Name
The ItemType Name identifies the type of Item to the user (e.g., Part, Document, etc.). The system also
creates a unique internal id for the Item in the database to ensure exclusivity.
Can Add Identity
You need to indicate what Users in the system can create a new Item of this type in the database. This is
typically assigned to a group Identity.
Default Permission
You will need to assign a default Permission to the ItemType to indicate what access one or more users
have to the new Item.
Keyed Name Order
A keyed name order allows you to select one or more properties that will identify this object in searches,
tab titles, reports, etc. The default property is the internal unique Item id (GUID), which may not be
meaningful to most users.
Later in the course, you will learn how to apply an automatic sequence number as a property that can
be used as part of the Keyed Name Order.

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 Unit 3 - Exploring ItemTypes

Creating an ItemType
Working with the Instructor, create the Design Request ItemType.
Try it … Create the Design Request ItemType
1. Navigate to Administration > ItemTypes and create a new ItemType.
2. Enter or select the following values on the ItemType Form:
Name Design Request
Singular Label Design Request
Plural Label Design Requests
History Template Default
Default Structure
Tabs Off
View
Small/Large Icons Choose from provided image list

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Adding and Displaying Basic Properties

Work along with the Instructor to configure properties on the Design Request ItemType.

1. Navigate to the ‘Properties’ tab as shown above and use the ‘New Property’ button to create a new
Property with the following column values:
Name Label Data Type Length Width Sort Order
_title Title String 64 150 20

The result should look like this:

2. Save the Design Request ItemType. You will see 23 System Properties added to the Properties tab.

3. Next locate the created_by_id and created_on system properties on the properties grid and
uncheck the “Hidden” checkbox. Add respectively “Author” and “Date Created” in the Label column
as well:

4. Save the Design Request ItemType again.

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Allowing Access
As mentioned previously, you must provide access for Users to be able to work with your new ItemType.
Depending on access permissions, the new ItemType also displays on the Main Grid’s Tile view.
Try it … Provide Access Permissions to the Design Request ItemType
1. Provide the following values by clicking on each Relationship Tab and adding a new row
(the Add button):
Relationship Tab Name Value
Can Add World (Can Add is checked)

Permissions Default Access (check Is Default)

Note: for initial testing, we allow everyone in the system (World) to add new Design Requests.
This can be changed later on.

2. Save the ItemType.

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Adding a Keyed Name Order to an ItemType

Keyed Name Order can be set on one or more properties to make it easier for Aras Innovator users to
find objects stored in the database. By default, the internal Id of the Item is used for labels and searches.
By setting a property, such as the name or an item number, as the keyed name order, users see
descriptive information as labels and fields for easier searching.
To use multiple properties in the Keyed Name, enter integer values in each of the Keyed Name Order
columns for each property desired to contribute to the keyed name. The integer value indicates the
order that the property displays in the Keyed Name, for example on a Tab heading.
Try it … Enter the Order of Properties for the Keyed Name
On the Design Request ItemType Properties tab, type in a number in the Keyed Name Order column for
each of the properties you want to include in the Keyed Name. In this example, we use the created_on
property to be the Keyed Name by entering in an integer value.
1. Return to the Properties tab of the Design Request ItemType.
2. For the _title Property (labeled as ‘Title’), enter 10 in the Keyed Name Order column.
3. For the created_on Property, enter 20 in the Keyed Name Order column.
4. If not already done, deselect the checkbox in the ‘Hidden’ column for the created_on property.
5. Set the Label of created_on Property to Created On.
6. Save the ItemType.

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Creating a Class Structure

If the ItemType requires classification, you can create a Class Structure. Properties can be added to the
ItemType and assigned to a specific Classification (Class Path). Forms can then be created to show
different views based on the selected Classification.
Try it … Create a Class Structure
For the Design Request ItemType we will create two subclasses named: Internal and Customer and we
will assign Customer as the default Classification.
1. Edit the Design Request ItemType template and click the Class Structure button to launch the
Class Structure window.
2. Select the Design Request top-level class, right-click and select Add Subclass to Design Request.
3. Enter Internal in the field provided and Tab or Enter to accept the value.
4. To create a second subclass at the same level, select the Design Request top-level class once
more, right-click and select Add Subclass to Design Request.
5. Enter Customer in the field provided.
6. When both subclasses are created, click the Save and Close button (green checkmark) to return
to the ItemType template.
7. For the Show Parameters Tab field, ensure the When Populated dropdown menu option is
selected.
8. On the Properties tab, locate the Classification Property. Enter Customer as the Default Value.
9. Click the Done button.
10. Run the ItemType definition report, then close the tab when done viewing the report.

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Summary
In this unit, you learned how ItemTypes are configured and how to build new ItemTypes.
You should now be able to:
• Define the Purpose of an ItemType
• Create a new ItemType
• Understand the ItemType Form
• Display ItemType Properties
• Run an ItemType Report
•
Review Questions
1. What is the difference between an Item and an ItemType?

2. What are some key requirements you should consider when creating an ItemType?

3. What is the purpose of Keyed Name Order?

4. Which report best summarizes the contents of an ItemType?

5. An administrator creates an ItemType, but the end users cannot see it in the TOC Pane – why?

6. What are advantages of using an ItemType classification?

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Lab Exercise Scenario

Part Change Request – Solution Requirements
Each unit of this course contains an additional exercise so you can practice what you learned.
As a working example, you build a basic product management system that allows a company to record
and process part change requests made by customers about existing goods that they sell. You classify
the requests as either defects or enhancements and define an appropriate Lifecycle map and Workflow
Map for the solution.
The Part Change Request must be able to:
• Collect information about the part issue including a description, reason, and cost.
• Establish a required connection to a Customer Item and one or more Part Items.
• Log one or more review notes for tracking progress.
• Follow a prescribed Lifecycle map - and once closed force the request to remain read only.
• Support a workflow that issues assignments with specific tasks to various parties to either
approve or reject the request as efficiently as possible.
• Include various classifications.
Each unit of the course allows you to add new functionality to support these requirements.
The first lab exercise follows.

Lab Exercise
Goal
Create a Change Request ItemType.
Scenario
Use Aras Innovator to create a basic change management system that allows request items to follow a
prescribed Lifecycle map. In this lab, you first define and configure the Change Request ItemType so that
users can create one or more Change Request Items.
Steps
1. Make sure you are logged on to the correct database
as an Administrator (your student login).
2. Create an ItemType.
3. Provide the following information for the new Item Type:
Name Change Request
Singular Label Change Request
Plural Label Change Requests
History Template Default
Default Structure View Tabs Off
Search - Auto Search Yes [Selected]
Search - Default Page Size 20
Search – Max Records 100

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4. Select a small and large icon to represent the ItemType in the user interface.
5. Create a class structure to support these subclasses:
• Enhancement
• Defect
6. Save the Change Request ItemType.
Next, you need to allow users to be able to add new Items of type Change Request to the
database. For initial testing, we will allow everyone in the system (World) to add new Change
Requests. Later in the course we will fine tune the security of this ItemType to a select set of
users.
7. Configure the following for the Change Request ItemType using the Relationship tabs on the
ItemType form:
Can Add World
Permissions Default Access – (Ensure this is set as the Default permission)

8. Click the Done button to Save and unclaim the Change Request ItemType.
Note that, if you had been able to create a Change Request Item, the Tab title would show a
simple naming pattern to describe the Item, usually the GUID.
9. Edit the Change Request ItemType so that the Keyed Name uses the modified_on property, set
the Keyed Name Order to a positive number (integer) for the modified_on property in the
Relationships Grid, and click Done.

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Unit 4 The Table of Contents (TOC)
Editor
Introduction
In this unit, you learn how to use the new Table of Contents (TOC) Editor.
Course Goals
• Describe the benefits of the TOC Editor
• Describe the TOC Editor interface and Toolbar buttons
• Create and Move a Category
• Add an ItemType button to a Category
• Customize the ItemType button in the TOC
• Preview the TOC as a specific Identity

Introduction to the TOC Editor

The TOC Editor provides a graphical interface to view and configure the content of the TOC. The TOC
Editor simplifies the process of editing the TOC with a single interface. Now, administrators can see and
configure the entire TOC without opening each individual ItemType. The TOC Editor allows you to see all
categories, including all nested categories and their ItemTypes. It allows you to create categories, pick
icons for each category, assign labels to each one, associate ItemTypes with categories, move categories,
and preview the TOC as a specific identity. The TOC Editor offers several benefits to Aras Innovator
Administrators and developers:
• Reduced Context Switching: Administrators can configure all TOC content in a single interface.
No need to switch between tabs and edit individual ItemTypes. This is a change from previously
using the TOC Access relationship tab on each ItemType.
• Improved Visibility: Administrators can instantly see the results of their edits without logging
out and logging back into Aras Innovator. The "View As" functionality enables administrators to
see the TOC view for different users and groups, making it easier to test and troubleshoot their
updates.
• Simplified Packaging: The TOC Editor automatically packages the CUI objects that are used to
render the TOC controls.

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The TOC Editor Interface

The TOC Editor is accessed from the Administration > Configuration category of the TOC. It is comprised
of three main sections: the Toolbar, the Contents pane, and the Details pane.
 The TOC Editor Toolbar Contains the controls for editing the TOC.
Displays all Categories and ItemType buttons that are
 The Contents pane
configured in the Aras Innovator database.
Displays a form for viewing and editing the properties of the
 The Details pane
selected row in the Contents Pane.

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The TOC Editor Toolbar

The TOC Editor toolbar contains the following controls:
 Save Saves the current changes in the editor. If the editor tab is closed
before the user clicks Save, all changes made since the last save will
be lost. This button is disabled if there are no changes in the editor.
 Discard Discards the current changes in the editor.
 Add Category Adds a new Category to the TOC. If another Category is selected
when this button is clicked, the new Category will be created as a
sub-category of the selected Category. If no Category is selected, the
new Category will be created at the bottom of the TOC.
 Add Item Type Adds a new ItemType button to the TOC. If a Category is selected
when this button is clicked, the new ItemType button is created as a
child of the selected Category. If no Category is selected, the new
ItemType button is created at the bottom of the TOC.
 Add Form Allows an administrator to configure a form to display when a TOC
button is clicked, avoiding the need to directly edit the CUI data for
the TOC. Setting a TOC form in the TOC Editor will configure the CUI
as necessary.
 Add Page Allows an administrator to configure an HTML page to display when
a TOC button is clicked, avoiding the need to directly edit the CUI
data for the TOC. Setting a TOC page in the TOC Editor will configure
the CUI as necessary.
 Delete Deletes the currently selected Category or ItemType. If a Category
includes ItemTypes, and the Category is deleted, the ItemType
buttons remain in the TOC.
 Move Up Moves the selected Category or ItemType button within its parent
Category. This button is disabled if the selected Category or
ItemType button cannot be moved higher.

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 Move Down Moves the selected Category or ItemType button within its parent
Category. This button is disabled if the selected Category or
ItemType button cannot be moved lower.
 Add to Package Add a newly created category or dashboard item to a Package
Definition Definition

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The Contents Pane

The pane on the left side of the TOC Editor displays all Categories and ItemType buttons that are
configured in the Aras Innovator database.
Use the View As filters at the bottom of the Contents Pane to preview the TOC configuration for a
specified user, group identity, or language. The TOC Editor enters a read-only mode when the View As
filter is active. Use Clear to return to Edit mode.

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The Details Pane

When no items are selected in the Contents Pane, the Details Pane shows general properties for the
TOC. This is the default view when the TOC Editor opens. To deselect an item in the Contents Pane and
show the TOC properties, click the Contents header in the Contents Pane.
Sort determines the order that the Aras Innovator web client renders the TOC elements. The Contents
Pane always displays the Custom Sort view if one has been created. Therefore, the actual TOC may
appear different from the Contents pane when the Sort property is set to Alphabetical.
• Alphabetical: The default setting is Alphabetical, which sorts TOC Categories and their child
items in alphabetical order. This setting is consistent with the behavior of Aras Innovator 12 and
earlier releases.
• Custom: This setting sorts the TOC Categories and ItemTypes according to the order defined in
the TOC Editor.

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Creating and Moving Categories

If no Category is selected when a new Category is created, the new Category is created at the bottom of
the TOC. However, if an existing Category is selected when the Add Category button is clicked, the new
Category is created as a sub-category of the selected Category. To move a category, either click on it and
drag it into position or click on it and use the Move Up and Move Down buttons to move it.
Try it … Create a Category
5. Navigate to TOC > Administration > Configuration and click on the TOC Editor.
6. Do not select an existing category. If you already clicked on a category, click on Contents to
remove the category selection.
7. Click the Add Category button and enter Product Management for the Label.
8. Click Save.

Try it … Move a Category

1. Move the Product Management Category to directly above the Sourcing Category.
2. Click Save.

Try it … Create a Child Category

1. Click on the Product Management Category and click the Add Category button.
2. In the Label field, enter Development and click Save.

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Adding ItemType buttons to a Category

The Add ItemType button adds a new ItemType button to the TOC. If a Category is selected when this
button is clicked, the new ItemType button is created as a child of the selected Category. If no Category
is selected, the new ItemType button is created at the bottom of the TOC.
Try it … Add an ItemType button to a Category
1. With the newly created Development category selected, click the Add ItemType button.
2. Search for and select the Design Request ItemType and click OK.
3. Accept the default Label value and for the Access field, enter All Employees or search for and
select All Employees.
4. Click Save.

You will now be able to access the Main Search Grid for the Design Request ItemType from the TOC.

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Using View As
The TOC Editor’s View As feature allows you to quickly see how changes to the TOC impact different
Identities without having to log out and back in. The View As filters also allow an administrator to
preview the TOC configuration in another language. After the admin chooses a language configured in
the database, the TOC Editor content will refresh and display the multilingual values stored for that
language. The TOC Editor enters a read-only mode when the View As filter is active.
Try it … View the TOC using the All Employees Identity
1. In the Contents pane, click View As.
2. For the Identity field, click the Select items button.
3. In the Select Items window, search for and select the All Employees Identity.
4. Click Clear to return to Edit mode.

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Customizing ItemType buttons in the TOC

The Details pane displays a form for viewing and editing the properties of the selected row in the
Contents Pane. When no items are selected in the Contents Pane, the Details Pane shows general
properties for the TOC. This is the default view when the TOC Editor opens. With an ItemType button
selected in the Contents pane, the following items can be edited:
• ItemType: Sets the ItemType associated with the button. When the user selects the button in
the TOC, the Navigation Pane will display the user's favorite searches, favorite items, and
common actions for that ItemType.
• Icon: Defines the icon that appears on the button in the TOC.
• Label: This multilingual property defines the text that is shown on the button in the TOC.
• Access: Defines which identities see this button in the TOC.
Note that each button can only be configured for a single Identity. To display an ItemType in the TOC for
multiple Identities, either create a separate button for each Identity or use a group Identity that
encompasses all individuals or groups who should see that ItemType in the TOC.
Try it … Customize an ItemType button in the TOC
We want to allow customers to create and view their Design Requests from the My Innovator Category.
1. In the TOC Editor, select the My Innovator Category and using the Add ItemType button,
add the Design Request ItemType.
2. Change the Label to My Design Requests.
3. Change the Access field’s value to All Customers. If desired, change the icon.
4. Save the changes.
5. Use View As All Customers. Verify that all customers can see ‘My Design Requests’ under ‘My
Innovator’ category, and cannot see ‘Product management’ category.
6. Click Clear to return the TOC Editor to Edit mode.

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Summary
In this unit, you learned how to use the new TOC Editor.
You should now be able to:
• Describe the benefits of the TOC Editor
• Describe the TOC Editor interface and Toolbar buttons
• Create and Move a Category
• Add an ItemType button to a Category
• Customize the ItemType button in the TOC
• View the TOC as a specific Identity

Review Questions
1. What can you add to the TOC using the TOC Editor?

2. How would you get a preview of the TOC without logging in as a different user?

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Lab Exercise
Goal
Add the Change Request to the Table of Contents.
Scenario
Use the TOC Editor to add the Change Request ItemType to the Product Management category.
Preparation
If you did not create the Product Management category earlier with the instructor, create it now.
1. Navigate to TOC > Administration > Configuration and click on the TOC Editor.
2. Do not select an existing Category.
3. Click the Add Category button and enter Product Management for the Label.
4. Click Save. The new Product Management category is created at the bottom of the TOC.
5. Move the Product Management category directly above the Sourcing category.
6. Click Save.

Steps
Create a Child Category for Change Requests
1.Under the Product Management category, add a child category named Improvement.
2. Add a Change Request ItemType button to the Improvement category.
3. Change the Access to All Employees and save.
Customize an ItemType button in the TOC
1. Use the TOC Editor to add the Change Request and Design Request ItemTypes to the My
Innovator category.
2. Change the Label to CRs and DRs, respectively.
3. Change the Access field’s value to Engineering.
4. If desired, change the icon.
5. Save the changes.
6. Use View As Engineering.
7. Click Clear to return the TOC Editor to Edit mode.

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Unit 5 Itemtype Properties
Overview
In this unit, you learn how to assign properties to an ItemType. You also learn how properties are used
in the database.
Objectives
• Describe Property Basics
• Identify Property Types
• Explore Property Data Types and Settings
• Define an ItemType Property

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Property Basics
The Properties tab on the ItemType form contains all properties for a given ItemType (both custom
properties and system properties). Property names must use lowercase characters and the underscore
“_” character in place of spaces, which are not allowed.
ItemType Properties support a variety of Data Types, which are handled automatically by the Client and
Server for presentation and storage purposes. Properties can optionally be initialized with default
values, configured to be required (not null), enforce uniqueness, or formatted.
Display settings applied to search grids include sorting, column order, labels (spaces allowed), display
widths, or hidden completely. Properties also correspond directly to Fields in User Interface Forms,
which will recognize a Property by Data Type and provide the correct behavior.
The ItemType schema is represented in its corresponding database table, which contains a column for
each property from the Properties tab. Specifically, the table contains:
• A row for each Item instance of the ItemType (Item instance)
• A column for each Property under the ItemType
• Values in each Property column for each Item instance row

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Types of Properties
Properties are also referred to as attributes or meta data. Aras Innovator supports properties that are
set by the server as well as custom properties created by administrators.
System Properties
System properties are created by the Aras Innovator System when a new ItemType template is created.
Some of the included properties are: creation date, created by, Lifecycle State, revision, generation, etc.
System Properties are used by the functionality of Aras Innovator; therefore, they should not be
deleted, and their functionality must not be modified.
Custom Properties
Custom properties are created by an Aras Innovator administrator for a specific ItemType to store
custom information specific to the ItemType. For example: Title, Description, Completion Date, Patent,
etc.
Extended Properties
Extended Properties are a pool of properties created on a global scope by a Classification Administrator.
They are often used to store information that is common across ItemTypes, such as model, series,
dimensions, color, weight, shipping method, etc. Extended Properties can be organized into a
hierarchical classification tree (Extended Classification). Alternatively, they can be maintained
programmatically.

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System Properties
When an ItemType is saved, the system creates 23 System Properties by default, as follows:
Property Description Property Description
classification class path of the item major_rev major revision of versioned
item
config_id common id across generations managed_by_id id of Manager identity
of an item
created_by_id id of user that created the item minor_rev not used
created_on date item was created modified_by_id id of last user that changed
item
css cascading style sheet modified_on date item changed
current_state id of current Lifecycle State new_version
item
generation sequential version number not_lockable true (1) if item cannot be
claimed (i.e., edited)
id a 32 character globally unique owned_by_id id of Owner identity
identifier (GUID) for the item
is_current true (1) if this is the most permission_id id of the current Permission
current version item
is_released true (1) if this item is released state current state (text)
keyed_name value of the keyed name, in team_id id of current Team item
order
locked_by_id id of user that has claimed item

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Custom Properties
Custom properties are created by an Aras Innovator administrator for a given ItemType to store
information specific to that ItemType according to the specified Data Type.
For example:
• Title,
• Description,
• Completion Date,
• Patent, etc.

We will be using them throughout the exercises we complete during this class.

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Basic Property Data Types

Several data types offer custom dialogs to make data entry easier. For example, the Date data type
displays a calendar dialog to the user:

Each Data Type setting will be recognized by the User Interface automatically for input/output purposes.
The underlying Database also stores Property values according to the configured datatype.

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List Data Properties

List properties allow a user to choose an option from a list of choices.
List
A List allows you to create a list of choices that displays as a dropdown list box to a user in a Form. You
can display a label value to the user and set a corresponding property value in the database when the
user makes a selection.
Filter List
A Filter List allows you to configure a cascading set of dropdown lists where the value selected in one list
affects the values presented in a subsequent list.
Color List
You can create a dropdown list box that displays a text label with a different color background for each
row.
Multi Value List
A Multi value List is the same as a standard List described above. Except that the user can select one or
more choices from the list. Selected choices are saved as a comma delimited string.

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Special Property Data Types

MD5
User passwords use this hash function, which produces a 128-bit hash value (and displays as a 32-digit
hexadecimal number in the database).
Sequence
Use a Sequence for auto-numbering Items. A formatted pattern is set to increment a number value each
time a new Item is created.
Item
An Item data type allows you to set the value of a property to link to another Item in the database.
Foreign
The Foreign data type allows access to foreign properties that reside on another selected Item.
Formatted Text
Aras Innovator allows you to provide formatted text for a property. Examples are text that displays a
phone number, product code, etc.
Multilingual String
Use a Multilingual String for solutions that support multiple languages.
Note
Global Version and Unsigned BigInt are special data types used in synchronization processes. You can
find more information about them in the Data Synchronization Services Programmer's Guide.

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Property Settings
ItemType Property Settings are configured in the Relationships Grid under the Properties tab.
Length
Length sets the maximum number of characters for string values.

Precision and Scale

Precision sets the number of significant digits on decimal Properties, and Scale assigns the
number of digits to the right of the mantissa.
Required
When the Required setting is selected, a property value will be required to save the item. This is
enforced on save, meaning you cannot save an item that doesn't have a value for a required property.
Do not set Required for Sequence properties (the value will be auto-assigned by the server).
Unique
The Unique setting enforces uniqueness on a property value. Setting Unique on multiple properties
means that the combination of those properties must be unique. For example, you can set the
combination of Part Number and CAGE Code (a manufacturer identifier) to be unique so that you can
maintain unique parts from different manufacturers that just happen to have the same part number.
Indexed
The Indexed setting sets a database index on the property.
Hidden
The Hidden setting determines the property visibility on the Search Grid. If set to true, the property is
not displayed in the main grid for this item.

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Hidden2
The Hidden2 setting determines the property visibility on the Relationship Grid. If set to true, the
property is not displayed on the relationship grid.
Alignment
Alignment determines the left/right/center alignment of the property in grids.
Width
Sets the width of the property column on the Search Grid (in pixels).
Sort Order
Sort Order determines the column order of the property on grids. Use integer values that control the
relative position of columns in a search grid display with lower values displaying from left to right.
Keyed Name Order
Keyed Name Order controls the keyed name of an item. A keyed name is an alternate way to identify an
item. A keyed name is comprised of one or more item properties separated by a space. If no keyed
name for an ItemType is specified, the keyed name is the same as the Item id property (the GUID). The
keyed name may use as many property values as necessary to identify the item in a meaningful way. You
assign the order of the properties in the keyed name field using numbers (low to high) to control the
sort in returned records. For example, an Employee item has two properties defined: first_name and
last_name. To create a keyed name with the value of the last name [space] first_name, order the
properties using numbers in the Keyed Name Order field (e.g., property last_name = Keyed Named
Order 10 and property first_name = Keyed Name Order 20). A keyed name is set when the item is saved
to the database.
Order By
Order By controls the ascending sort order of the items displayed in the main item grid, after either a
manual or an automatic search. Whichever property has the lowest value set with Order by, is the first
one to control the order. For example, if you want to order the employees by last name and then by first
name, last name will have a value of 1 in the Order By property, and first name would have a value of 2.

Try it … Make a Property Required, and Modify its Label:

Before you can make a Property required, you must first delete any existing item instances having that
Property with a null value.
1. If you have any Design Request items without an assigned value in the owned_by_id property,
delete them now.
2. Open the Design Request ItemType for editing.
3. Select the Properties Tab and set the owned_by_id to Required.
4. Set the Label of owned_by_id to Request Owner.
5. Click Save.

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Other Property Settings

Federated
Data marked as federated is not stored in the Aras Innovator Database. Instead, it is accessed from an
external system. Reading and managing values of federated properties needs programming. Federated
Properties do not have a column in the Aras Innovator database, but the definition of such properties is
stored in a row in the Property table.
Please note that not every data type is supported for federated properties.
Default Value
The system applies the Default Value of a property if no value is entered. Blank represents a Null value.
Sometimes, it is a good idea to have a default value for required properties. The default value must be
within the same range of the Property Data Type set.
Default Search
A Default Search is used to predefine the search criteria for an Item. If a user has not searched on the
Item previously (no user preference), you can specify default search criteria for one or more properties.
A user can override these values.
Pattern
A Pattern applies only to properties of type Date, String, or Filtered List.
If a property is of type Date, one of the following list can be used as a Pattern. The order of display for
month, day and year will follow internationalization and localization rules dependent on client settings.
• Short Date mm/dd/yyyy
• Short Date and Time mm/dd/yyyy hh:mm:ss AM/PM
• Long Date DayOfWeek, Month dd, yyyy
• Long Date and Time DayOfWeek, Month dd, yyyy hh:mm:ss AM/PM

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If the property is of type String, the Pattern follows basic regular expression syntax. For example, to
require that a user enters a telephone number in the format ###-###-#### you could use the regular
expression: [0-9]{3}- [0-9]{3}- [0-9]{4}$
If the property is type Filter List, then Pattern is the pointer to the property which defines the filter.
Class Path
The Class path property setting indicates that the property is only available to this subclass (and any
additional subclasses of this subclass). Only use this property setting if a Class Structure has been
implemented on the ItemType.
Foreign Property
Foreign properties work with Item data type properties to allow you to refer to and display properties of
another related Item. The Foreign Property stores the Property name of the referenced Item.
Track History
The Track History property setting indicates that the changed to and changed from values of the
property will be stored in the Item’s audit history depending on the ItemType History Template selected.
Item Behavior
Item Behavior refers to properties where the data type is Item, and the target item specified by the
property is versionable. Item Behavior can be Fixed or Float.

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Creating Custom Properties for an ItemType

When you save the Design Request ItemType, each new property automatically creates a column in the
SQL database table. It is a good idea to consider using a prefix character(s) for a property name to
distinguish it from the standard Aras system properties. In this example, we used the underscore
character.
Try it … Create Custom Properties for the Design Request ItemType
1. Open the Design Request ItemType for editing.
2. Select the Properties Tab and click the New Property button to add a new property.
3. Use the table below to provide the Name, Label, Data Type, and additional settings for each new
property for the Design Request ItemType.
Property Name Label Data Type Length Precision Scale Width Sort Class
Order Path
_completion_date Date Completed Date
_cost Cost Decimal 6 2
_department_number Department Number Integer Internal
_description Description String 128 250 40
_patent_required Patent Required? Boolean
_title* Title String 64 150 20

(*_title was added in an earlier exercise)

4. Click Done on the Design Request ItemType.
Try it … Open the Design Request Main Search Grid to View Properties
1. Navigate to Product Management->Development in the TOC
2. Search Design Requests to Inspect the Property Labels and settings in the Main Search Grid

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Summary
In this unit, you learned how Properties are configured and how to build Custom Properties for an
ItemType.
• You should now be able to:
• Describe the difference between System Properties, Custom Properties and Extended Properties
• Create a Custom Property for an ItemType
• Identify Property Settings
• Use the Property Data Types for different situations.

Review Questions
1. Where are Custom Property definitions stored in the database?

2. Where are Custom Property values stored in the database?

3. What is the purpose of the Hidden and Hidden2 settings on a property?

4. What is the purpose of the Label column?

5. Describe the differences between System Properties and Custom Properties.

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Lab Exercise
Goal
Be able to create custom properties for an ItemType and understand where the property data gets
stored in the database.
Scenario
In this exercise, you make a property required and create custom properties for the Change Request
ItemType.
Steps
Before you can make a Property required, you must first delete any existing items because their values
for the Property are null.
1. Open the Change Request ItemType for editing.
2. Set the owned_by_id label to Owner.
3. Select the Properties Tab and set the owned_by_id to Required.
4. Click Save.
5. Add the following properties to the Change Request ItemType:
Property Name Label Data Type Length Precision Scale Width Sort Class
Order Path
_title Title String 64 150 40
_reason Reason String 256 250 60
_target_date Target Date Date
_cost_estimate Cost Estimate Decimal 6 2
_defect_details Defect Details String 128 Defect

6. For the state property, uncheck the Hidden checkbox and set the Sort Order to 20.
7. Click the Done button to save the Change Request ItemType and release your claim.

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Unit 6 Creating Object Properties
Overview
In this unit, you create properties of several different data types. Using these different data types can
provide a more robust user interface. Users will be able to populate values using searches, by selecting
from a dropdown list and even browse for an image. Some of these data types even auto-populate data,
saving users from having to enter data manually.
Objectives
• Define an Item Property
• Define a Foreign Property
• Define a List Property
• Define a Filtered List Property
• Build a Sequence
• Use an Image Property

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Defining an Item Property

Item Properties allow you to reference another Item as the property value. Instead of storing a value of
a particular data type (E.g., Date, String, List, etc.) in the database, an Item Property stores the ID of a
referenced Item. It is displayed on a Form as a button with 3 dots (ellipsis) when editing, or as a
hyperlink when in view mode. An Item property must have a source data type specified in the Data
Source column in the Properties grid.
In the example above, the Design Request Item has a property named _customer whose value is a
pointer to a Customer Item. This specific Design Request has a one-to-one relationship with the
Customer named Acme Industries.
The Keyed Named Order of a referenced Item is important. In the search grid will display the Keyed
Name of the referenced Item; but if a Keyed Name is not defined the internal Item ID (GUID, a 32-digit
hexadecimal number) will be displayed instead.
Example Property: _customer

Item Data Type

Data Source

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Try it … Create an Item Property

1. Navigate to Administration > ItemTypes and open the Design Request ItemType for Editing.
2. On the Properties Tab, create a new property by clicking the New Property button.
3. Provide the property Name of _customer and the property Label of Customer and for the Data
Type select Item from the dropdown list.
4. Move to the Data Source column in the relationship grid and either use the Type Ahead feature
or press the F2 (lookup) key and search for and select the Customer ItemType.
5. Click the Save button.

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Defining a Foreign Property

Foreign properties allow you to access other properties on another Item; that is, property values from
Items that have been referenced by an Item property. By default, you will always see the Keyed Name
(or internal ID) when referencing another Item.
Foreign properties always display as read-only to the end user in a Form and their values cannot be
changed.

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Create a Foreign Property

The foreign property displays in the Foreign Property column in the relationship grid after you save the
current ItemType. You may need to scroll to the right to see the Foreign Property column. The choice for
the Data Source consists of all available Item Properties of the ItemType.
In the Data Type column, press the Tab key or click into the Data Source column to display a list of the
current Item properties defined for this ItemType. You can expand each Foreign Property by clicking the
+ (plus) button.
Try it … Create a Foreign Property
1. On the Properties Tab of the Design Request ItemType, click the New Property button.
2. Enter _customer_phone for the Name and enter Customer Phone for the Label.
3. Select Foreign for the Data Type.
4. In the Data Source column, double-click to select _customer > main_phone as the Data Source.
5. Click the Save button.

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Defining List Properties

Lists often display as dropdown lists in Forms but they may also display as radio buttons or select lists. A
list can display in the search grid as a dropdown list for easy searching. Labels and Values are often the
same but may be completely different. For example, a label of Monday may have the value Monday,
mon, 0, etc. The value is stored in the database, but the label is always displayed to the user in the
system. You can also determine the sort order if desired.

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Creating a List Property

To use a List Property, you first need to create a List Item. When creating a List, consider incrementing
the sort order by 10 when entering Values, to allow for additional items to be added later. If you leave
Sort Order blank, the system provides a default order in increments of 128. Values must be unique in
the list to differentiate the selection.
If you choose the Data Type Multi Value List for the Data Type, a user can select more than one choice.
List values can be flagged as inactive by the administrator, with the result that inactive values cannot be
set going forward but are kept in existing places where they were previously set. All inactive values are
still available for search.
Try it … Create a List and Use it for a New Property
1. Navigate to Administration > Lists and create a new List Item. In Name property, enter Product
Divisions.
2. On the Value relationship tab, click the New Value button and enter the values shown in the
table below.
Label Value Sort Order
Home Electronics HE 10
Mobile MO 20
Computing CO 30

3. Click the Done button.

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Defining a Filtered List

On a form, you can define a list that is dependent on the selected value of another list. This feature
allows you to narrow the choices that the user selects from and reduces the chance of a user providing
invalid data.
In the example above, if a user selects Computing from the Product Division list box, only product types
related to the selected division are available from the Product Type list box. As shown, Aras Innovator
supports a primary list which filters a secondary list.

Note: it is very important to think about the user’s experience when using Filtered Lists. The standard
practice is to setup the Primary List as Required, in order to have the correct value selection in the
Secondary List.
In addition, using the List No Blank setting on the Form Field Type tab can avoid mistakes or confusion
during data entry.

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Create a Filtered List

Carefully notice the order of the columns when creating a filtered list, as they may be rearranged. The
Value column specifies the internal value, and the Label is what the user sees in the list. The Values must
always be unique for each list. Also, take care the same entries to use in the Filter column as in the
Values column of the source list.
Try it … Create a Filtered List
In this exercise, you use the list you created previously as a source list to filter another list.
1. Create another List named Product Types.
2. On the Filter Value relationship tab, click the New Filter Value button and enter the values
shown in the table below. Note: the Sort Order will be filled automatically upon clicking Done.
Value Label Filter Sort Order
TV TV HE 128
AU Audio HE 256
ME Media Player HE 384
TB Tablet MO 512
SP Smart Phone MO 640
PC PC CO 768
PN Printer CO 896
MN Monitor CO 1024

3. Click Done.

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Configuring a Filtered List

The following settings describe the configuration for a Filtered List:
 Name The Name of the property to hold the value of the selected row in the
filtered list.
 Label The Label of the property.

 Data Type Filter List.

 Data Source The Filtered List to be used for this list box.

 Pattern The property that has been configured to store the value of the source
list.
Try it … Configure a List
In these two exercises, you first configure the List Data Type, then you configure the Filter List data
Type.
1. Return to the Design Request ItemType and click the New Property button.
2. Enter _product_division for the Name, Product Division for the Label, and enter List for the Data
Type using the Product Divisions List as the Data Source.
3. Your data should look like this example:
Name Label Data Type Data Source
_product_division Product Division List Product Divisions

4. Click Save.

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Try it … Configure a Filtered List

1. On the Properties Tab of the Design Request ItemType, click the New Property button to add a
new property named _product_type with Product Type for the Label, Filter List for the Data
Type, and the Product Types List as the Data Source.
2. Scroll to the right to find the Pattern column and select the _product_division for the source list.
Your data should look like this example:
Name Label Data Type Data Source Pattern
_product_type Product Type Filter List Product Types _product_division

3. Click Save.

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Defining a Sequence
Sequences provide auto-numbering capabilities for Items. Properties of data type Sequence are
populated on the server when the user saves the item after the check for required properties.
You should not mark a Sequence Property as required, since the server populates a Sequence Property
only after having checked the existence of required Properties.

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Creating a Sequence
The following fields are used to create a Sequence:
 Prefix Up to 16 characters that will prefix each sequence number.
 Initial Value This value is used to set the Current Value or import to another Aras
database if the Current Value field is NULL.
 Current Value Current sequence number value.
 Suffix Up to 16 characters that will follow each sequence number.
 Pad With Padding character to use (if blank no padding characters display).
 Pad To Total number of characters in the sequence number (excluding prefix
and suffix).
 Step Increment of sequence number (typically 10).
 Set Data Add a new property to an ItemType and specify Sequence as the Data
Source Type.

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Try it … Create a Sequence

1. Navigate to Administration > Sequences and create a new Sequence.
2. Name the sequence Design Request Sequence.
3. Provide the following sequence values:
Prefix DR-
Initial Value 0
Current Value 0
Suffix
Pad With 0
Pad To 6
Step 10

4. Click Done.
5. Return to the Design Request ItemType tab and ensure you are in Edit mode.
6. On the Properties Tab, click the New Property button.
7. Add a new property named _item_number, with a Label of Request Number, and with Data Type
Sequence that uses the Design Request Sequence as the Data Source.
8. Delete the Keyed Name Order value for the created_on property and the _title property.
9. Add a Keyed Name Order value of 10 for the new _item_number property.
10. Set Sort Order to 10, and Width to 150
Click Save.

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Using an Image Property

The Image Property allows a user to select an image file for display on an Item.
You can select an external image file from any available location. Once the selected image file is saved in
Aras Innovator, it is automatically checked into the user's Default Vault location for later use. This can be
useful for storing thumbnails, diagrams, etc. associated with an Item.

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Defining an Image Property

To define an Image property, create a new Property in the ItemType and choose Image as the Data
Type. You can then add the property to a Form for display. You can adjust the size of the image by
entering a width and height on the Field Physical tab of the Form. If you leave the width and height
blank, the image displays using its original dimensions.
If you name the Image property thumbnail, then the image displays when you select Display > Properties
Preview in the Item search grid.
Try it … Defining an Image Property
1. On the Properties Tab, click the New Property button.
2. Add a new Property named thumbnail, with the Label of Product Thumbnail and Image as the
Data Type.
3. Click Done.

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Summary
In this unit, you learned how to create properties that use another Item as their value and how to access
the Properties of this other Item. You also learned about Lists and Sequences.
You should now be able to:
• Define Item Properties
• Define a Foreign Property
• Define List and Filtered List Properties
• Build a Sequence
• Use an Image Property

Review Questions
1. Foreign Property values can be edited by an end user in a Form. (True or False?)

2. What is required before I can add a Foreign Property to an ItemType?

3. How can an administrator reset a sequence number?

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Lab Exercise
Goal
Add Properties to an ItemType that uses another Item as the Data Source. Add additional Data Type
properties to an ItemType that allows automatic sequencing, selection from a list, and access to Foreign
Properties.
Scenario
You define an automatic sequence number for Change Requests when they are created and add some
additional properties that presents a list to a user. You also define Properties linking a Change Request
with a Document and display the name of the document to the user.
Steps
1. Create a new sequence named Change Request Sequence that includes the following settings:

2. Create a new List named Regions. The List should display the following:

3. Create a new Filtered List named Design Centers. The filtered list should be tied to the Regions
list you built above. As this second list is a filtered list, please make sure to populate the second
tab ‘Filter Value’. The Filtered List should respond as follows:

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4. Open the Change Request ItemType for editing and remove the Keyed Name Order for
modified_on.
5. Add the following properties to the Change Request ItemType:
Property Name Label Data Type Data Source Sort Keyed Name Pattern
Order Order
_item_number Request Sequence Change 10 10
Number Request
Sequence
_region Region List Regions
_design_center Design Filter List Design Centers _region
Center
_attachment Document Item Document

6. Add a Foreign Property named _attachment_name that will be used to display the name of a
selected document based on the _attachment property above.
(HINT: In the Data Source dialog, click the plus sign (+) next to _attachment and select name as
the Foreign Property.)
7. Click Done.

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Unit 7 Creating the User Interface
Overview
In this unit, you create a user interface for a solution that allows a user to interact with web forms.
Objectives
• Understand Forms and Views
• Create a User Interface using the Form Editor
• Review Field Settings
• Review Form Settings
• Build an ItemType View

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Forms and Views

A Form is a User Interface for an ItemType to allow viewing and editing of an Item instance of that type,
provided that the User accessing the Form is authorized to do so.
A View is the relationship between an ItemType and a Form. Forms are designed using the Form Editor,
and then associated to an ItemType on the Views Relationship Tab.
The same Item can be displayed to different users in different ways by creating multiple Views and
Forms. One Form could be used for editing, while another Form could be used for printing.

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Design Request Forms

In our example, we create two Forms for the Design Request solution. One Form will display by default,
and a second Form will display only when a Design Request Classification value is set to Internal. Both
Forms show the custom properties defined on the ItemType, but only Design Requests designated as
Internal will show the Department Number property. Only the default form will show the Customer
Name and Customer Phone Number properties. We will also change the background color of the second
Form for clarity.

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Regenerating a Form
A Form with the same name as the ItemType is automatically created when the ItemType is created and
saved in the database. You can manually add Custom ItemType properties to Forms using a Form Editor
tool, but we can also run an Action to get us started. The RebuildViewAction resets the Form, adding any
non-hidden Properties defined for the ItemType. Use the RebuildViewAction only on new Forms, as it
removes any previously added Form items. Make sure the Form is not claimed before attempting to
regenerate it.
You can reposition Fields on a Form by dragging them or using X and Y coordinates. Field characteristics
can be changed using the Field tabs.
Try it … Regenerate a Form
We want to regenerate the Form so the new properties we recently created are displayed.
1. Navigate to Administration > ItemTypes and open the Design Request ItemType for viewing.
2. On the Views relationship tab, right-click the Design Request (Default) Form and select Actions >
RebuildViewAction from the context menu.
3. Right-click the Design Request (Default) Form again and select Open to open the Form Editor to
see the Custom Properties have been added.

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Using the Form Editor

Forms provide the main user interface for viewing and editing items.
• Forms are defined using the Form Editor, stored in the database, and they are rendered
dynamically at run time.
• Forms may also incorporate custom HTML and JavaScript.
The Form Editor is divided into 4 areas:
 Properties Properties that have been added to the Form.

 Field and Form Specific information about the Form and each Field on the Form.
Definitions
 Empty Fields A series of Controls you can add to a Form – you can then
Toolbar associate the field to a property. This is where you can also add
the xClass Tree Hierarchy for Extended Classification.
 Form Layout A drag and drop area to design the Form the user sees at
runtime.

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Edit the Design Request Form

Consider using the Required property setting for both Primary Lists and Secondary Lists to enhance the
user experience.
For our Design Request example, you arrange the fields on the form and adjust the field settings for the
desired user experience.
Try it … Edit the Design Request Form
The Form Editor should already be open. If not, open the Design Request Form.
1. In the Form Editor, click Edit.
2. Select the Title Field and drag it to position it on the Form, as shown above, moving other
properties as necessary.
3. With the Title field selected, click the Field Type tab and change the Display Length to 350.
4. With the Title field selected, click the Field Label tab and notice how you can change the
appearance of the Field label.
5. With the Title field selected, click the Field Physical tab. Ensure that the Tab Stop checkbox is
checked and set the Tab Index to 10.
6. Drag and drop to organize the Design Request fields as shown on the slide above. Note that
some fields will need their labels to be edited, as shown in the following table:
Field Label Tab Stop Tab Index
Description checked 20
Cost checked 30
Patent Required Patent? checked 40
Date Completed checked 50

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Try it … Configure Additional Properties on the Form

In the following exercise, the Product Division field (List) is set to List No Blank in the Form editor;
otherwise, the filtered list results may be unpredictable. The Product Type field can also be set to List No
Blank.
1. Continue arranging properties as shown above. Configure additional field settings as noted.
Tab Stop Tab
Property Field Label Additional Field Settings
Index
_item_number Request Number unchecked None
_customer Customer checked 60
_customer_phone Customer Phone unchecked None
checked 70 On the Field Type tab, enable the List No
_product_division Product Division
Blank checkbox.
checked 80 On the Field Type tab, enable the List No
_product_type Product Type
Blank checkbox.
created_on Created On unchecked None Change the field label to ‘Created On’
Product checked 90 Set Image Size to Width = 120 and Height
thumbnail
Thumbnail = 120.
unchecked Change the field label to ‘Request
created_by_id Request Creator
Creator’

2. Click Save.

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Field Toolbar
Use the Field Toolbar to add empty field controls to a Form. If you use the Unused Properties option,
Fields are added automatically with the Property Data Type. You can add the following fields:
Text field
Password field New Button
Text Area Field Date field
Dropdown Field Color field
Single Select List Box field HTML field
Multi Select List Box field xClassification control
Checkbox field Unused Properties Dropdown

Radio Button field Snap to Grid

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Try it … Add Unused Properties to the Form

1. While in Edit mode on the Design Request Form, select the following properties from the
Unused Properties drop-down and adjust their settings:
Field Label Tab Stop Tab Index
classification Classification checked 100
state State Unchecked
owned_by_id Request Owner Checked 110

2. Click Done.

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Field Type and Field Label

Field Type and Labels are defined using the following fields:
 Name
Field name
 Field Type
Text: a simple text box
Password: a text box with masking
Text Area: a text box sized using rows and columns
Checkbox: a checkbox for true/false values
Nested Form: A Form within a Form.
Class Structure: a field that enables the user to classify the item
Group Box: a field to group other fields together.
For Lists
Dropdown: a dropdown box
Radio Button List: a set of radio buttons
List box Single Select: select one
List box Multi Select: Hold Ctrl to select multiple items
Checkbox List: a list selectable as checkboxes
Others
Date: a text box with a calendar control
Item: a text box with an item picker/search dialog
File Item: choose File Item

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Less commonly used

Label: a simple text placement
Formatted Text: can contain HTML
Multilingual String: Add a String supporting different Languages
Button: a simple button (needs a Method to act)
HTML: a container for arbitrary HTML
Color: a text box with a color picker control
Color List: Interprets List Value as Background color
Image: allow a selectable image to display on Form
 Data Source
Name of the data source property
 Display Length
Length of Field
 Display Length Unit
To support correct field sizing in multiple browsers, you can select the appropriate
character measurement unit from the list provided. The following units of measurement
are available:
px = pixel
em = character in current font size
% = percentage (1em = 100%)
in = inches
cm = centimeters
mm = millimeters
ex = x-height of current font
pt = point (1pt = 1/72 inch)
pc = pica (1pc = 12pt)
 Label
Label text
 Label Position
Top, Bottom, Left, Right
 Text Alignment
Left, Right, Center
 Font Information
Specific font information about the label for this field

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Field Physical
The following fields define a Physical Field:
 Positioning Absolute X and Y: measured from top left of Form, default and
recommended.
Relative X and Y: measured from where browser would place the
field in field order.
Static: position determined by browser, X and Y ignored.
 XY Row, Column Position.
X and Y are measured in pixels.
 Field Order Number representing the order of each field in a Group Box

 Tab Index Tab key order of field if Tab Stop checkbox is selected.

 Z Index Order of layered items (when fields overlap).

 Visible Suppress field from view when unchecked.

 Disabled Field is read only when checked.

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Create a Second Form

In our example, we want a second Form to display only when the Design Request Classification value is
set to Internal. We will copy our existing Form, rename it, and change the Form background color. We
also want to hide the Customer Name and Phone fields and display the Department Number field.
Try it … Copy a Form
You can create another Form by copying an existing Form.
1. Navigate to Administration > Forms, open the Forms search grid, and search for the Design
Request Form.
2. Right-click on the Design Request Form, and choose More > Save As.
3. Click Edit on the new Form, click the Form Properties tab, and rename the copied Form Design
Request Internal.
4. Unclaim it.
5. Click Save.

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Form Properties and Form Body

Form Properties and Form Body are defined using the following fields:
 Name Name of the Form.

 Identity Defines who has access to this Form (defined in ItemType View).

 Function Specifies what the Form is used for (editing, viewing, printing, etc.)
Default includes edit and view.
 Classification ItemType classification associated with this Form.

 Description Details about the Form.

 Width Sets the actual width of the Form (in pixels). Impacts the size of any
Form displayed in a tab.
 Height Determines the actual height of the Form (in pixels). Impacts the
height of an accordion (if set too small, fields set may not be visible
and a vertical scrollbar is added to the accordion).
 Stylesheet Stylesheet that is applied to the Form when opened.

 Background Background Form color.

Color
 Background Repeat Form background image
Repeat
 Background Scroll – moves with scroll bar – Fixed – no scrolling
Attachment
 CSS Apply custom CSS elements.

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 Image Background Image.

Hiding Fields on a Form

Use the Visible checkbox (Boolean) value on the Field Physical tab to show or hide any property on a
form. All fields added to a form are Visible by default.
Try it … Hide Properties on a Form
On the internal version of the form, customer information does not apply; therefore, we will hide the
two properties of Customer and Customer Phone.
1. With the Design Request Internal Form in Edit mode, click to select the Field Physical tab.
2. Click to select the Customer property.
3. Click to clear the Visible check box.
4. Now, click to select the Customer Phone property.
5. Click to clear the Visible check box.
Try it … Change the Background Color of a Form
To visibly differentiate between two versions of a form you can change the background color.
1. On the Design Request Internal Form, click the Form Body tab.
2. In the Color setting, select a new background color for the Form and click OK.
3. Click Done.

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Creating a View
Views are the relationship between an ItemType and a Form. For an end user to see the Form, you must
associate it with an ItemType. Aras Innovator automatically creates a view to a Form with the same
name as the ItemType the first time you save an ItemType to the database. Additional forms can be
associated with an ItemType using the Views relationship tab.
Try it … Create and Classify a View
In this example, we modify the Design Request ItemType to support an Internal Classification View and
allow only employees to view the Internal Form.
1. Open the Design Request ItemType for Editing.
2. On the Views tab, click the Add Forms button.
3. Search for and select the Design Request Internal Form.
4. Set the Type to Default, the Identity to All Employees, and Classification to Internal.

5. Click the Done button.

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Configuring Views
Multiple views can be configured for an ItemType to provide custom displays based on function,
identity, and class:
 Type Default – Form used when adding, editing, viewing, or printing an Item.
Add – Form used the first time an Item is added.
Edit – Form used when the Item is locked for editing.
View– Form used for viewing the Item.
Print – Form used to print the Item.
Complete – Form used for configurable InBasket dialog.
Preview – Form displayed when Preview > Form is enabled in the Search
tab.
 Identity Form available for members of defined Identity.

 Classification If Class Structure is implemented, the Form to display for a specific class.

 Display If more than one Form meets the selection criteria, the form display order
Priority priority (1 = highest priority, 2, 3, etc.).

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Display a Classified View

A Form and corresponding View can be created for each ItemType subclass to show different
information. A Form must be added to an ItemType using the Views Relationship tab. After saving the
ItemType, the Form is a related item, and you can add new Unused Properties to the Form.
There must always be one Form that is not classified, with its Type set to either Default or Add.
Try it … Add a Property to Display in a Classified View
Now that we added the Internal Classification Form to the Design Request Views tab, we can add the
Department Number property to the Form.
1. Open the Design Request Internal Form for editing. You may need to close the Design Request
ItemType and Design Request Internal Form, then re-open the Form for editing to enable the
class-specific selection in the Unused Properties pull-down.
2. From the Unused Properties drop-down list, select the Internal->_department_number
property and add it to the Form.
3. Reposition the field and adjust settings as desired.
4. Click the Done button.

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Create a New Design Request

Now that the minimum requirements have been defined and a class structure established, you can test
to see if you can create a new Design Request from the TOC Pane.
Create a new Design Request Item by either right-clicking on the Design Requests ItemType button in
the TOC and selecting Create New Design Request, or by left-clicking on the Design Requests ItemType
button in the TOC and then clicking the Create New Design Request button.
The Design Request Form should allow for the following behaviors:
• The customer field should allow the selection of a Customer Item and the customer's phone
number should display in the Customer Phone field after saving the Design Request.
• When a user selects a Product Division, the Product Type list is filtered.
• An automatically generated Sequence number displays upon Save.
• The user should be able to select an Image to display as a thumbnail on the Form.
Try it … Create a Design Request
1. Navigate to Product Management > Development > Design Requests and create a new Design
Request.
2. If necessary, maximize the form to view all the fields.
3. Leave the Classification field as is and enter values into the remaining editable fields to check
the new form.
4. Click the Done button to save your new Design Request and release the Claim.
5. Create another Design Request.
6. Enter Internal into the Classification field and enter applicable values into the remaining
editable fields to check the new form.
7. Click the Done button.

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Summary
In this unit, you learned how to create an Item View using the Form Editor.
• You should now be able to:
• Create a User Interface with the Form Editor
• Configure the Form and Body Properties
• Include an xProperties Hierarchy on a Form
• Describe available Field Types
• Create and Configure an ItemType View

Review Questions
1. What is the difference between a Form and a View?

2. How many Forms can be assigned to an ItemType?

3. When would you not use RebuildViewAction?

4. How do you control the size of a Form accordion?

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Lab Exercise
Goal
Configure a Form for an ItemType allowing changes to property values.
Scenario
You edit the Change Request Form to allow a user to supply values to the custom properties created
earlier. The original Form, associated to the Change Request ItemType with a View relationship, does
not display any properties. To save time, you can regenerate the Form, which automatically adds the
custom properties.
Please configure the Change Request Form like the following image:

Steps
1. Open the Change Request ItemType for editing and select the Views tab in the Relationships
Grid.
2. Right-click and select Actions > RebuildViewAction from the menu.
3. Select the Change Request Form and set the Identity to All Employees.
4. Save, then right-click on the Change Request Form again and select Open from the context
menu.
5. Notice the properties that have been added to the Form.
6. Click the Edit button to edit the Form.
7. Set the Title field’s Display Length to 350.
8. Rearrange the custom properties on the form.

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9. Set both Region and Design Center to List no Blank and save the Change Request Form.
10. Using the Unused Properties dropdown, add the following system properties to the Form and
label them as shown below:
Property Label
created_on Date Created
is_released Released
created_by_id Creator
classification Type
owned_by_id Owner

11. Set Tab Stop values if desired and click Done. Close the form.
12. Create several Document items using Documents > Documents. Be sure to fill in the Document
Names. These will be available to become related items to the Change Request item.
13. Test your work by creating a new Change Request Item.
14. Make sure you can select a Region, Design Center and select a related Document Item.
15. When the Item is saved, the name of the selected Document Item should display.
16. Click Done.
Classify a View
To differentiate a defect from an enhancement request, build a new Form to capture defect details.
1. Create a copy of the Form you created in the previous steps (use Save as from the Forms’ search
grid).
2. Edit and name the copied Form Change Request Defect.
3. Edit the Change Request ItemType, add the new Change Request Defect Form in the Views
relationship. Set the Type to Default, and set the Classification to Defect.
4. Change the Identity to All Employees.
5. Save the Change Request ItemType and close the Change Request Defect Form (this will enable
the class-specific selection in the Unused Properties pull-down).
6. Re-open the Change Request Defect Form for editing. Add the _defect_details property to the
Form, click Done.
7. Test your work by creating a new Change Request and selecting the Defect subclass from the
Type field.

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Unit 8 Creating Item Relationships

Overview
In this unit, you learn how to build relationships between two ItemTypes. You also learn about typical
relationship patterns and how they can be used in different situations.
Objectives
• Define Relationship Types
• Understand the Relationship ItemType
• Review Typical Relationship Patterns
• Explore the Benefits of NULL Relationships
• Search Relationships

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Aras Innovator Relationship Structure

Items may have relationships to other Items using RelationshipTypes. RelationshipTypes determine what
ItemTypes instances may be related to other ItemType instances (Items).
When two Items are related in the database, a Relationship Item instance is also created that can hold
distinct property values for that specific relationship. For example, in a Part BOM relationship, a value
for Quantity or Reference Designator belongs to the Relationship Item between the parent Part and the
child Part.
Relationship Items also include the following standard properties:
• related_id: the related (child) Item for the relationship
• source_id: the source (parent) Item for the relationship
• behavior (fixed, float): used for configuration management

Each RelationshipType is represented as a separate tab on the Form. Relationship Items (instances of
Relationship ItemTypes) can be added as rows under each tab by users in the Relationships Grid.

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RelationshipType
When you create a Relationship, the required source and the related ItemTypes are defined in the
RelationshipType Item.
You can configure how many items can be related to the source item (one-to-one, one-to-many) and
how versions should be treated among related Items.
You can also configure some general default settings for how items will be displayed on the source item
relationship search grid (tab location, auto-search, and several items for page controls).
Additionally, you can configure whether to allow the related items to be selected from items that have
been previously created and stored within the database, to allow creation of a new item as a
relationship is being made, or both.

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Relationship ItemType
When you create a RelationshipType, a Relationship ItemType is automatically created in the database
with the same name. This template defines the information that the Relationship Items will be able to
store.
Relationships are also Items, and they can store additional information about the relationship in the
database. For example, the Part BOM relationship in the standard PE Solution stores the number of
related Parts from a parent Part in a property named Quantity.
The display of certain properties and the location of columns displayed on the parent item are set on the
Property tab of the Relationship ItemType.

Try it … View the RelationshipType Search Grid

1. Navigate to Administration->RelationshipTypes
2. In ‘Simple’ search mode, enter Part in the Source ItemType [...] column and click the Search
button.
3. Note that all eligible Relationships are listed.
4. Enter Document in the Related ItemType [...] column.
5. Note that RelationshipType (the row itself), Relationship ItemType, source and related are all
presented in a single view.
6. Experiment with various source/related combinations.

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Defining the Design Request Document Relationship

One of the requirements for our Design Request solution is to be able to be linked to one or more
Document items. Document Items allow physical files to be attached and stored in a vault. We need to
create a RelationshipType to define that connection.
In this example, we create a relationship between the Design Request ItemType and the Document
ItemType. Note that the Document ItemType already exists in the standard solution database.

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Setting Default Structure View

When a user opens an item containing relationships, the relationships tab grid can be defaulted as
shown above. Choose one of the following settings to set the default view of the relationship tabs.
• Tabs On – the normal view mode, which displays the relationship tabs in an accordion section.
• Tabs Off – the relationship tabs are not displayed in the accordion section (hidden).
• Tabs Max – currently, same as Tabs On; reserved for future use.
• Tabs Min – the accordion section containing the relationship tabs is collapsed when the Item
displays in the window.
Try it … Set Default Structure View to Tabs On
1. Open the Design Request ItemType for editing.
2. Use the Default Structure View field’s drop-down menu and set it to Tabs On.
3. Save the Design Request ItemType.

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Creating a Relationship to Another ItemType

The recommended way to create a new RelationshipType is by adding a new relationship to a source
ItemType. The Name column displays the related ItemType. A relationship to another ItemType can be
added using the Add ItemTypes button. The label displays on the tab for the user in the source Item.
Try it … Create a RelationshipType
1. With the Design Request ItemType open for editing, select the RelationshipTypes tab, and click
the Add ItemTypes button.
2. In the Select Items - ItemTypes window, choose the Document ItemType and click OK.
3. Enter Design Request Document for the Relationship Name.
4. Enter Documents for the Tab Label.
5. Click Done.

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Reviewing the RelationshipType

The following fields define a RelationshipType:
 Name The Name of the Relationship.

 Label The Label displayed on the Item Relationships Tab.

 Source ItemType The Name of the Parent ItemType.

 Hide in All If checked, hides the relationship on the Relationships Grid of the
parent Item.
 Paste Defaults Copy Permissions- a user can copy a relationship from one item to
another by choosing the Copy action in the Relationship grid (right
click menu).
Note: If a user performs a Paste Special and selects the Create
Related option, the related Item is copied. If the related Item has a
Private Permission, the Private Permission is also copied to the new
related Item(s).
 Related Item The name of the Child ItemType.
Type
 Min Occurs The Minimum number of related items required.

 Max Occurs The Maximum Number of related items allowed.

 Behavior Establishes whether the links to the related items are fixed to a
specific version or float to the most current version.

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 Grid View Right - places the related Item Properties (the columns) on the
right side of the grid; the relationship properties are listed to the
left of those columns.
Left - places the related item properties on the left of the grid
before all the relationship properties have been listed.
Intermix - the columns are ordered only by the sort_order value of
each property, so the relationship properties and the related
properties will be intermixed.
 On New Related Allows the user to select existing Items, create new ones, or both.
Option
Requires Related When selected, removes the “No Related” choice in the
relationships grid. A user must either select an existing related Item
or create a new one.
Open Related If checked, the related Item form displays, allowing a user to enter
Form data in a Form rather than using the Relationship Grid columns.
 Auto Search Display search results automatically for related Items of this
Relationship Type.
 Default Page Size The number of items returned in the Search grid (Results per page).

 Sort Order The Order of the Relationships Tab on an Item.

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On New Related Option

The Aras administrator can configure how users are allowed to add related items in the Relationship
Grid. The options are set on the form of the RelationshipType.
• Pick Only means the Item must already exist in the database and users can search and choose it.
Selecting this option hides the New Item button in the Relationship Grid.
• Create Only means users can only create a new Item, they cannot choose an Item that already
exists in the database. Selecting this option hides the Add Item button in the Relationship Grid.
• Pick & Create allows both options. Selecting this option makes both the Add Item and the New
Item buttons visible in the Relationship Grid.
• Requires Related means a Related Item must either be chosen or created. Selecting this option
hides the button which allows a NULL relationship. If Requires Related is not selected, users can
add a new blank row in the Relationship Grid as a placeholder.
• Open Related Form: consider selecting it whenever creation of the related item is allowed, and
a form exists for its ItemType. This automatically opens the form of the related item for editing.
For our example, we want to allow users to both choose an existing and create a new Document Item.
We do not want to allow them to add a placeholder row.
Try it…Require a Related Item
1. Navigate to RelationshipTypes and open the Design Request Document RelationshipType for
editing.
2. In the On New Related Option section, select Requires Related and Open Related Form.
3. Ensure Pick & Create is selected.
4. Click Done.

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Reviewing the Relationship ItemType

The Relationship ItemType is automatically created and uses the same name as the RelationshipType.
You can add properties and behavior to this ItemType if necessary, to supplement characteristics of the
relationship.
Relationship Type Options
“Is Relationship” is automatically selected indicating this is a Relationship ItemType.
“Use Src Access” is automatically selected indicating this Relationship ItemType will use the same
security permissions as the parent ItemType (in this example “Design Request”). If you uncheck this
option, you must provide the “Can Add” Identities as well as the default Permission for this ItemType.
Dependent Option
The Dependent option is useful to prevent orphan Items in the database. If an Item cannot exist on its
own (must have a parent Item), select this option on the related ItemType. This prevents a user from
creating an Item of this type unless it is part of a relationship. If the parent Item is deleted, the
dependent Item is deleted as well (a cascading delete).
Example: A Part Price Quotation cannot exist without a corresponding Part. The Price Quotation
ItemType is marked as Dependent, which means that quotes can only be created on an existing Part.

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Try it … Create a Design Request Document Relationship

1. Navigate to Product Management > Development > Design Requests and create a new Design
Request.
2. Look for the relationship tab labeled Documents.
3. Click the New Document button to add a relationship to a new Document.
4. In the new Document tab, enter a Document Number, Name, and select a Type.
5. Click Done.
6. For the Design Request, enter the Request Owner, and click Done.
7. On the new Document, click the Navigate button, and select Where Used to display all Items
with a relationship to the Document Item.

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Defining a NULL Relationship

NULL relationships are useful when you want to allow a user to add more than one piece of the same
information to an Item, but do not need or do not have another ItemType to make a connection. It is
important to add properties to a NULL Relationship ItemType and make them visible.
In the example above, a NULL relationship is used to define the ability for a User to add multiple remarks
to an Item. A remarks String property can be assigned to the Relationship ItemType. Each time a User
defines a new remark, an additional Relationship Item is created. No additional related item is
necessary.

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Creating a NULL Relationship

Null relationships are created on the RelationshipTypes tab. A NULL Relationship does not have an
associated ItemType so the Name column will be blank for this RelationshipType. In this example, we
use the Design Request ItemType.

Try it … Create a NULL Relationship

We want to allow multiple comments to be entered on Design Requests; therefore, in this exercise, we
create a NULL relationship with a String Property to hold them.
1. Return to the Design Request ItemType and open it for editing.
2. On the RelationshipTypes tab, click the New RelationshipType button to create a new
relationship row.
3. Enter 256 for the Tab Order value, Design Request Comments for the Relationship Name, and
Comments for the Tab Label.
4. Click Done.
5. Now, open the new Design Request Comments ItemType for editing.
6. Add a Property named _comments, set Label to Comments and data Type to String.
7. Set the Length to 255, ensure that Hidden 2 and Hidden are unchecked, and set the width to
350.
8. Click Done.

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Testing NULL Relationships

In our example, we added a NULL relationship to Design Requests. Test the NULL relationship by adding
a new comment to a Design Request.

Try it … Test the NULL Relationship

1. Navigate to Product Management > Development > Design Requests and create a new Design
Request Item.
2. Enter at least a Request Owner since it is required to save.
3. Select the Relationship tab labeled Comments.
4. Click the New Design Request Comments button to create a new row.
5. Enter text in the provided field.
6. Click Done to save the Design request and the new NULL relationship.

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RelationshipType Patterns
Aras Innovator has three typical RelationshipType patterns, but there are others like relationships
relating to other relationships.
• A Direct RelationshipType is a commonly used pattern and is best described as having a Source
ItemType and a Related ItemType. See Diagram A above.
• A Circular RelationshipType simply references itself, such as a standard Aras Innovator Part
ItemType. Viewing the Part BOM RelationshipType reveals the Source and Related ItemTypes
are both a Part ItemType. In a Bill of Materials (BOM) hierarchy, Parts are connected to other
Parts through the Part BOM RelationshipType.
• Null relationships must have at least one visible property in the Relationship ItemType or they
will fail since they have no related ItemType. The Part ItemType contains a good example of a
Null RelationshipType named Part Goal. The Part Goal RelationshipType does not have a Related
Item since we only need it to display properties in the relationship grid.
Relationships may also be linked to other Relationships. An example is the (Part) BOM Substitute in the
standard PE Solution. The Part BOM Relationship contains a link to the BOM Substitute Relationship
which contains a pointer to a Related Item Part used as a substitute in form, fit, and function for that
BOM entry. To see this Relationship example, view a Part BOM entry (using a right mouse-click) on a
Part and then select the Substitutes tab.

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Relationships vs. Item Properties

Earlier in the course, we discussed using properties of data type Item to link one item to another. An
Item property provides reference to a single Item (and its foreign properties).
Relationships can provide more flexibility and more configuration options, e.g., one-to-many
relationships to other Items using the Relationship Grid.
Some factors to consider when using a Relationship vs. an Item property:
• If a Foreign Property can be used to display related data, it is more efficient than using a
relationship (fewer database tables required).
• If we want to offer users the convenience of selecting an item displayed as a hyperlink, we use
an Item Property.
• Using multiple Item properties on a single parent Item (e.g., Manufacturing Plant 1,
Manufacturing Plant 2, and Manufacturing Plant 3) makes the data model less flexible.
• Relationships give greater flexibility, allowing access to more than just one property value.
• Relationships provide one-to-many connections, Item properties only provide one-to-one.
• Generally, use an Item property when only one Item is referenced and use a relationship for
referencing more than one item.

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Summary
In this unit, you learned how to relate one ItemType to another ItemType using a Relationship. You also
learned how to use NULL relationships to solve certain problems.
• You should now be able to:
• Define Relationships between ItemTypes
• Understand the Relationship ItemType
• Understand the RelationshipType
• Describe Typical Relationship Patterns
• Describe the Benefits of NULL Relationships
• Search for Items using Relationship Criteria.

Review Questions
1. What is the difference between a RelationshipType and a Relationship ItemType?

2. Which one allows me to create new custom properties?

3. What is the advantage of using a Null relationship?

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Lab Exercise
Goal
Create a relationship between two or more Items, assign the appropriate configuration, and define and
use a Null Relationship.
Scenario
The original requirements for the Change Request system stated:
• Establish a required connection to a Customer.
• Allow a user to attach Parts to a request.
• Log one or more review notes made by the Change Review Board for tracking progress.

In this exercise, you establish relationships from the Change Request to a Customer Item as well as Part
Items. You also add the ability to create review notes for a Change Request using a Null relationship.
Steps
1. Open the Change Request ItemType for editing and set the Default Structure View field to
Tabs On.
2. Open the RelationshipTypes tab and using the Add ItemTypes button, add two new
RelationshipTypes (Part and Customer).
3. For each Relationship, enter a Relationship Name and Tab Label. See example below.

4. Click Done.

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A Change Request requires a relationship to a Customer; therefore, open the Change Request
5.
Customer RelationshipType and modify it so that Min Occurs is set to a value of 1.
6. Parts related to a Change Request should only be created or selected.
7. Next, create a new Change Request Item. Verify the Parts and Customers tabs are visible in the
Relationships grid.
8. Add at least one Customer.
9. Now add a Part Item.
10. Create some additional Change Requests with Customer and Part relationships to test your
work.
Capture Review Notes
Next, we want to add the ability to capture Review Notes in the Change Request.
You accomplish this using a Null relationship.
1. Open the Change Request ItemType for editing.
2. On the RelationshipTypes tab, click the New RelationshipType button to create a new
RelationshipType not pointing to any other ItemType. Set the Relationship Name to Change
Request Memo, the Tab Label to Review Notes. The Name field will remain empty, as shown
below.

3. Save
4. Open for editing the ItemType named Change Request Memo that was automatically generated
by defining the new RelationshipType.
5. Add a String property to hold the Review Note text.

6. Set the width to 350 and click Done.

7. Create a new Change Request Item and note the new tab presented in the user interface.
8. Use the Review Notes tab to create a new Review Note, enter text, and click Done.

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Unit 9 Assigning Security
Overview
In this unit, you define security so that only authorized users have access to a solution by configuring the
system to grant specific permissions to groups of individuals.
Objectives
• Explore the Aras Innovator Security Model
• Create Permissions
• Configure Special Permissions
• Create Private Permissions
• Assign Team Permissions
• Understand Password Policies

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Security Overview
Authentication
Authentication provides a way of identifying a user, typically by having the user enter a valid username
and password before access is granted. The process of authentication is based on each user having a
unique set of criteria for gaining access. The server compares a user's authentication credentials with
other user credentials stored in a database. If the credentials match, the user is granted access to Aras
Innovator. If the credentials are at variance, authentication fails, and access is denied.
Authorization
After logging into a system, for instance, the user may try to create or edit Items. The authorization
process determines whether the user has the authority to perform such actions. Authorization is the
process of enforcing policies: determining what types or qualities of activities, resources, or services a
user is permitted. Usually, authorization occurs within the context of authentication. Once a user is
authenticated, the user may be authorized for different types of access or activity.
User Identities and Permissions
Aras Innovator provides security Authentication with configured User records as well as Authorization
through Permissions.
In this unit, you learn how to create and configure Permissions.

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Permissions
A Permission defines what access a user or group has to an Item. A Permission identifies one or more
Identities and the rights and privileges assigned to each Identity, such as the ability to view, edit, etc.
Permissions are assigned to an ItemType to define the default security for all Items of that type.
Permissions can also be assigned to LifeCycle states to change the security of an Item over its lifetime.
A system property named permission_id identifies the Permission for the current Item being viewed or
edited by a user. An Item can only have one Permission active at any one time, but many Items can
share the same Permission definition.
Assigning Lifecycle Maps to subclasses of ItemTypes allows you to have different Permissions for
different subclasses.
A special type of Permission, known as Private, allows you to define a Permission that is specific to one
Item only and is never shared.

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Creating a Permission
Permissions are defined with a name and are related to one or more Identities having the following
access rights.
Get Access
Enables Identities to retrieve and view an Item.
Update Access
Enables Identities to edit existing Items.
Delete Access
Enables Identities to delete Items.
Can Discover
Allows the user to search for items and view limited information about them in the search grid, but not
view the detailed information that would be present on the Item form.
Can change access
Enables Identities to select or create different permissions for an Item.
Show Permission Warnings
Permission Warnings inform users about not having access to Items.
Note
Remember that Can Add and TOC Access are configured separately from a Permission. Can Add is set
directly on the ItemType and TOC Access is configured in the TOC Editor.

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Defining ItemType Permission

Once a Permission has been defined, it is assigned to one or more ItemTypes. At least one Permission
must be set as the Default permission for the ItemType.
Try it … Create a New Permission
9. Navigate to Administration > Permissions and create a new Permission named Design Request.
10. On the Access relationship tab, grant access to the following Identities using the values as
shown:

11. Click Done.

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Try it … Modify a Permission

Members of Component Engineering are currently the only identities who can edit Sourcing items. We
want to add the Engineering Identity to the Manufacturer Part Permission so they can also edit Sourcing
items.
1. Navigate to Administration > Permissions and open the Manufacturer Part Permission for
editing.
2. Add both the Owner and Engineering Identities with Get, Update, and Can Discover access. Also
add Delete access for Owner.

3. Click Done.

We added the Update permission to Engineering, but this group cannot yet create items. For the
sake of consistency, we will add this access in the next steps.

4. Navigate to Administration > Item types and open the Manufacturer Part Item type for editing.
5. In the Can Add relationship tab, add Engineering Identity and tick ‘Can Add’.
6. Click Done.

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Assigning ItemType Permissions

Permissions are assigned on the Permissions relationship tab of an ItemType. An ItemType must have
one default permission set to allow the creation of new items. Additional permissions can be assigned.
Try it … Assign a Permission
1. Open the Design Request ItemType for editing.
2. On the Permissions relationship tab, click the Add Permissions button.
3. Search for and select the Design Request Permission.
4. Click to enable the Is Default checkbox.
5. Deselect the Is Default checkbox for any other Permissions set.
6. Click the Done button.

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Using Discovery Privileges

The primary function of the “Discover” privilege is to allow users to search for items and view limited
information about them in the search grid, but not view the detailed information. This feature provides
a level of access control over sensitive information so that specific Identities can learn that an item
exists.
Only items for which the “Can Discover” access is set will be returned in searches even if more items
match the search criteria.
To enforce the Discovery privilege to discovery only, without Get privilege, you must also set the
"Enforce Discovery" option in the target ItemType. When you uncheck Enforce Discovery on the
ItemType, the Discovery privilege includes the Get privilege.

Display Rules in Relationship Grid

Relationship grids are impacted in a similar manner to the main search grid:
• Items without “Can Discover” access are shown with words “Restricted” in each column of the
relationship grid. The User is unable to open the item or see any information about it. Items are
displayed in this manner, so all users see a complete number of items in the grid. This prevents
confusion and eliminates any chance restricted information is misunderstood as incomplete
information.
• Items with “Can Discover” but without “Get” access have the Limited Permissions Icon in the first
column, like in the main search grid.

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Can Discover and Get Access Behavior

Both Can Discover and Get Access privileges allow you to define the amount of information that is
viewed about an Item. It is important to understand how these two privileges work together.
If Get Access is set to true, users can view all information and open forms for the item. Identities with
Get Access automatically receive Can Discover Access.
If Can Discover Access is set to true, but not Get Access:
• Items are returned in the main Search grid and the Relationship grid when they match the search
criteria
• Users are restricted to viewing only the information returned in the grid and will not have the ability
to open the form.
If the Show Permissions Warning is set to true and there are missing items from a search query:
• A warning icon displays.
• Warning text displays indicating a permission restriction.
If neither Get nor Can Discover Access is granted, Items are not returned in the main grid or the
relationship grid even if they match the search criteria. A Warning displays indicating a permission
restriction if Show Permissions Warning is set, and there are items missing from the result due to
insufficient privileges.

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Can Change Access

If the Can Change Access permission is set to true for an Identity, users of that Identity, in Edit mode,
can change the Permission of the Item.
The list of all existing, available Permissions is defined in the corresponding ItemType. These Permissions
display as choices under the …More > Permissions menu.
Try it … Change Access to an Item
Use the following exercise to change the Permissions of a Design Request. Note that only Design
Requests created after the change will have the new permissions. First, we’ll see who has Can Change
Access permissions for Design Requests.
1. Navigate to Administration > ItemTypes and open the Design Request ItemType for viewing.
2. On the Permissions relationship tab, notice that there are two Permissions, Default Access, and
Design Request, with the Design Request set to Is Default.
3. Open the Design Request permission and verify, that the Creator, Owner, and Administrators
have permissions to change access.
4. Create a new Design Request item, select an Owner, and click the Save button.
5. Click the More menu button on the toolbar and select the Permissions sub-menu to display a list
of available Permissions.
6. Select a different Permission from the sub-menu, Default Access.
7. Click Done.

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Allowing Private Permissions

A Private Permission allows a user to change the access rights for the current Item. The configured
Permission is unique to this single Item.
For example, an Identity (such as an auditor) may need access rights for a limited time. A private
permission can be set to allow the auditor temporary access to items.
The Private Permission imposes a new set of access rights to this item, which is different than the
default, and other permission sets, on an ItemType. The user creating the Private Permission must
belong to an Identity with Can Change Access set on the default permission to invoke this option.
If Permission of the item is changed later to the default or other Permission assigned to the ItemType,
the Private Permission is deleted.
To enable the use of private permissions for any ItemType, two factors must coexist. Allow Private
Permissions check box must be checked on the ItemType form and an identity must be granted Can
Change Access on the default permission.
Try it … Configure an ItemType to Allow Private Permissions
1. Navigate to Administration > ItemTypes and open the Design Request ItemType for viewing.
2. In the ItemType form, ensure Allow Private Permissions is enabled.

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Setting a Private Permission

To set a Private Permission, the Identity must first have the Can Change Access permission. Combined
with Allow Private Permissions enabled for the ItemType, you can choose between all related
permissions for the ItemType. This also allows you to create a new, private Permission set for one
instance of the ItemType.
Try it … Set a Private Permission
1. Create a new Design Request adding Administrators as the Owner and save it.
2. Click the More menu button, then click Permissions > Create Private to create a new Private
Permission for this Design Request.
3. Change the access rights by adding the Component Engineering Identity and give it both Get and
Can Discover Access.
4. Give the new Private Permission a name. Name it: Private Permission for DR-0000XX.
Where XX = your DR Number.
5. Click the Done button to save the new Permissions Item.
6. Return to the Design Request Item tab and click Done to save the Private Permissions with the
DR.

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Working with Teams

A Team is defined as a group of one or more Identities that are assigned as members. Each Identity that
is included in a Team can be assigned a Team Role that indicates the member’s responsibility for an
Item. A Team Role can then be assigned in a Permission to allow for dynamic security based on Team
membership. Teams and Team Roles can also be referenced in LifeCycle Maps, Workflow Maps, and in
most other situations where Identities can be used. Aras provides a standard set of Team Roles, but you
can also define your own.
In the example above, two Teams have been created and one is assigned to a Design Request. The
Mobile Products Team includes two members, assigned to the roles of Team Manager (Susan Harris)
and Team Member (Tom Chan). Another Team named Computing Products has been defined with
different Identities for the same Team Roles.
If a Permission is created that uses the Team Manager role – the Identity of that role is determined by
which Team was selected for the Item. Susan Harris is defined as Team Manager if the Mobile Products
team is selected for an item. John Young is the Team Manager if the Computing Products team is
selected instead.
Standard Team Roles include Team Manager, Team Member, and Team Guest. If a role is not assigned
to a member of a Team, they assume the Role of “Team”. If a group identity is assigned to a team role,
all members of the group receive the same permissions.
The system property team_id must be displayed on a Form to allow a user at runtime to select the
appropriate Team.

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Creating New Teams

A Team Item provides the following fields and relationship properties:
 Name The Name of the Team.

 Description The Details about the Team.

 Team Members Name An Identity that is defined as a member of the Team. This can
be a Group or Alias Identity.
 Role A Team Role. Can choose Team Manager, Team Member, or
Team Guest. If you leave it blank, the Identity assumes the
role of Team.

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Try it … Create a New Team

This exercise is required for the lab in this unit.
1. Navigate to Administration > Teams and create a new Team.
2. Enter Mobile Products for the Team Name and enter a Description.
3. On the Team Members relationship tab, assign Team Roles using the following values:
Identity Name Team Role
Susan Harris Team Manager
Tom Chan Team Member
4. Click the Done button.
5. Create another Team named Computing Products, and define the following members:
Identity Name Team Role
John Young Team Manager
Tom Chan Team Member
6. Click the Done button.

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Team Permissions
By creating Teams, you can supplement the robust security system provided in Aras Innovator. Team
Roles can be assigned to a Permission to enhance access to Items. The actual user that represents the
Team Role gains access based on the selected Team for an item.
Once Permissions are edited to include Team Roles, and the Team property is added to an item, access
for team members is enhanced.
In this example, the Design Request Permission has been modified to include both the Team Manager
and the Team Member roles with appropriate security rights based on their level of responsibility.
Try it … Assign Team Permissions
1. Navigate to Administration > Permissions and open the Design Request Permission for editing.
2. On the Access relationship tab, grant access to the following Identities using the values as
shown.

3. Click Done.

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Displaying the Team Property

The Property team_id is an Item Property and it can be placed on a form like any other property. Once it
is placed on a form, it can be used to select a Team for an Item.
Try it … Display the Team Property on the Design Request Form and Test Team Permissions
In this example, the Design Request Form is modified to allow for the selection of a Team. In addition,
we can check that Tom Chan, as a team member, doesn't get the permission to delete a Design Request.
1. Navigate to Administration > Forms and open the Design Request Internal Form for editing.
2. Using the Unused Properties drop-down list, add the team_id System property to the form.
3. Click Done.
4. To test: Create a Design Request item, enter William Hunt as the Owner.
5. Set Classification to Internal and choose the Mobile Products Team.
6. Click Done and take note of the Request Number.
7. Using a different browser, sign in as Tom Chan (tchan, innovator), a Team Member. Open a
Design Request search grid and click Search.
8. Right-click on the Design Request you just created and select More > Delete.
9. In the Confirm message dialog window, click Delete.
10. In the resulting Error message window, click OK.

11. You can logout (as Tom Chan) and close the browser.

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Secure External Access (SEA)

Secure External Access (SEA) with the Aras PLM Platform connects external partners to PLM data, while
providing highly secure access controls for IP. Conceptually, SEA provides direct data access, with no
artificial data packaging, allowing natural access to data and processes.
After appropriate access is granted by the main company’s IT administration, external users can access
items and files, update items and files, and participate in processes such as workflow and collaboration.
These three dimensions are Data Access, Data Location, and Client Access. Each of these represents a
specific capability of the Aras PLM Platform.
Data Access
The Data Access dimension involves the access granted to a user, based on the user’s authentication and
on controls defined on the data itself. There are three types of access control supported by the Aras
PLM Platform, which in order of increasing sophistication are: Standard permissions, Mandatory Access
Control (MAC Policy), and Domain Access Control (DAC).
• Standard Permissions: The Aras standard permission model is a form of Role Based Access Control
and sets permissions based on the user’s defined identities.
• Mandatory Access Control (MAC Policy): MAC Policy is the next level up and it is a form of Attribute
Based Access Control. This type of access control is commonly used by government organizations such
as the military. The basic premise of MAC Policy is that the clearance level of the subject (the user) must
meet or exceed the classification level of the item (object) being accessed.
• Domain Access Control (DAC Policy): The most sophisticated level of access control is a form of
Relationship Based Access Control, whereby security can be inferred based on the relationships of items
to other items, rather than being specified directly as in MAC Policy.

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Data Location
The Data Location dimension of SEA describes where the data that the external user accesses is
physically located, either inside or outside your company’s firewall. This configuration is implemented by
your IT department and dependent upon your business use cases. The choice for your configuration
tends to be strongly dictated by your corporate policy, which drives decisions about the other two
dimensions.
• Inside the Firewall – Single Database: Data is contained in a single database inside of the firewall.
• Outside the Firewall - Multi-Database: This approach involves setting up a separate Aras server and
database instance in a location outside the firewall. Either in an isolated network positioned between
the Internet and the private network) or in the cloud.
Client Access
Client Access defines the type of client front-end that you use to gain access to the system. Two
fundamental types of clients are predominantly used, although other types are possible.
• Standard Aras Web Client: Using the standard HTML client, suppliers and partners can make use of
full functionality within Aras Innovator.

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Password Policies
If you are not using External Authentication, then Password policies allow flexibility for administrators to
configure and maintain User passwords. System variables are used to specify password restrictions. In
addition, each Identity has some restrictions that can be independently applied such as aging and
history.
There are two Password settings for each user. Maximum Password Age indicates the password must be
changed after this specified number of days. Password History Length specifies how many old passwords
are saved and prevented from being used again when resetting a password.
You can view or change any of the following Variables.
User_pwd_symbols_min_number defines a minimum number of characters for a password.
-1 means there is no minimum number.
User_pwd_digits_min_number defines the minimum number of integers in a password.
-1 means there is no minimum number.
AccountLockoutThreshold_triesNum defines the number of incorrect password tries before an account
is locked out. Must be used with
AccountLockoutDuration_minutes.
AccountLockoutDuration_minutes defines the number of minutes before an account is released from
being locked out. Must be used with
AccountLockoutThreshold_triesNum.
Try it … View or Change Password Settings
1. Navigate to Administration > Identities and locate the alias Identity for Peter Smith.
2. Notice the available settings for Maximum Password Age and Password History Length.

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Summary
In this unit, you learned about how to implement the Aras Innovator security model.
You should now be able to:
• Create Permissions
• Create Private Permissions
• Assign Discovery Privileges
• Assign Team Permissions
• Assign Password Policies and Permissions

Review Questions
1. Can a Private permission apply to more than one Item?

2. How would you prevent someone from being able to search and see an Item in the search grid?

3. How can you block someone from the system after 3 failed logons?

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Lab Exercise
Goal
Refine the security of the Change Request ItemType to allow only certain users to perform specific
operations on new or existing Change Request Items.
Scenario
Refine the permissions for the Change Request ItemType.
Preparation
Before beginning this exercise, delete any existing Change Request Items you created in
1.
previous exercises. This will make it easier to see how making changes in security affects a user’s
ability to work in the system.
Permissions
1. Create a Permission named Change Request and configure the Permission as follows:

2. Click Done and open the Change Request ItemType for editing and replace the Default Access
permission you used earlier with the Change Request permission created above. Ensure you
select it as the Default permission.

3. Currently the Can Add security setting for the Change Request ItemType is assigned to the
World Identity. Replace the World Identity with the Engineering Identity. Ensure the “Can Add”
checkbox is selected for the Identity:

4. Click Done and attempt to create a new Change Request as an Administrator.

5. Use a different browser and log into Aras Innovator as Peter Smith (psmith).
6. Create a new Change Request with Peter Smith as the Owner and click Done.
7. Logout as Peter Smith.

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To make it easier for testing, we want to allow Administrators to also be able to add new Change
Requests to the system. You will need to log out and back in to see the permission added in the next
step.
1. Edit the Change Request ItemType to allow Administrators to create Change Requests.

Display the Team Property on the Change Request Form and Test Team Permissions
1. Open the Change Request form for editing, add the team_id property (Unused Properties),
move it to a desired location, and click Done.
2. Navigate to Administration > Permissions, open the Change Request Permission for editing, and
on the Access relationship tab, grant access to the following Identities using the values as
shown:

3. Click Done.
4. Create a Change Request item, add John Young as the Owner, add the Computing Products
team, click Done, and note the Request Number.
5. Using a different browser, sign in as Tom Chan (tchan, innovator), a Team Member. Open a
search grid, right-click on the Change Request you just created, and select More > Delete.
6. In the resulting Confirm message dialog window, click Delete.

7. Logout (as Tom Chan) and close the browser.

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Unit 10 Visualizing Data
Overview
In this unit, you learn how to present Item data to a user in an easily navigable format. Using a graphical
interface, you define and save complex reusable query definitions that retrieve property data from the
Aras Innovator database. Query results are then mapped to a configurable Tree Grid View (TGV) that
allows a user to visualize information in a hierarchical display. Knowledge of AML is not required to
create query definitions, though a basic understanding of the data constructs is helpful. You also learn
how to incorporate Effectivity Services into Product Engineering by creating and applying effectivity
scope and variables.
Objectives
• Review Existing Data Tools
• Create a new Query Definition
• Create and Use a Tree Grid View
• Enable Query Parameters

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Reviewing Existing Data Tools

Searches (both Simple and Advanced) use an XML-based language, known as Adaptive Markup Language
(AML). AML is converted to a Structured Query Language (SQL). An understanding of AML is not needed
to work with the Query Builder.
Aras Innovator contains pre-built views that allow data to be displayed in an expandable tree-structure
format. The Structure Browser, a top-down display and Where Used, a bottom-up display, shows all
items that reference the current item in context.
This unit shows you how to create custom queries that retrieve item data and their relationship data.
Users can then navigate from a source item to other related items or view items that are referencing the
current item. Query Builder will allow the creation of queries that can be used with Tree Grid Views,
Graph Navigation, and Access Control.

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Describing Query Builder and Tree Grid View

Query Engine

Query
Query
Definition
Builder Query Response
<AML>

Tree Grid Tree Grid Tree Grid

View View
Builder

Tree Grid Renderer 4 © 2022 Aras

Describing Query Builder and Tree Grid View

The diagram above outlines the basic steps involved in displaying data in a Tree Grid View.
An administrator first defines a Query Definition using the graphical Query Builder editing tool that
allows for the selection of items, relationships, and property data from the Aras Innovator database.
You create a separate Tree Grid View definition using the Tree Grid View builder to display the queried
data in a series of hierarchical rows and columns. You use property data retrieved from an associated
Query Definition to map to columns in the Tree Grid View. Please note that a Query Definition is
separate from a Tree Grid View and the Query Definition can be reused or used for other items such as
Graph Navigation.
The initial ItemType is the starting context item. When a user opens a starting context item, the Query
Engine retrieves the item data, which is then rendered by the Tree Grid Renderer, and displays the
resulting grid to the user.

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Describing the Query Builder Tool

Use the Query Builder to create reusable Query Definitions that you can then associate with one or
more Tree Grid Views or use with Graph Navigation.
Query Builder uses a graphical interface which allows an administrator to choose which
items/relationships/properties are retrieved from the database.
With Query Builder, you can:
• Select the property data to be returned
• Build queries that return related Items based on a relationship
• Build queries that return item data based on Item datatype properties
• Perform where used queries that return referencing items
• Perform recursive relationship queries on nested data

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Creating a New Query Definition

An administrator creates Query Definitions, found under the Configuration subcategory in the TOC.
The following fields display:
 Name The name of Query Definition.

 Context Item Type The root element of the Query.

 Description Remarks about the definition.

Try it … Create a New Query Definition

In this exercise, you create a Query Definition that you will use for a Custom BOM in a Tree Grid View.
1. Navigate to Administration > Configuration > Query Definitions and create a New Query
Definition.
2. Enter Part Custom BOM for the Name field, Part for the Context Item Type field and a
Description, such as: Return custom Part data using a database query.
3. Click Save.

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Selecting Properties
After saving the Query Definition, you enter the query-editing mode by clicking the Editor button in the
sidebar. Then you can select the property values to be retrieved for each ItemType by using the Editor.
You can add and remove properties at any time during the definition process. In this exercise, we define
which Part property values we want to be returned.
Select an item in the right pane and use the context menu to choose properties from the Query Element
or related Items and Relationships. Once selected, properties can be displayed and edited by hovering
over the property icon in the left pane.
Try it … Select Properties
1. Click the Editor sidebar button.
2. Select the first row (Part) in the right-side pane, right-click and choose
Edit Query Element > Selected Properties… from the context menu.
3. Use the Properties dialog to add the following properties to the query definition:
Part Number, Name, Cost, and id.
4. Click Save to accept the values which also closes the Query Element dialog box.
5. Click the Save button to save the Query Definition.

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Executing Queries
You can test a query definition at any time by using the Execute Query Action. The AML results of the
executed definition display in a Query Result window.
You can also specify Conditions and Parameters to filter the results. To supply a test condition, enter the
name of a property in the Conditions editor. The editor auto-fill prompts for properties defined on the
item.
The Conditions editor supports basic SQL evaluation including =, >, <>, LIKE, IS NULL, etc. You can also
create more complex statements using Boolean operators AND, OR, and NOT. A default Max Count of
100 displays in the Start Execution window to limit the number of test results.
You can save the query results as a file by selecting the Result as File checkbox before executing the
query.
Try it … Execute a Query
1. Make sure you saved the current query definition and then, from the More button, choose
Execute Query.
2. In the Conditions field, enter the following value:
Cost >= 5
3. Click the Execute button to start the query and display in results.
4. Close the Query Result window.

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Adding Related Items

9 © 2022 Aras

Adding Related Items

You can also add related data to a query. Select the ItemType in the right pane and use the Add Related
Item > Using Relationship… context menu option. A dialog window displays that allows you to select
from an existing relationship where the context ItemType is defined as the source of the relationship.
You can remove a selection at any time by selecting a row in the editor and choosing Remove Item from
the context menu.
Try it … Add Related Items
In this exercise, you work with the query by adding a relationship to create a custom Bill of Materials.
1. Right-click the Part row and choose Add Related Item > Using Relationship… from the context
menu.
2. Select the BOM relationship and then click the Add button to add the relationship to the query
definition.
3. Save the query definition.
Try it … Add Properties from the Relationship
1. Select the Part BOM relationship row (the second row), click the Properties button, add the
Quantity property, and click Save.

2. Save the query definition.

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Reusing Query Element Definitions

A powerful feature of the Query Builder is the ability to perform recursion over a collection of data that
is nested in the database. For example, the Bill of Materials for an assembly contains a list of parts which
may in fact be assemblies that represent a further collection of parts, etc.
The Reuse Query Element Definition feature allows you to automatically perform recursion over a
collection of data by reusing the same query definition repeatedly until no more data is found. Reuse
also means that you are reusing the assigned properties. The Reuse icon is visible to the left of the
selected row when the feature is enabled.
Try it … Reuse a Query Element Definition
If three rows are not visible, click to expand them.
1. Right-click the third row, the [[Part BOM].related_id = Part_1.id] Part_1 item and choose Reuse
Query Element Definition from the context menu.
2. In the Reuse Query Element Definition window, select Part (the first row), and click Add.
3. Save the query definition and then execute the Query Definition with the following condition:
[Part Number] = 'C4703A'
4. Close the Query Result window after viewing the results and click Done.

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Describing the Tree Grid View

The Tree Grid View control is a configurable user interface component that shows data using a
hierarchical view. Users can expand and collapse to show many kinds of items that are related to, or
from, a starting context item.
You first create the Query Builder Definition to retrieve the desired items. You can then map the related
data to a Tree Grid View to allow users to navigate easily through the returned results.
The query can go down through the defined child structure and up through the parent structure.

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Creating a Tree Grid View (TGV)

You can use a Tree Grid View to display data that is retrieved from a Query Definition. The TGV control
can be associated with a relationship tab or with a custom client control (using JavaScript code).
The Tree Grid View form contains the following fields:
 Name The name of the Tree Grid View. (It is best to limit the
name length to 26 characters.)
 Query Definition A definition that has been constructed using the
Query Builder.
 Context Item Type The ItemType of the starting context item. This is
provided by the selected Query Definition above.
 Description Comments about the Tree Grid View.

 Max Visible Children On The maximum number of Children to display when the
Expand Tree Grid View is expanded.
 Linked Toolbar/Context An optional Toolbar menu that has been created using
Menu the Configurable User Interface (CUI).
 Max Grow Levels The maximum number of levels to display when the
Tree Grid View is expanded.
 Auto Grow On Refresh When selected, automatically grow the Tree Grid View
upon clicking the Refresh button.

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Try it … Create a Tree Grid View

Create a Tree Grid View for the Custom BOM Query we created.
1. Create a new Tree Grid View from Administration > Configuration > Tree Grid Views.
2. Enter Part Custom BOM View for the Name field, Part Custom BOM for the Query Definition,
and a Description, such as: Display the data returned from the Query Definition in a table format.
3. Click Save.

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Adding Columns/Labels
Data can be displayed to the user in a table format using the Tree Grid View. You can create additional
columns to show the values of properties from the Query Definition. You decide which properties will
display in each column and label each column header with appropriate text. You can adjust the width of
each column by using the column slider.
The following options are available from the column context menu.
 Add New Column Adds (or inserts) a new column to the right of the
currently selected cell.
 Change Column Label Allows editing of the column header text.

 Remove Column Removes the currently selected column from the TGV.

Try it … Add Columns/Labels

1. Click the Editor sidebar button to display the Tree Grid View Editor.
2. Right-click on the Part Custom BOM View header and choose Add New Column from the
context menu.
3. Add two more columns for a total of 4 columns (one existing and three new).
4. Label each column, as follows, by right-clicking on each column heading and selecting Change
Column Label.
Part Number Name Cost Quantity
5. Save the changes.

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Mapping Elements
Exposing property values in a Tree Grid View requires mapping an element of the Query Definition to
the TGV control. All elements are unmapped by default. In the Tree Grid View Editor, select the row to
be mapped and then choose Map Element from the (right-click) context menu. To remove element
mapping, select Unmap Element from the context menu.
In the example above, the Query Definition retrieves Part items that are related to other Part items
using the Part BOM relationship.
To suppress elements that will not be mapped in the editor, choose Hide Unmapped Elements. For
larger Query Definitions this can make property mapping easier by eliminating rows that will not be
used.
Try it … Map Elements
Use this exercise to map all three rows of the Query.
1. Select all 3 rows, right-click, and select Map Element.
2. Save the Tree Grid View.

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Combining Rows
The Tree Grid View contains common configurable features to enhance the display and usability of the
view. One common configurable feature allows Query Definition rows to be combined so that property
data from more than one item can be displayed on a single row. To combine properties, you can use the
Ctrl key to select the rows to be combined, right-click, and choose Combine from the context menu.
When you combine rows, any settings you previously configured for displaying the properties in the cells
will be removed. We will configure the cell display settings after combining the rows.
Try it … Combine Rows
1. Combine both the Part BOM element (row 2) and the related Part element (row 3) by selecting
both rows, right-click, and choose Combine.
2. Select OK in the pop-up to continue.
3. Save the Tree Grid View.
Try it … Change the Icon
1. Right-click on the Part BOM --- Part (second) row and choose Change icon.
2. In the resulting Image browser window, select Images.
3. Since this row represents the Child Parts, find and select the Part icon.

4. Save the Tree Grid View.

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Cell Display Settings

Once a query element (row) is mapped, the properties of that element can be selected from the Query
Definition to display in the Tree Grid View. Use the Cell Display Settings editor to provide instructions
about what is displayed based on the Cell View Type selected. To configure a display setting for a cell,
select a mapped element row and cell, and choose Cell Display Settings from the context menu.
The Cell Display Settings editor contains the following fields:
 Cell View Type The Data type for cell display. Choices include Text, Decimal,
Date, Color, and Item.
 Text Template Text and property data to be displayed in the current cell.
Properties are always enclosed in curly brace characters {} and
use the syntax ItemType.propertyname. You can provide more
than one property expression in a cell as well as entering free
form text. For example, you can add a $ character to a Cost
property.
 Helper The Helper window shows you the properties that have been
configured in the Query Definition for the currently mapped
element. Double click on a property to add it to the Text
Template window.

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Try it … Configure Cell Display Settings

1. Select the first column of the first row, right-click, and choose Cell Display Settings to open the
Cell Display Settings dialog window.
2. Double-click the {Part.item_number} property in the
Helper section. Notice it now displays in the Text
Template section.
3. Click Save.
4. Repeat the previous steps for the Part BOM --- Part cell.
5. Repeat the steps to add {Part.name} in the Name column for both rows.
6. Repeat the steps to add {Part.cost} in the Cost column for both rows. Since the {Part.cost} refers
to currency in US Dollars, add a $ in front of each as shown here:

7. For the Part BOM --- Part row, right-click in the Quantity column, and choose {Part
BOM.quantity} from Cell Display Settings and click Save.
8. Click the Save button to save the Tree Grid View.

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Creating Item Links

You can enhance the Tree Grid View by changing a property value to a hyperlink. The user will be able to
click the link to open the item. The Text Template section still displays the item_number property.

Try it … Create Item Hyperlinks

Now let’s enhance the TGV by adding a hyperlink to the Child parts.
1. Open Cell Display Settings from Part BOM --- Part (second row)
2. Choose Item from the Cell View Type dropdown list.
3. For the ItemType Name field, enter Part.
4. Click in the Item Property field and then double-click the {Part.id} value in the Helper section to
select it as the hyperlink destination as shown above.
5. Click the Save button and then save the Tree Grid View.

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Setting Tree Grid View Usage

17 © 2022 Aras

Setting Tree Grid View Usage

Once a Tree Grid View has been configured, it is then assigned to an ItemType or a custom JavaScript
Method. The Set Tree Grid View Usage wizard steps you through the process of making the assignment
to generate the configuration.
The Define Starting Conditions screen allows you to provide starting property values to the underlying
Query Definition.
The summary screen shows the selections you have made. To make changes you would use the Back
button.
To remove a Tree Grid View from the targeted ItemType, use the Remove Tree Grid View Usage action
in the More menu. A list of current relationships is presented that use the view. Select the
relationship(s) to be deleted and click the Remove button.
Try it … Set TGV Usage
In this exercise, you run a wizard to create a new Relationship tab for our TGV.
1. Open the More… menu and select Set Tree Grid View Usage.
2. Select the Target Usage: Ensure Relationship Tab is selected and click Next.
3. Ensure the targeted Item Type (Used On) is Part and ensure that New (Relationship Name) is
selected, then click Next.
4. A default name for the relationship is provided. For the Label field, enter Part Custom BOM, use
the World identity, leave the Define Starting Conditions checkbox selected, and click Next.
5. Leave the id of the current Part item to populate the Part Custom BOM tab and click Next.
6. Click Generate to create the new relationship (and its associated new tab) on the targeted
ItemType.
7. When you see the Configuration Generated Successfully Screen, click Done.
8. Now click Done for the TGV.

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Results
To display a Tree Grid View, open an item based on the targeted ItemType and select the assigned
relationship tab that corresponds to the Tree Grid View.
Try it … Review the TGV Result
In this exercise, we look at part number C4703A.
1. Navigate to Design > Parts and open the Part Number C4703A for viewing.
2. In the Relationship accordion, select the Part Custom BOM tab and then expand the Part view
by clicking the Grow button.
3. When you are done, close the C4703A Part tab to clear the cached TGV data.

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Defining Query Parameters

Users cannot yet filter rows in the TGV. Administrators can create Parameters for Query Definitions and
use them as substitute variables in a Condition statement. The user can then supply criteria to filter the
results of a query. First define the Parameter, then you can use it when creating a Where Condition. The
Filter Condition icon becomes orange when a condition is applied to the row.
Try it … Define a Query Parameter
1. Open the Part Custom BOM Query Definition for editing and click the Editor button on the
sidebar.
2. On the Query Editor toolbar, click the Edit Parameters button.

3. In the Query parameters window, click the New (+) button to create a new Parameter.
4. Name the Parameter FilterCost (no spaces allowed) and the use the Label of Filter Cost >=
5. Click in the Default Value cell and in the Text Dialog window, enter a value of 5.
6. Close the Query Parameters window (by clicking the X) to accept the values, then save the
Query Definition.

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Try it … Map a Query Element to a Condition

In this exercise, you map a Query Element to a Condition. To use parameters in a Condition statement,
prefix the Parameter Name with a $ (dollar sign).
1. With the Part Custom BOM Query Definition still open for editing, expand the Part in the right
pane to display all three rows.
2. On the [[Part BOM].related_id=Part.id] element (the third row), click the
Filter icon in the left panel to open the Conditions dialog.
3. In the Conditions dialog window, ensure the Where Condition tab is selected and enter the
following value:
Cost >= $FilterCost
4. Save the Where Condition.
5. Save the Query Definition.

Working with the Query

If we were to try and view the Tree Grid View, after enabling the Parameter, we would get empty rows.
The child rows are still visible; however, they are empty because their cost value does not meet the
parameter criteria.

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Try it … Add a Qualifying Condition

In this exercise, we modify the Relationship portion of the Query, so that only results that meet the
Parameter condition are displayed.
1. With the Part Custom BOM Query Definition still open for editing, expand the Part in the right
pane to display all three rows.
2. For the second row of the query, click the filter icon in the left panel to open the Conditions
dialog.
3. In the Conditions dialog window, ensure the Where Condition tab is selected and enter the
following value.
Count(Part) > 0

4. Click Save.
Your result should look like this one:

5. Click Done for the Query Definition.

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Enabling Tree Grid View Parameters

To allow users to supply parameter values when a Tree Grid View displays, you must configure the
Parameter to be visible. The Map Parameters dialog window displays a list of parameters.
Once a Tree Grid View is configured with Parameters marked as visible, a user can click the Modify
Parameter button in the TGV Relationship grid to supply new filter values. The grid view is updated
when the user confirms the new value.
Try it … Enable a Tree Grid View Parameter
1. Ensure the Part Custom BOM Tree Grid View is open for editing.
2. Using the Editor toolbar, click the Show Parameter Mapping button.

3. On the FilterCost row, click to select the Visible checkbox and choose Decimal for the Data Type.
4. Click the Save (green checkmark) button to accept the values and close the Map Parameters
window, then click Done for the Tree Grid View.
5. Open Part C4703A, and verify you only see parts with cost >= the default value of $5.00 on the
Part Custom BOM tab.
6. Test the Cost parameter by clicking the Modify Parameters button and setting different values.
(For example, change the value to $2.00 or $10.00.)

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Summary
In this unit, you learned how to create a Query Definition that populates a Tree Grid View control.
You should now be able to:
• Review Existing Data Tools
• Describe the Tree View Grid
• Describe the Query Builder
• Create a new Query Definition
• Create a Tree Grid View
• Assign Tree Grid View Usage
• Enhance the Tree Grid View Display
• Enable Query Parameters

Review Questions
1. The Query builder creates reusable Query Definitions to retrieve data from the Aras Innovator
database.
What does the Query Definition use to return child items?

What does the Query Definition use to return parent items?

2. The Query returns data in which format?

3. Since users often want to see data returned from the database displayed in columns and rows,
what can you create to show results of a Query in a table format?

4. What must you do to elements of a Query Definition to expose property values in a Tree Grid
View?

5. An end user can influence the results displayed by setting a parameter value. As an
administrator, what do you need to configure to provide parameters?

6. How can you enhance a Tree Grid View to allow a property value to become a hyperlink to
another item?

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Lab Exercise
Goal
Be able to create a new Query Definition that references relationship and item property data and map
the query results to a Tree Grid View control.
Scenario
In this exercise, you will create a Query Definition that retrieves all referencing Change Requests for a
Customer and add a Customer Change Requests tab that displays the results.
Steps
Ensure you are logged into Aras Innovator as the Admin user.
Create the Query Definition
1. Create a new Query Definition item named Customer Requests, choose Customer as the Context
ItemType, enter a description, and save the changes.
2. Click the Editor sidebar button to begin to build the definition.
3. Right-click on the Customer ItemType (first row) and select Add Related Item > Using
Referencing Item from the context menu.
4. Select Change Request Customer (related_id) from the Add Related Item Using Referencing
Item dialog window and click Add.

5. To avoid a SQL error due to name length, on the Change Request Customer relationship (row 2),
select Change Alias from the context menu, enter Requests from Customer as the new alias, and
click the green checkmark to save the change.
6. From the Change Request Customer relationship (row 2: Requests from Customer), select Add
Related Item > Using Item Property from the context menu and choose the source_id property,
then click Add.

7. Select the Change Request element (row 3), and then add the following properties to the query
definition: (Change) Request Number, Classification, Title, and id.

8. Save the changes to the properties window.

9. Save changes to the Query Definition, select Execute Query from the More menu, and execute
the query.

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10. To see requests for only a single Customer, first ensure you have created a CR for a specific
customer.
11. Execute the query using that customer as a condition.
This example uses Customer EDA.
Name = ‘EDA’

12. Click Done on the Query Definition.

Create the Tree Grid View (TGV)
1. Create a new Tree Grid View named Customer Requests using the new Customer Requests
Query Definition, enter a description, and save the changes.
2. On the sidebar, click the Editor button, right-click on just the Change Request row (3) in the grid,
and select Map Element.

3. Add two new columns and configure the cell headings to show the Change Request Item
Number (Request Number), Title, and Classification as shown here:

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Configure the Cell Display Setting

1. Configure the Cell Display Setting to show the Change Request Item Number, Change Request
Title, and Change Request Classification as shown here:

2. Save the changes and then select Set Tree Grid View Usage from the More menu.
3. In the Set Tree Grid View Usage dialog window, select Relationship tab, and click Next.
4. Accept the Customer value for the Used On field, ensure the Relationship Name is set to New,
and click Next.
5. For the Label field, you can enter: Change Requests.
6. For the Access identity, you can enter: Component Engineering.
7. Click next, accept the Starting Conditions by clicking Next, and click Generate.
8. When the TGV is generated, click Done in the dialog window, then click Done on the TGV.
• Before you can test the results, you must open the Customer ItemType for editing, set the Default
Structure View setting to Tabs On, and click Done.

Test and Modify the Query Definition and the TGV

1. Edit some existing Change Requests, replacing the related Customer to all be the same
customer.
2. Also, ensure that each CR has a Type (Classification: Defect or Enhancement) assigned.
3. Navigate to Portfolio > Search Customers, open for viewing the Customer you added to the
Change Requests, and view the results on the Change Requests tab.
4. Return to the Customer Requests Tree Grid View and make the Change Request Item Number a
hyperlink to the referenced Change Request item.

5. Click Save in the cell Display Settings dialog window, then click Done.
6. Open the same Customer and test the Hyperlink for the Change Requests Relationship TGV.

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Overview
In this unit, you learn how to create and assign Extended Properties to one or more ItemTypes using
Extended Classes. Extended Properties remove some of the restrictions imposed by standard Properties
and allow for greater control over security.
Objectives
• Define Extended Properties and Classes
• Explain the responsibilities of the Classification Administrator
• Create Extended Properties and Classes
• Create and Manage Extended Classification Trees
• Set an xClass/xProperty private Permission

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Implementing Extended Classification

Extended Classification (xClassification) is a supplemental feature to standard classification. Remember
that standard classification allows you to further describe what kind of item is being created and to
assign class path properties that align with that type of item (e.g., Part/Component or Part/Assembly).
Standard classification only works within a single ItemType, and standard Properties cannot be shared
across multiple ItemTypes.
However, Standard classification still has its own benefits not available through xClassification, like
different Lifecycle States, Permissions, History Templates, and so on.
Extended Classification compliments standard classification by allowing you to create Extended Classes
that can be arranged in hierarchical trees and assigned to multiple ItemTypes. Extended Properties can
then be assigned to one or more Extended Classes, which allows you to share a property definition
across multiple ItemTypes as well.
Extended Classification also offers more security features including the ability to configure who can
classify, unclassify, or even see classifications of an item, as well as support for individual property level
security.
In this unit, you learn how to create and maintain Extended Classes and Extended Properties, and you
classify items using these classes and properties.

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Describing Extended Properties

Extended Properties supplement the standard Properties we discussed earlier in the course. Unlike
standard Properties, Extended Properties (referred to as xProperties) are created in a global pool and
can be assigned to multiple Extended Classes (referred to as xClasses) in a hierarchical tree. Extended
Classification Trees can be created which are assigned to one or more ItemTypes.
This flexibility removes many of the constraints of standard classification classes and properties and
provides additional features for securing and finding data.
Implicit xProperties
Implicit xProperties are assigned to xClasses in an xClassification tree. xClassification trees are then
assigned to one or more ItemTypes. You learn how to create and manage implicit xProperties in this
unit.
Explicit xProperties
Explicit xProperties are assigned directly to one or more ItemTypes. Explicit xProperties are designed to
be used by programmers familiar with the Aras AML language and are outside the scope of this course.

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Defining Implicit xProperties

Implicit xProperties give a Classification Administrator the flexibility to assign groups of common
characteristics/properties to Items of different ItemTypes. Unlike standard ItemType properties,
Extended Properties can be shared across many Item Types and grouped into logical collections. An
xProperty is defined in a global pool and is then associated to one more xClasses in an xClassification
Tree.
xClassification Trees reference and organize the Extended Properties into a hierarchical class structure
which allows for xProperty inheritance.
Extended Properties and Extended Classification are beneficial to:
• Manage properties across multiple ItemTypes
• Group properties into logical collections (xClasses)
• Provide property level and xClassification tree level security using xProperty permissions.

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Comparing Classification Terms

To distinguish between the terms used with standard classification, a prefix of “x” is prepended to the
terms relevant to extended classification.
xProperty
Defines data to be stored in the database. Implicit xProperties are not associated directly with a single
ItemType but reside in a global pool.
xClass
A classification of an item that references associated xProperties for that class.
xClassification Tree
A collection of xClasses arranged in a hierarchical tree (root, branch, leaf). xClassification trees are then
assigned to one or more ItemTypes.
xClassPath
Location of an xProperty in an xClassification tree.

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Configuring Extended Classification

Creating and administering xProperties and xClasses requires the user to be a member of the
Classification Administrators Identity. Members of this group are not required to have full system
administration privileges. Classification Administrators are typically considered power users who have
specialization in their industry or field of engineering and an awareness of the attributes needed to
define and qualify parts.
Members of this group can specify unique permissions for each xProperty and can also specify who is
able to classify or unclassify items.
Try it … Grant Classification Administrator Privileges
1. Login as an Administrator and navigate to Administration > Identities.
2. Edit the Identity named Classification Administrators, add John Young and Susan Harris as
Members, and click Done.

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Reviewing xClass Example

In this example, you want the ability to classify Parts and Manufacturer Parts using the same
xClassification Trees. You will create xProperties and build xClassification Trees, then assign them to the
ItemTypes. The Inventory Tracking xClassification Tree and xProperties have already been created in the
training database.
xClassification Trees
xClassification Trees consist of one or more xClasses that are arranged in a hierarchy. In this example,
we will work with three xClassification Trees – Inventory Tracking, Fastener, and Electrical. The Fastener
and Electrical xClassification Trees each contain two additional leaf classes, which further categorize
these types.
xProperties
xProperties are then assigned to each of the xClasses as shown by the arrows. Note that an xProperty
can be assigned to the root level or any leaf xClass level. In this example, xp-voltage is assigned to the
root level xClass of the (Electrical) tree, so Capacitor and Resistor will also have access to that property.
Note that xProperties can also be shared among different xClasses (e.g., xp-isocertified).
ItemTypes
Finally, xClassification Trees are assigned to one or more ItemTypes to allow end users to classify Items
using the provided classifications.

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Creating Extended Properties

A Classification Administrator creates Extended Properties (xProperties). Much like standard Properties,
xProperties may also be configured with the following attributes:

 Name The name always begins with the characters xp- to distinguish it
from standard Properties.
 Label The Label text displayed for this xProperty on a Form and in
grids.
 Column Alignment Text alignment of the xProperty value.

 Column Width Display length of the xProperty value.

 Private Permission Additional security at the property level.

Behavior
 Required When set as Required, the value of the xProperty cannot be a
Null value in the database.
 Indexed xProperty values are stored in a database table named
xp.xPROPERTYVALUES and the database column can be part of a
database index to improve query performance.
 Read Only When set as Read Only, the value displays greyed out on the
item form and cannot be changed by an end user.
 Track History Property value changes are included in the Item History (audit
trail).
 DataType Type of xProperty data (String, Integer, List, Item, etc.).

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 Length Length of String data.

 Precision Decimal – total number of digits.

 Scale Decimal – number of places after decimal point.

 Pattern Date formats and input formatting.

 Default Value xProperty value on new item.

 Data Source List/Item datatype source.

Try it … Create Extended Properties

Please note that the x-property xp-iso_certified created here is also required for the lab.
1. One of the xProperties you create requires a list; therefore, navigate to Administration > Lists,
and create a new List Item named Material and provide the following label/values:
Label Value Sort Order
Zinc Zinc 10
Steel Steel 20
Plastic Plastic 30
2. Click Done and log out.
3. Login as a Classification Administrator (John Young or Susan Harris) and navigate to Extended
Classification > xProperties.
4. Create four new Extended Properties providing the following settings:
xProperty Data Data
Label Precision Scale
Name Type Source
ISO
xp-iso_certified Boolean
Certified
xp-length Length cm Decimal 4 2
xp-size Size cm Integer
xp-material Material List Material
5. Make sure you click Done for each xProperty.

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Creating xClassification Trees

An xClassification Tree defines one or more xClasses, which are arranged in a multi-level hierarchy to
allow for top-down xProperty inheritance. An xClassification Tree must define one root xClass (top level)
and can have multiple leaf xClasses.
A new tree must be saved to the database to display the Editor button in the sidebar.
The xClassification Tree is configured with the following attributes:

 Number Identifying number for the classification.

 Name/Label Name and Label text displayed in the UI for this classification.

 Description Descriptive comments.

 Restrict Selection to When selected, end users can only choose one xClass from this
a Single Class tree for each Item. Disabling this flag allows a user to assign
multiple xClasses from this tree to a single Item so that
properties from all the selected xClasses are available on the
Item.
 Restrict Selection to When selected, end users can only classify an item using a leaf
Only Leaf Classes subclass in the xClassification Tree.

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Try it … Create an xClassification Tree

1. Navigate to Extended Classification > xClassification Trees and create a new xClassification Tree
with the following values:
xClassification Restrict to Only Restrict to a
Name Label
Tree Number Leaf Classes Single Class
F-100 Fastener Fastener Checked Checked
2. Save the xClassification Tree definition Form.

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Creating an xClassification Tree

The xClass Tree is created using the xClassification Tree editor, which is visible after clicking Save on the
Form. Every tree has a root level xClass with the same name as the xClassification Tree name. From the
root level, you can create and manage additional leaf (subclasses) in the tree using the editor.
Try it … Configure the xClassification Tree
1. On the Fastener xClassification Tree definition Form, click the Editor button in the sidebar.
2. Click the Insert toolbar button (or right-click and select Insert Sub-class).
3. Name and label the first sub-class as: Screw.
4. Repeat Step 2, Naming and Labeling the second sub-class as: Washer.
5. If you make a mistake, use the Delete or Edit toolbar buttons to make corrections.
6. Click Save.

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Assigning xProperties
Once the necessary root and leaf xClasses are established, you can assign xProperties to each xClass.
Also, you can override certain xProperty values when they are assigned to an xClass. End users see the
override xProperty values when they classify an item.
xProperties display in the order they are added to the xClass. To change the display order, click in the
Reorder column and drag the row up or down.
Try it … Assign xProperties
1. Select the Fastener root level xClass, click the New Relationship button, and assign
the xp-material xProperty.
2. In the Default Value column, click the Override Switch, and set the default value to Steel.
3. Again, click the New Relationship button (for the Fastener xClass), and assign the xp-
iso_certified xProperty.
4. Click the Override Switch in the Default Value column and set the default value to 0 (zero).
5. Save the x-Classification Tree.
6. Click the Screw xClass and notice that the inherited root level xProperties display with a gray
background.
7. Click the New relationship button to assign the xp-length xProperty to the Screw xClass.
8. Click the Override Switch in the Label column to change the Label Length to Screw length cm.
9. Click the Washer xClass and notice that the inherited root level xProperties display with a gray
background. Click the New relationship button to assign the xp-size xProperty.
10. Click the Override Switch in the Label column and change the Label of Size cm to Bolt size cm.
11. Click Save.

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Assign xClassification Tree to ItemTypes

You assign xClassification Trees to one or more ItemTypes. Once assigned, all the properties of the
xClassification Tree can be set by the end user creating or editing items of these ItemTypes.
Try it … Assign xClassification Tree to ItemTypes
1. Click the Form button on the side bar to display the form for the F-100 Fastener xClassification
Tree.
2. On the Item Types relationship tab, use the Add ItemTypes button to select the Part and
Manufacturer Part ItemTypes.
3. Click Done.

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Defining Item Classification Permission

The ability to classify, unclassify and determine if an item is classified is defined by an Item Classification
Permission. This permission is assigned to the xClassification Tree for each ItemType associated with the
xClassification Tree.
The Access tab of the Permission item contains the following columns:

 Name Identity to assign permission rights.

 Can Classify Members of the assigned Identity can assign an xClass to an

item.
 Can Unclassify Members of the assigned Identity can unassign an xClass on a
previously classified item.
 Can Get Is Classified Members of the assigned Identity can query if an item is
classified with an xClass.
Try it … Change Access for Item Classification Permissions
1. Navigate to Extended Classification > Item Classification Permissions.
2. Open the pre-defined permission named Part World for editing.
3. Remove Can Classify and Can Unclassify for the World Identity.
4. Now, add Classification Administrators.
5. Add Can Classify, Can Unclassify, and Can Get Is Classified to the Classification Administrators
identity.
6. Click Done.

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Defining xProperty Value Permission

Access to xProperty values is controlled by an xProperty Value Permission item. This permission is
assigned to the xClassification Tree for each ItemType associated with the xClassification Tree.
The Access tab of the Permission item contains the following columns:

 Name The Identity to assign permission rights.

 Get Members of the assigned Identity can see the value of an xProperty.
The word Restricted appears in the place of the value if a user does not
have Get access.
 Update Members of the assigned Identity can assign or change the value of an
xProperty.
 Can Change Members of the assigned Identity can set a private permission on an
Access xProperty.
Try it … Change Access for an xProperty Value Permission
1. Navigate to Extended Classification > xProperty Value Permissions.
2. Open the pre-defined permission named Part All Users for editing.
3. Remove Update access for the World Identity.
4. Now, add Classification Administrators with the Get, Update, and Can Change Access rights.
5. Click Done.

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Assigning Extended Classification Permissions

xProperty Value Permissions and xClassification Permissions are assigned using the context menu on the
Item Types tab of an xClassification Tree. Each ItemType may have a different set of Permissions. The
context menu can be used to select an existing Permission or create a new one.
Try it … Assign Extended Classification Permissions
In this exercise, you select existing permission sets.
1. Open the F-100 Fastener xClassification Tree for editing.
2. In the Item Types relationship tab, right-click on the Manufacturer Part, select Pick xProperty
Value Permission from the context menu, and choose the Part All Users permission.
3. Repeat this process for Part ItemType.
4. Again, right click on Manufacturer Part, select Pick Item Classification Permission from the
context menu, and choose Part World.
5. Repeat this process for Part ItemType.
6. Click Done.

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Adding xClass Form Control

A reserved xClass control is available in the Form editor toolbar to allow users to classify, unclassify, and
assign property values. Editing the Form requires full admin rights and is not part of the scope for a
Classification Administrator.
The Form editor shows the xClass control as a representation of what the control will look like to an end
user to help you with placement. The actual size of the control differs depending on the number of
configured xClasses for the ItemType.
Try it … Add a New xClass Control
1. Logout, then login as an Administrator. Navigate to Administration > Forms and open the
Manufacturer Part Form for editing.
2. Click the New xClass toolbar button and position the xClass control on the Form.
3. Click Done.

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Classifying Items with xClasses

Once an ItemType has been configured to support xClasses, an end user can classify an item based on
their permissions. If a Classification Administrator modifies the xProperty definitions and/or
xClassification Trees after they have been assigned to Items, those changes are propagated to the
existing items.
The available xProperties display in the xClass control on the Form to allow data entry of values.
To Unclassify an Item
To unclassify an Item, lock an item for editing and click the Unclassify Item icon (X) to remove the
classification.
To Reset Values or Assign a Private Permission
To Reset xProperty values or Assign a Private Permission, click the icon (three vertical dots) to the right
of an xProperty to reset the value back to its default value. (The default value could be empty.)
Once reset, you can also assign a Private xProperty Value permission.
Try it … Classify an Item
1. Navigate to Sourcing > Manufacturer Parts and create a new Manufacturer Part.
2. Enter FPW-10 as the Part Number and Flat Washer as the Name.
3. In the xClass control, click the Classify Item icon to display the available xClasses.
4. Click the Expand All button to display the entire xClassification Tree.
5. Select Washer and click the green checkmark.
6. Expand the Washer xClass, select Zinc for the Material, and enter 10 for the Bolt size cm.
7. Click Done.

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Assigning Private Permissions

Access to xProperty values is normally configured using xProperty Value permissions that are assigned to
an xClassification Tree. An xProperty inherits the Permissions from the xClass to which it is attached
unless a different xProperty Permission is set.
To allow an xProperty to have a Private Permission, both of the following configurations must be set.
• The end user must be granted the Can Change Access right on an xProperty Value Permission
item assigned to the ItemType in the xClassification Tree.
• The xProperty must also be configured with the Private Permission Behavior of Any.
Try it … Allow Private xProperty Permissions
1. Navigate to Extended Classification > xProperties and open the xp-material xProperty for
editing.
2. In the Private Permission Behavior field, choose Any.
3. Click Done.

Try it … Assign a Private xProperty Permission

Add a private permission for the Material xProperty on the Manufacturer Part Number FPW-10.
1. Navigate to Sourcing > Manufacturer Parts and open for editing the FPW-10 Flat Washer.
2. Expand the Washer xClass, click the selection button to the right of the Material xProperty, and
select Permissions > Create from the context menu.
3. Name the xProperty Value Permission: Material-PP.

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4. We want Engineering to be able to both Get and Update the Material xProperty value for this
Manufacturer Part. Add the Identities, and set the following values for this new xProperty
Private Permission:

5. Click Done.
6. Return to the (FPW-10) Manufacturer Part and click Done to save the new private permission
relationship.

Try it… Test Private xProperty Permissions

Test the private permission by logging in as members of different group identities.
1. Using a different browser, log in as Tom Chan, who is not a member of a group with permission
to update the xProperty values.
2. Find and open for editing the Manufacturer Part FPW-10, Flat Washer.
3. Expand the Washer xClass, change the material to Plastic, and click Done.
4. Dismiss the message window, click the Discard button, and log out.
5. Log in as John Young or Susan Harris, members of the Engineering group, and open for editing
the Manufacturer Part FPW-10, Flat Washer.
6. Change the name to Flat Plastic Washer and set the Material accordingly.
7. Click Done and logout.

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Summary
In this unit, you learned how Extended Properties and Extended Classes are used to classify an item.
You should now be able to:
• Define Extended Properties and Classes
• Explain the responsibilities of the Classification Administrator
• Create Extended Properties and Classes
• Create and Manage Extended Classification Trees
• Set an xClass/xProperty private Permission.

Review Questions
1. What are the benefits of using Extended Properties and Classes?

2. How do you configure a user to be a Classification Administrator?

3. What are the responsibilities of the Classification Administrator?

4. What are two permissions that must be configured for each ItemType associated with a
Classification Tree?

5. An xProperty name must always begin with what characters?

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Lab Exercise
Goal
Be able to create xClasses and xProperties to support Extended classification.
Scenario
In this exercise, you create several new xProperties and assign them to a new xClassification Tree. You
then assign the xClassification Tree to the Part and the Manufacturer Part ItemTypes.
Steps
1. As an Administrator, create a new List item named Resistor Types, provide the following entries,
and click Done.
Label Value
Fixed Fixed
Variable Variable
Thin Film Thin Film
2. Navigate to Extended Classification > xProperties and create four new Extended Properties.
Property Name Label Data Type Data Source Precision Scale
xp-voltage Voltage Decimal 6 2
xp-tolerance Tolerance Decimal 6 3
xp-resistor_type Resistor Type List Resistor Types
xp-capacitance Capacitance Decimal 4 2
Note: Please create the x-property named xp-iso_certified if you did not build it with the instructor
earlier.
Property Name Label Data Type Data Source
xp-iso_certified ISO Certified Boolean
3. Create a new xClassification Tree using the following settings:
Number E-100
Name Electrical
Label Electrical
Description Classification Tree used for Parts and Manufacturer
Parts
Restrict Selection to Only Leaf Checked
Classes
Restrict Selection to a Single Class Checked
4. Save the configuration.
5. Click the Editor sidebar button and create two new Sub-classes in the Electrical xClassification
Tree named Resistor and Capacitor.

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6. Using the xClassification Tree Editor, assign the xp-voltage, xp-tolerance, and xp-iso_certified
xProperties to the root Electrical xClass.

7. Assign the xp-resistor_type xProperty to the Resistor sub-class.

8. Assign the xp-capacitance xProperty to the Capacitor sub-class.

9. Click the Form sidebar button to display the xClassification Form and add the Part and
Manufacturer Part ItemTypes to the ItemTypes relationship grid.

10. Right click on each ItemType to pick both the Item Classification Permission and xProperty Value
Permission. Select the existing Part All Users xProperty Value permission and Part World Item
Classification permission and apply to each ItemType.
11. Click Done.
12. Create or edit some Parts/Manufacturer Parts and classify them with the new xClass /Sub-class.

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Unit 12 Defining Lifecycle Maps and
Versioning
Overview
In this unit, you learn how to define Lifecycle maps for an ItemType and how to control how a user
promotes an Item through a Lifecycle. You also learn how to control Item versions and how to configure
different behaviors when related Items are versioned.
Objectives
• Identify the Lifecycle States
• Define Lifecycle Transitions
• Create a Lifecycle Map for an ItemType
• Define Lifecycle State Permissions
• Promote an Item through Lifecycle States
• Configure and View Item Versions
• Define Versioning Behavior

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Describing a Lifecycle Map

A Lifecycle map is a series of states (i.e., stages, gates, or milestones) that an Item traverses during its
existence. Most business processes define high-level stages to track the progress of an object in a
Lifecycle map.
An item can only have a single state at any given time. The example above uses three Lifecycle States.
Please note that it is important to control permissions access for each Lifecycle State.
Every Lifecycle map has a Starting state and Transitions that define the connection between two states,
the promotion path.
Each Lifecycle Transition includes a role: The Identity that can promote to the next Lifecycle State.

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Creating a Lifecycle Map

There are two steps to configure a Lifecycle map for an ItemType:
• Define the Lifecycle Map
• Assign the Lifecycle Map to the ItemType
Try it … Create and Configure an ItemType Lifecycle Map
1. Login as an Administrator (your student login) and navigate to Administration > Life Cycle Maps.
2. Create a new map and enter Design Request in the Name field.
3. In the Map canvas, right-click and add the following States to the Lifecycle map.
• New (renamed from Start)
• Submitted
• In Technical Review
• Approved
• Rejected
• Incomplete
• Canceled
4. Click Save.

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Lifecycle States
Items must go through all the appropriate Lifecycle states as designed in the Lifecycle map. The
following fields define a Lifecycle State:
 Name The Name of the State in the Lifecycle map. If you supply a label, it displays to
the user instead of the name and can be localized for foreign languages.
 Image A Custom image for the state.

 Released Signifies the Item is released and should be revised to the next major revision
if versioning is supported for the Item. The Lifecycle map is also reset to the
first Lifecycle state.
 Not Lockable The Item is not editable while in this State.

 State State Permissions overrides any default ItemType Permissions while in this
Permissions State. The permission persists until another state sets another permission.
State permissions must also appear as allowed permissions on the ItemType
definition to work correctly.
 Workflow The State starts a Workflow.

 History Allows the History Template defined on the ItemType to be overridden by this
Template defined template. For the override to work correctly the original ItemType
must have a History Template defined.
 Configure E-Mail Allows email messages to be sent when this state becomes current on an Item.

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Try it … Set Specific State Settings

In this exercise, you set the In Technical Review state to Not Lockable to prevent editing and set the
Approved state to Released.
1. Select the In Technical Review state and in Item Settings, click to select the Not Lockable
checkbox.
2. Select the Approved state and in Item Settings, click to select the Released checkbox.
3. Click Save.

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Lifecycle State Permissions

If desired, each state in a Lifecycle map can have a different permission set. Different permission sets
guarantee that appropriate access to all items can be set as items progress through a lifecycle process or
are promoted to a state that should have restricted access.
Carefully consider the permissions for each Lifecycle state. If there are no State permissions assigned,
the permissions from the previous state continue to be in effect.
Try it … Configure a Permission on a Lifecycle State
In the Design Request solution, Engineering can promote a request to the Incomplete state when there
is missing information on the form. At Incomplete, we want to make sure that the owner can input the
missing information, but that All Employees can only view the form. If an issue arose so that the owner
was not available, the Administrators group should be able to change permissions for a single request.
1. Navigate to Administration > Permissions and create a new permission named
Incomplete Request.
2. Set the permissions as shown here and click Done.

3. Return to the Design Request Lifecycle map.

4. Select the Incomplete state in the map canvas and in the Items Settings area, choose the new
Incomplete Request permission for the State Permission field.
5. For all other Lifecycle states, set the State Permissions to Design Request permission.
6. Click Save.

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Lifecycle Transitions
The following fields define a Lifecycle Transition:
 Role The Identity that can interact with this Transition (Promote).
 Server Methods Custom server Methods you create to provide custom behavior
before and after this transition.
 Get Comment Presents a dialog box to the end-user when a promotion occurs to
capture user remarks.
 Configure E-Mail Configures message(s) to send when this transition occurs.

Try it … Create Transitions and Provide Roles

1. Connect each State with a Transition, as follows:
a. Right-click on a state (the from state) and select Add Transition.
b. Move the mouse pointer on the next state (the To state) and click.
This action adds a transition from the From state to the selected To state.

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2. Add a breakpoint in the Transitions between the Submitted and the Incomplete States to make
the diagram mode readable.
a. To add a break, right-click on a transition arrow and select Add Break.
b. Drag the transition line as required.

3. Add another Transition from Incomplete to Submitted.

4. Provide the Role identity for each Transition, as follows.
From State To State Role
New Submitted Owner
Submitted Incomplete Engineering
Incomplete Submitted Owner
Incomplete Cancelled Owner
Submitted In Technical Review Engineering
In Technical Review Approved Engineering
In Technical Review Rejected Engineering
5. Click Done.

Try it … Associate an ItemType with a Lifecycle Map

1. Open the Design Request ItemType for editing.
2. Click the Lifecycles relationship tab and add the Design Request Lifecycle map.
3. Click Done.

A Lifecycle map can use the classification subclasses if the ItemType is configured with a Class Structure.
The Class Path value represents the classification subclass.

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Viewing an Item Lifecycle Map

To view an Item Lifecycle map, open an Item, and select Life Cycle from the Navigate menu.
Try it … Create a New Item and View the Lifecycle Map
1. Logged in as an Administrator (your student login), navigate to Product Management >
Development > Design Requests, create a new Design Request item, set Administrators as the
Owner, click the Done button, and note the Design Request number.
2. Click the Navigate button and select Life Cycle to view the Lifecycle map.
Notice the current state (New).
3. Promote the Item to the next Lifecycle state by choosing the Submitted state from the drop-
down list (if not already selected) and clicking the Promote button.
4. The State field on the form now displays Submitted.
5. Using a different browser, sign in as an Engineer (Peter Smith, John Young, or Susan Harris),
open the Design Request for viewing, and continue promoting the Item until it reaches its end
state (Approved).
6. Sign out.

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Promoting an Item from the Search Grid

You can use the context menu (right mouse click) to promote an Item from the
Search Grid.
Try it … Promote a Design Request to Incomplete
In this exercise, create a Design Request to demonstrate only the Owner can promote it to Submitted
and edit the item in the Incomplete state.
1. Sign in as Tom Chan (who is not a member of Engineering), create a New Design Request item,
set Tom Chan as the Owner, and click Done.
2. Promote the Design Request to Submitted, and then attempt to promote it to Incomplete.
3. Sign out and sign back in as an Engineer (Peter Smith, John Young, or Susan Harris) and promote
the Design Request item to the Incomplete state.
4. Attempt to open the Design Request for editing.
5. Leave the Design Request in the Incomplete state, sign out, and close the second browser.

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Item Versioning
major_rev is the Version Property used for major changes. It is controlled by business rules that cause
the Version to increment when changes are made to an Item in its Released state.
minor_rev is reserved for custom programming.
Generation (version) is an Integer Property that automatically increments from Aras Innovator core
processes and rules. A new generation is created whenever an Item Is Claimed and Saved. When an Item
is Unclaimed, no additional edits can be made to the current generation.
Lifecycle map is a customer-defined sequence of States and Transitions used as a primary driver for
business rules. All Items are defined to be in one State within their specified Lifecycle map. Flags defined
for each State determine Item behaviors.
Lifecycle Start State is the State within the Lifecycle map that has specifically been designated as the
starting point for the Lifecycle map. When a new Item instance is created, it is automatically set to the
Start State. When Versioning is enabled, the Item is set back to its Lifecycle Start State when its Revision
is incremented.
Lifecycle Release State is a State within the Lifecycle map that has specifically been flagged as a
Released State. There may be more than one Released State in a Lifecycle map, but when an Item that is
in the Released State is versioned, its major_rev is incremented, it is set to its Lifecycle Start State, and
its Revision is incremented.
Promote is an action performed by a user to change the state of an Item. It assigns another State from
the same Lifecycle map that is connected by the Transition between the two states.
Edit and Done is a set of actions used to initiate and save changes to Items resulting in Versioning when
Automatic Versioning is activated on an ItemType. Edit and done actions explicitly affect the Generation
and the major_rev of an Item.

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Configuring Item Versioning

Open the desired ItemType and select Versionable as true. The next time an Item is edited and saved
after being unclaimed, a new generation of the Item is created using the Automatic discipline.
If the Manual discipline is selected, a user decides when the next generation of the Item is created. The
generation is not created automatically.
Try it … Investigate ItemType Versioning
1. Logged in as an Administrator, navigate to Administration > ItemTypes and open the Part
ItemType for viewing.
2. Notice the Versionable checkbox is checked to enable ItemType versioning.
3. Notice the Discipline is set to Automatic, which increments the generation of an Item.
4. Notice the Revisions is set to Default which dictates how each revision will be labeled.

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Configuring the Major Revision

Revisions are simply sequences defined in the system as a Revision. The sequence is added to a Revision
ItemType separated by a space. The sequence can be any set of numbers and/or characters; it is the
whitespace that defines the separation. The sequence is read from left to right top to bottom and can be
up to 1024 characters long. It is common to skip revision letters like I and O to avoid confusion with the
numbers 1 and 0.
Try it … Create a Major Revision Sequence
1. Navigate to Administration > Revisions and create a new Revision named
Alpha Major Rev.
2. In the Revisions field, enter in a sequence of letters, such as Aa Ab Ac Ad Ae Af, etc., using a
space character to separate.
(Feel free to Copy and Paste this sequence: Aa Ab Ac Ad Ae Af Ag Ah Ai Aj Ak Al Am An Ao Ap Aq
Ar As At Au Av Aw Ax Ay Az Ba Bb Bc Bd Be Bf Bg Bh Bi Bj Bk Bl Bm Bn Bo Bp Bq Br Bs Bt Bu Bv Bw
Bx By Bz)
3. Click Done.

Caution
Create a Revision Item rather than modifying the existing Default Revision. The Default Revision is used
internally as you develop a solution and could cause problems with Aras Innovator if modified.

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Viewing Versions
Each time a versioned Item is unclaimed, then edited and saved again, a new generation is created.
Every generation creates a new row in the ItemType table with a unique Id and the generation property
is incremented by one. An Item also maintains a property named config_id. The config_id property
contains a 32-character hexadecimal value that remains constant throughout the entire span of an
Item's existence. Regardless of how many generations of an Item are created, the config_id is common
across all generations. This is how the system maintains traceability of an Item.
Try it … View a Version
1. Navigate to Design > Parts and create a new Part.
2. Type in some property values and click the Done button.
3. Click the Edit button and make a change to one of the property values.
4. Click the Done button once again.
5. Click the Navigate button and select Versions from the menu.
6. In the Item versions dialog window, choose the previous version (generation 1) to view.
7. Click Splitscreen to display both versions side by side.

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Versions and Lifecycle Maps

When a versionable Item is promoted to a state with the Released Item Setting set to true, two
behaviors occur when the item leaves the Released state either by manually revising or creating an ECO.
• The Lifecycle map is reset to the starting State.
• The Major Revision is incremented based on the Revision sequence.
In the simple example above, an Item is created (the Open Lifecycle state) and displays as Revision A –
Generation 1 in the Preliminary state.
The Item is then edited (saved and unclaimed) and shows as Revision A – Generation 2 in the same
Preliminary state.
Then, the current version of the Item is promoted to the In-Review state. In this example, we have set
the state Permissions to prevent editing while an Item is In Review.
Again, the current version of the Item is promoted, now to a state named Resolved.
The next time the Item is edited (Edited, Saved, and Unclaimed) the version is incremented to Revision
B, Generation 3, and the current state becomes Open for the new version.

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Versioning Related Items

Versioning a single unrelated Item is straight forward, as we have seen. A new generation of the Item is
created each time the Item is edited and then saved.
The behavior becomes more complicated when the versioned Item is related to other Items in the
database. Should the other Items still relate to the next generation? What if a related Item is edited –
which version shall be related to its Parent Item?
Four behavior rules for related Items can be set on a RelationshipType, an Item Property, or a Lifecycle
state.
Item Behavior is a property that sets behavior on the connection between source item, or parent, and
the related item, or child. Keep in mind that an Item Behavior property is defined on the
RelationshipType as well (see RelationshipType Item Behavior). These settings work together to control
the configuration of source and related items.
Versioning Behavior rules:
• Fixed: Points to a specific version of a related item, e.g., at the time when it was added to the
relationship
• Float: Always points to the current version of the related item
• Hard fixed: Points to a specific version of a related item, this behavior cannot be changed at a
later point (e.g., a certain life cycle state)
• Hard float: Points to the current version of a related item, this behavior cannot be changed at a
later point (e.g., a certain life cycle state)

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Configuration Behavior - RelationshipType

RelationshipType behavior for related items can be set on a RelationshipType using the Behavior drop-
down list.
This rule sets the behavior property on the instance of a Relationship ItemType when it is created.
Try it … Set the Behavior for a Relationship Type
1. Open the Design Request Document RelationshipType.
(Administration > Relationship Types > Design Request Document.)
2. Whenever a Design Request Document is updated, we want the new version of the document to
be related to the Design Request; therefore, ensure the Behavior is set to Float.
3. If you made edits, click Done.

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Configuration Behavior – Lifecycle State

Each Lifecycle state can be configured with an Item Behavior by selecting the behavior from the drop-
down list on the state Item Settings.
If Item Behavior is set for a Lifecycle state, it takes precedence over the RelationshipType behavior that
may be defined for the Relationship Item.
Try it … Set the Lifecycle State Behavior
We want the behavior for each Lifecycle state to be Float unless the Design Request is being reviewed or
is released. Once a DR is being reviewed or is released, the behavior should be Fixed.
1. Open the Design Request Lifecycle map for editing.
2. Set the Behavior to Float for the following Lifecycle states: New, Submitted, and Incomplete.
3. Set the Behavior to Fixed for the following Lifecycle states: In Technical Review, Cancelled,
Approved, and Rejected.
4. Click Done.

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Float Behavior Related Item Versioned

If a Lifecycle state behavior is set as Float, when a related Item is revised to a new generation, the
source Item points to the newest version of that Item.
1. In this example, a Design Request was created, and a relationship is established to a Document
Item at Revision A – Generation 1.
2. The Document Item was then edited, and a new revision was created (Revision A – Generation
2).
3. The Design Request Document relationship floats to the highest revision of the Document
(Revision A – Generation 2).

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Fixed Behavior Related Item Versioned

If a Lifecycle state behavior is set as Fixed, when a related Item is revised to a new generation, the
source Item continues to point to the existing version of that Item.
1. In this example, a Design Request is created, and a relationship is established to a Document
Item at Revision A – Generation 1.
2. The Document Item was then edited, and a new revision was created (Revision A – Generation
2).
3. The Design Request Document relationship remains fixed to the existing Document revision
(Revision A – Generation 1).

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Float Behavior Source and Related Item Versioned

This example demonstrates when both a Source and Related Item are versioned.
1. In this example, a Design Request is created, and a relationship is established to a Document
Item at Revision A – Generation 1, and the Lifecycle state behavior is set to Float.
2. The Design Request is then revised (Revision A – Generation 2). Since there are no other
Document Items, the relationship to Document A -1 continues.
3. A user then creates a new revision of the Document Item (Revision A – Generation 2). The
Design Request (Revision A – Generation 2) now floats to the newer Document Item (Revision A
– Generation 2).
Note, however, that the original Design Request (Revision A – Generation 1) remains related to
Document Item Revision A – Generation 1. The relationship behavior of Design Request Revision A –
Generation 1 to Document Item Revision A – Generation 1 is set to Hard Fixed to maintain this
configuration for this version. This behavior is in accordance with the CM2 standard.

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Fixed Behavior Source and Related Item Versioned

This example presents the same scenario as the previous page. However, since the Lifecycle state
behavior is defined as Fixed, Design Request Revision A – Generation 2 remains Fixed to Document Item
Revision A – Generation 1.
1. In this example, a Design Request is created, and a relationship is established to a Document
Item at Revision A – Generation 1, and the Lifecycle state behavior is set to Fixed.
2. The Design Request is then revised (Revision A – Generation 2). Since the relationship is Fixed,
the relationship to Document Item A -1 continues.
3. A user then creates a new revision of the Document Item (Revision A – Generation 2). The
Design Request (Revision A – Generation 2) stays fixed to the original Document Item (Revision
A – Generation 1).

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Summary
In this unit, you learned how to define a Lifecycle map for an Item as well as version Items in the
database. You also learned about related item behaviors when connected Items are revised.
You should now be able to:
• Identify the Lifecycle States
• Define Lifecycle Transitions
• Create a Lifecycle Map for an ItemType
• Define Lifecycle State Permissions
• Promote an Item through Lifecycle States
• Configure and View Item Versions
• Define Versioning Behavior

Review Questions
1. What triggers a new Major Revision for an Item?

2. What is the purpose of a Lifecycle transition?

3. Where is Item behavior (e.g., float, fixed) configured as it relates to related Items?

4. What takes precedence?

5. How can I compare two versions of the same Item?

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Lab Exercise
Goal
Be able to define a Lifecycle map for an ItemType and promote an Item through the Lifecycle map. Be
able to define relationship behaviors based on the requirements of the situation. Set an appropriate
permission for when the request reaches the In-Validation state.
Scenario
In this exercise, you create a Lifecycle map for the Change Request ItemType. You review the
relationship behavior between the Change Request Item and related Parts to support a fixed or float
versioning scheme.
The following Lifecycle map has been determined for the Change Request:

Defining the Lifecycle

1. Create a new Lifecycle map named Change Request and use the graphic above to draw the map.
2. Provide the Roles as shown above for each transition.
3. Provide the following settings for each state:
Lifecycle State Released Not Lockable Item Behavior
Preliminary No No Float
In Validation No No Float
In Review No No Fixed
Approved Yes Yes Fixed
Cancelled No Yes Fixed
Rejected No Yes Fixed
4. Click Done for the Change Request Lifecycle map.
Note that each transition requires an Identity to allow promotion.
5. Open the Change Request ItemType for editing and add the new Lifecycle map you created to
the Change request ItemType.
6. Use a different browser, login as a member of the Engineering identity (John Young, Peter
Smith, or Susan Harris), and create a new Change Request.
7. Assign the logged in Engineering member as the Owner.
8. Promote the Change Request testing the Lifecycle transitions you created.
You can view the Lifecycle map from the CR to view the Roles you need for each Promotion
(Transition).
9. Logout of the second browser and close it.

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Configure a Permission on a Lifecycle State

In the Change Request solution, the Owner can promote a request to the In-Validation state when it is
being verified and validated. At In Validation, we want to make sure that both the Engineering and the
Change Specialist I role can make edits to the form if necessary while All Employees can only view the
form. If an issue arose, the Administrators group should be able to change permissions for a single
request at the In-Validation state.
1. Create a new permission named In Validation Request and set the permissions as follows:

2. Click Done, return to the Change Request Lifecycle map, and select the In Validation state in the
map canvas.
3. In the Items Settings area, choose the new In Validation Request permission in the State
Permissions field.
4. Set the In-Review state to Not Lockable.
5. Click Done for the Lifecycle map.
The permission assigned to the Change Request as a default is used when an item is at the Preliminary
State. The new permission is used when an item is promoted to In Validation. Since no other
Permissions are set for later states, the In Validation permission persists since we do not want edits after
Validation.
Working with Versions
1. Open the Part ItemType for editing.
2. Locate the generation property in the Properties tab and uncheck (clear) the Hidden and
Hidden2 columns and click Done. This allows you to see the generation property in the search
grid and relationship grids.
3. Create a new Part Item and set the Assigned Creator and Designated User to Administrators.
4. Click Done.
5. Edit the Part and make a small change to the Name property.
6. Click Done.
7. Promote the Part to the Released state.
8. Review the versions of the Part by selecting Navigate > Versions.

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Defining Relationship Behavior

Next, you observe how relationship behavior can affect the connection to a versioned Item.
1. Create a new Change Request Item adding Administrators as the Owner.
2. On the Relationship grid, add a new part using the New Part button.
3. Click Done and note the generation number of the new Part in the relationship grid.
4. Navigate to and open the same new Part for editing and then click Done (to create a new
generation of the Part).
5. Now return to the Change Request Item you created previously and notice the new Generation
number in the Parts Relationship grid for the part.
6. Promote the Change Request to the Cancelled state.
7. Now create a new generation of the attached new Part outside of the Change Request by
navigating back to Design > Parts and make some edits to the part.)
8. Click Done and return to the Change Request, refreshing the data.
Notice the old Generation number in the Parts Relationship grid for the part.

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Unit 13 Creating a Workflow Map
Overview
In this unit, you review a Workflow Map and learn how to create a new Workflow Map that incorporates
Activities and Paths. You assign the Workflow to an ItemType and test the new process.
Objectives
• View and create a Workflow Map
• Assign a Workflow Map to an ItemType
• Define an Activity Template
• Create and Configure Workflow Paths
• Assign an Activity to an Identity
• Create a Task
• Define Activity Variables

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Creating a Workflow Map

To define a new workflow for an ItemType, you must create a Workflow Map. The Workflow Map
determines who receives tasks and assignments and how voting decisions affect which path to take in a
process.
Name
Defines the name of the Workflow Map.
Description
Allows you to provide details about this map.
Process Owner
Used to define ownership of the resulting workflow process. The Process Owner is important in
escalation strategies and has the authorization to cancel a running workflow.
Try it … Create a Workflow Map
1. Navigate to Administration > Workflow Maps and create a new Workflow Map.
2. Provide the Name, Description, and Process Owner as shown below:
Name Design Request
Label Design Request
Description New Product Design Request Process Flow
Process Owner Administrators
3. Save the new workflow map.

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Adding New Activities

Activities dictate which assignments and tasks are created from a Workflow Process. Think of each
Activity as an action someone (or the system) must take to continue the workflow process. To add an
activity (node) to the Workflow map, right-click on the Workflow Canvas, select Add Activity from the
context menu, and then provide a Name for the Activity in the Activity Template. Activities can also be
added by using the context menu on an existing Path.
Try it … Insert New Activities
1. With the Design Request Workflow Map open for editing, insert a new Activity by right-clicking
on the Go path and choosing Insert Activity from the context menu.
2. Name and label the new Activity node as: Verify Request.
3. For the Design Request Workflow Map, add the following additional activities and arrange as
shown above.
Review Request
Perform Tech Review
Approve Request
Provide Missing Info
Cancel Request
Reject Request
(Rename the End node)
4. Click Save.

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Adding New Activity Paths

Workflow paths connect workflow activities to form a process to follow. The Path Label becomes a
Voting option for the workflow activity participants. If the Path Label field is not used, then the Path
Name displays instead.
Try it … Add Activity Paths
1. To add an Activity Path, right-click on an Activity and choose Add Path from the context menu.
2. Then, position the mouse pointer on another Activity and click to form the connection.
3. Provide a name for the path in the Workflow Path Template.
4. Add Activity Paths with the suggested settings as shown below:
Go From Start to Verify Request
Verified From Verify Request to Review Request
Submit to Tech Review From Review Request to Perform Tech Review
Approve From Perform Tech Review to Approve Request
Reject From Perform Tech Review to Reject Request
Cancel From Provide Missing Info to Cancel Request
Incomplete info From Review Request to Provide Missing Info
Resubmit to Review From Provide Missing Info to Review Request

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Adding Breaks in Activity paths

Remember you can right-click an activity path to add a Break point.

Try it … Add a Break

A break allows you to bend an Activity Path to provide a more readable display.
1. Right-click on an Activity Path and select Add Break from the context menu, dragging the break
dot to form a bend in the path.
2. For the Design Request Workflow Map, add a break to the Resubmit to Review path as shown in
the above diagram.
3. You can also move a path name by selecting and dragging it.
4. Save the Workflow.

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Defining the Activity Template

The following fields are used to define the Activity Template:
 Name The Name of the Activity.

 Label The Multilingual label for internationalization.

 Message The Multilingual message to display to the user in the

Assignment.
 Expected Duration The number of days used to calculate the due date of the activity
which is equal to the activity start date plus the expected
duration days entered. For example, if the activity starts on June
1 and the expected duration entered is 6, the due date is equal to
June 7.
 Timeout Duration The number of days used to trigger escalation events after the
due date. If blank, then escalation begins on the due date based
on the Expected Duration.
 Reminder Interval The amount of time between reminder messages calculated
backward from the calculated due date of the activity. Used in
conjunction with the Reminder Count. For example, assume an
activity starts on June 1 and is due on June 7 based on an
Expected Duration of 6 days. If the Reminder Interval = 2 with a
Reminder Count = 2 then a reminder will be sent on June 5 and
June 3.
 Reminder Count The number of reminder messages to be sent. The Expected
Duration must be greater than Reminder Count * Reminder
Interval.

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 Managed By An identity that can make changes to the Assignment list of a running
activity. For example, you could assign Peter Smith as the Managed By
ID of the In-Work activity on the Design Request workflow. This means
he could view the running workflow of a Design Request and edit the
Assignment(s) on the In-Work activity.
 Role This field is used in conjunction with the Managed By Identity described
above. If left blank, the Managed By Identity of an Activity can edit the
Assignment list and choose anyone in the system for reassignment. If a
role is provided, the user is restricted to reassigning the activity to only
members of that role.
 Escalate To The Identity that is notified when an Activity is escalated, i.e., when it
becomes overdue, when it is refused, or when no decision was
achieved through voting. When there is no identity specified,
assignments are escalated to the Process Owner. If no Process Owner
Identity is specified, the assignments escalate to the Creator of the
Workflow Process.
 Subflow The workflow map to be instantiated as a subflow. An Activity will not
be considered complete until its subflow is complete. The exit path
from an activity that represents a subflow is typically marked as the
Default Path.

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Additional Activity Template Configuration

The following additional fields are used to define the Activity Template:
 Start Activity The first activity to be executed when the workflow begins.

 End Activity End Activity closes the workflow process. There can be more than
one End Activity in a workflow.
 Automatic This activity has no user interaction and completes automatically.
Activity
 Can Refuse Allows a user to refuse this activity.

 Can Delegate Allows a user to delegate this activity.

 Consolidate It groups assignments of the same type into a single assignment.

Delegated
 Wait for All Does not activate until all input paths connected to this Activity have
Inputs been completed. If not checked, then the first path that is voted on
moves the item through the workflow process. The votes of the
remaining paths, if/when voted - are captured but they do not affect
the workflow process since the first Vote moved the item through to
the next Activity.
 Wait for All Force a delay until all votes are in, even if a path reached is already >
Votes 100.

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Start and End Activities

It is common to have a single start activity on simple workflows. This supports consistency for
automating business processes using a workflow. However, multiple start activities are supported for
more complex processes.
Any activities that are set as “End Activity” will cause the workflow process to end whether all
assignments have been completed or not. Once a path is voted upon to progress to an “End Activity”, all
remaining assignments are removed from the InBaskets of assignees. The Workflow Process Lifecycle
state is promoted to a Closed state.
Try it … Set Start and End Activities
1. On the Activity Template for Start, ensure that the Start Activity and Automatic Activity are set
for it. (They should have been set by default.)
2. Set the three ending nodes (Approve Request, Reject Request and Cancel Request), to an End
Activity.
3. For the Approve Request activity, click the Select an image… link and use the green checkmark
image (Innovator tab > Images folder).
4. Select the Cancel Request activity and change the Icon to the red X image.
5. Save the Workflow.

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Automatic Activity
An Automatic Activity requires no user interaction and completes automatically if the Automatic Activity
checkbox is selected (true).
• Automatic activities must have a Default Exit Path.
• Automatic activities cannot have any Required Tasks or use Password/E-Signature
Authentication.
• The Start Activity is an example of an Automatic Activity.
Try it … Define an Automatic Activity
1. For the Design Request Workflow, set both the Approve Request, Reject Request and Cancel
Request activities to Automatic Activity (checkbox selected).
2. For the Approve Request, Cancel Request, and Reject Request activities, uncheck the Can
Refuse and Can Delegate checkboxes.
The following activities should now all be set to Automatic: Start, Approve Request, Reject
Request, and Cancel Request.
3. Save the Workflow.

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Creating an Assignment
Assignments are used to define who will perform an operation in a workflow. Assignments can be Voted
on, Delegated, Refused, and Automatically Escalated. Assignments display in users InBaskets. The
following fields define an assignment:
 Name The Identity to receive an assignment. Note that aside from any
Identity, Team Roles are also supported as Workflow Assignments
(Team, Team Manager, Team Member, Team Guest) but the Voting
Weight distribution may differ.
 Required At least one member of a Group identity must complete this
assignment (regardless of other voting rights).
 For All This option applies to Team Roles or group identities assigned to this
Members activity; if false, only one member of the group identity must complete
and vote on the activity, which then automatically removes this activity
from the other group members' InBaskets. If true, all members
complete and vote on the activity and it is assigned equal voting
weight, with the cumulative weight equal to the assigned voting
weight.
 Voting The percentage of the vote for this assignment. For a path to be
Weight selected, it must reach at least a 100% vote.
 Escalate To If the assignment is refused or rejected it goes to this identity. If no
identity is specified, then the Activity Template Escalate To identity
receives this assignment.

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Try it … Create Assignments for all Activities

To create assignments for Activities, click on a Node and locate the Assignments relationship tab. Add a
new Assignment relationship by clicking on the Add Identities button.
1. For the Design Request Workflow, use the following values to add Assignments to each node:
Assignments
Workflow Activity Name Required For All Voting Weight
Members
Start No Assignments, because Start is an Automatic Activity
Verify Request Owner No No 100
Review Request Engineering No No 100
Perform Tech Review CRB No No 100
Provide Missing Info Owner No No 100
Approve Request No Assignments, because Approve Request is an Automatic Activity
Reject Request No Assignments, because Reject Request is an Automatic Activity
Cancel Request No Assignments, because Cancel Request is an Automatic Activity
2. Save the Design Request Workflow Map.

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Defining Voting Weight

Each Assignee receives a task in their InBasket for a Workflow Activity and selects an Exit Path using the
Assignment Voting Dialog. Each Assignee is given a value or weight for an Exit Path vote, and this is used
by the system to determine which path is to be taken. The system Path computation has a combined
definition of the Activity and Workflow Map Path.
For path selection to occur, it must reach at least a 100% vote or more. For example (as shown above),
assuming no Default and no Override Path is set, the two Identities have 50 as a Voting Weight.
Therefore, both identities are required to agree for any Path to add up to 100. Once 100 (or greater) is
reached, that Path is followed.
In this example, For All Members is not selected for any group assignment, so only a single member's
vote from a group is needed.
If 100 cannot be determined after all votes, then escalation occurs on this activity. This behavior can be
adjusted.

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Wait For All Votes

Wait For All Votes does not close an activity until all assignees have voted. Many times, the outcome of
a vote is obvious before all votes are in; however, this option forces delay until all assigned votes are
gathered.
Alternatively, the Wait For All Votes flag can be used to interactively follow multiple outgoing paths or
branches. Exit Paths for an Activity calculate after all votes are gathered. Once gathered, multiple Exit
Paths may contain weights of greater than 100. In this case, as with an automatic default path, all Exit
Paths with a weight greater than 100 are followed, creating a branch in a Workflow Process.
In the example above, there are three assignees each with a Voting Weight of 100. If the Wait For All
Votes flag is not set - an exit path is followed immediately on the first vote since it is >= 100.
Note
Be aware that if the Wait For All Votes flag is selected, accrued weights could be 200 for Exit Path
Approve, and 100 for Exit Path Reject. In this case, both the Approve and the Rejected Paths are
followed.

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Assignments For All Members

Assignments For All Members applies to Team Roles or Group Identities assigned to an activity. If false, a
single member of the Group Identity must complete and vote on an activity, automatically removing this
activity from other group members' InBaskets. If true, all members of the Group complete and vote on
an activity and are assigned equal voting weight with the cumulative weight of all equal to the Group
Assignment Voting Weight.
Voting Weight is calculated at runtime. Notice the Engineering Group has a Voting Weight of 100 and all
its members must vote. The Voting Weight is divided by the total number of members in the group. If
the Engineering Group had 5 members, each user would have a Voting Weight of 20.
Note
Voting Weight is distributed evenly but it is rounded up. If there are three members of a group identity
assigned a weight of 100, each member will get a weight of 34. This may not work as expected when
there are more than a dozen members. (For example, 13 and 14 members both result in a weight of 8.)

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Creating a Task
Use Tasks to provide some instruction on what work needs to be accomplished to complete an
assignment.
The following fields define a task:
 Sequence
The order of tasks in the assignment voting dialog.
 Required
A task must be completed to complete the assignment.
 Description
Task instructions.
Try it … Create Tasks within a Activity
1. Locate the Tasks relationship tab for an Activity node and create a new Task relationship.
2. For the Design Request Workflow, add the Task values shown below to the Review Request
Activity.
Sequence Required Description
1 Yes Verify the Product Division and Product Type selected
2 Yes Fully describe the product request
3 No Set Change Type
4 No Notify the Lead Engineer
3. Save the Workflow.

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Refusing an Assignment
If an Activity allows an Identity to refuse an assignment, an escalation of the assignment begins.
If an Assignment is actively refused, it escalates directly to the Assignment Escalate To Identity. If the
Escalate To identity is blank on the Assignment, then the system looks for an Escalate To Identity on the
Activity Template. The assignment continues to be escalated, if necessary, to the Workflow Process
Owner. If all other Escalate To Identities are blank, the system notifies the Creator of the Workflow Map.

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Delegating an Assignment
A user can delegate an assignment to another valid Identity in the system.
Consolidate Delegated
The Consolidate Delegated flag is useful when one activity is delegated to the same Identity several
times. Normally, the targeted user would receive multiple assignments to perform the same operation.
For example, an activity has three Assignees each with a Voting Weight of 40. When the Activity
becomes active, each Assignee gets a task in their InBasket. Assignee One and Assignee Two both
delegate to Assignee Three.
For this example, if the Consolidate Delegated flag is NOT checked, Assignee Three receives three
identical assignments - each with a Voting Weight of 40. One is their own assignment and the other two
were delegated from Assignees One and Two. Assignee Three must now open each assignment
individually and vote a total of three times for the system to calculate a Path.
If the Consolidate Delegated flag is used, Assignee Three sees only one assignment in their InBasket with
a Voting Weight of 120 and only needs to vote once.
Another benefit of the Consolidate Delegated feature is in the timing of the vote. If Assignee Three in
the above example already voted – when Assignee One and Assignee Two delegate their votes later -
the system automatically consolidates their votes (and their weight). Assignee Three does not have to
process any further assignments.

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Defining Activity Variables

Use the Variables tab to define additional variables that prompt the user for more information in the
voting dialog and are captured in the database. The following fields define an Activity Variable:
 Sequence The Order of variable prompt in the voting dialog.

 Name The Name of the variable.

 Type The Data type of the variable.

 Source The Data Source of the variable (if reference data type).

 Default The preset value to show to the user.

Value
 Required The voting dialog cannot be completed unless a value is entered for this
variable.
 Hidden Do not show the variable (for programmatic use only).

 Label The Multilingual string for internationalization.

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Activity Variables
Developers can use variable values collected during voting to programmatically steer workflows down
certain paths or to call subflows.

Try it … Create an Activity Variable

1. Create an Activity Variable by selecting the Review Request Activity, opening the Variables
relationship tab, and clicking the New Activity Template Variable button.
2. For the Review Request Activity, add the following variable:
Activity Variable
Review Request Sequence 1
Name Select Change Type
Type List
Source Change Types
Default Value None
Required No
Hidden No
Label Change Type
3. Save the Workflow.

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Configuring Activity Paths

Use Activity paths to indicate how each Activity interacts with each other in a workflow.
 Name The Name of the Path.

 Authentication Require a Password/E-Signature – does the user require

authentication to move forward in the process?
 Label The Multilingual string for internationalization.

 Default Path This path will be followed if no cumulative voting weight reaches
100 for a single path.
 Override Path If this path is chosen when voting on an activity, no additional votes
are collected and this path is followed.

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Using Authentication on Paths

If Authentication is selected on an Activity Path, the process user will need to provide credentials to the
system to move forward.
Authentication requires the user to enter a Password or an e-Signature. A vote is not completed until
validation is established.
If Password Authentication is selected for a path, end users will need to provide their Aras Innovator
password to process the assignment.
An e-Signature is separate from a password. E-signature is a user-controlled password maintained by the
user, not an Aras Innovator Administrator or IT password. This allows complete control over an
e-Signature by each User. Aras Innovator E-Signatures pass requirements for Military Standards and the
Medical Device Industry (21 CFR Part 11).
E-Signatures
• Users manage their own e-Signature from the User Menu by selecting Preferences > Change E-
Signature.
• To change an e-Signature, the user provides the current signature (if it exists) and a new
signature.
• If a user is setting the e-Signature for the first time, leave the old signature blank.

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Using a Default Path

The Default Path setting serves two purposes in a workflow.
The primary purpose is to define a Path for a workflow to follow when no cumulative Voting Weight
reaches 100 or more for a single Path from an Activity. Normally, the process will escalate (using the
Escalate To Identity set in the Activity Template) if there is no majority decision. To avoid escalation, you
can define one or more of the Paths following an Activity as the Default Path. Once all votes have been
tallied, if any one path does not have a weight of 100 or more, it can be designated as the default path.
If more than one path is marked as Default, then the workflow follows the parallel paths.
The other purpose of Default paths is to indicate an exit path for Automatic activities. At least one Path
following an Automatic Activity must be defined as the Default path. If multiple paths are marked as
Default, all default paths are followed. Multiple default paths are often used with an Automatic Activity
to support branching (parallel processing) in a workflow.
Try it … Set Default Path after Automatic Activity
1. For the Design Request Workflow map, select the Go Activity Path that follows the Start Activity,
and verify that the Default Path is checked.
2. Save the Workflow.

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Override Path
Use Override Paths to potentially make a workflow more efficient. If a user chooses an Override path, no
additional votes are collected for the activity, and processing continues using the Override path.
Override paths take precedence over the Wait For All Votes option.
In the example above, the Incomplete Info path is configured as an Override Path. If any assignees
choose this path, any votes for Submit to Tech Review are ignored and the Provide Missing Info activity
is invoked.
Try it … Set an Override Path with Authentication
1. For the Design Request Workflow map, on the Incomplete Info path, select the Override Path
checkbox.
2. For the Authentication field, select Password.
3. Click Done.

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Wait for All Inputs

Wait For All Inputs is used to control when the workflow will activate an activity if two or more paths are
connected on the inbound side of the activity.
In the example above, the Order Approved activity has Wait For All Inputs selected. The activity will not
be reached until all the Approve paths are processed.
Conversely, if Wait For All Inputs is deselected, then the first path that is processed activates the next
Activity (Order Approved in this example) and moves forward. The votes of the remaining paths sit in
their respective InBaskets, and the votes of the remaining paths are captured (if voted) but they do not
affect the workflow process since the first Vote moved the item through to the next Activity.

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Assigning Workflow to ItemType

Before a workflow can be executed as an Item process, it must be associated with an ItemType. An
ItemType can be linked to more than one Workflow Map. If the default box is checked, a Workflow
Process item is automatically instantiated when creating a new item of the corresponding ItemType.
When an ItemType has a LifeCycle state:
• You should consider instantiating the Workflow from a LifeCycle state.
• Also, Workflows are intended to work with non-versionable Items. Remember that each
controlled Item is associated with a Workflow Process Item. Supporting multiple versions of
Items with attached Workflow Processes can cause unexpected results.
Try it … Assign a workflow to an ItemType
1. Navigate to Administration > ItemTypes and open the Design Request ItemType for editing.
2. Locate the Workflows relationship tab, click the Add Workflow Maps button, and add the Design
Request Workflow map.
3. Set the Default option to true.
4. Click Done to save and establish the relationship.

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Try it … Test the Workflow

1. Signed in as an Administrator (your student login), test the workflow by creating a new Design
Request Item.
2. Assign Administrators as the Owner.
3. Complete the assignments through to Approved for the Design Request using My InBasket.
• As the Owner, Verify the Design Request.
• As an Engineering identity, complete the required tasks, select a Change Type, and vote
Incomplete Info.
• As the Owner, vote to Resubmit to Review.
• As an Engineering identity, complete the required tasks, select a Change Type, and vote
Submit to Tech Review.
• As a member of the CRB (PE Student), perform the Tech Review and vote to Approve.

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Summary
In this unit, you learned how to create and configure a new Map.
You should now be able to:
• View and create a Workflow Map
• Assign a Workflow Map to an ItemType
• Define an Activity Template
• Create and Configure Activity Paths
• Assign an Activity to an Identity
• Create a Task
• Define Activity Variables

Review Questions
1. What is the difference between a Workflow Map and a Workflow Process?

2. How do I configure an assignment so that all users belonging to a Group Identity must complete
and vote on the activity?

3. How can you create a parallel branch in a Workflow?

4. What must follow an automatic Activity?

5. What two forms of authentication are available to restrict who can complete an assignment?

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Lab Exercise
Goal
Be able to define a new Workflow Map and configure activities with assignments and tasks. Be able to
create transition paths between activities.
Scenario
In this exercise, you create the basic Workflow Map for the Change Request Workflow.
Requirements
The following requirements have been established for the first phase of the Change Request Workflow.
Draw the workflow below before attempting to create it as a Map.
1. Once a user creates a Change Request and assigns an Owner, the owner should receive an
InBasket assignment to recheck the request before submitting it for verification/validation and
review. If the Owner cancels the request the process should end. If the Owner attempts to
cancel the order, the Owner must provide their e-Signature password.
2. If the Owner submits the request to verification/validation, it should be sent to the Engineering
group so that any member can verify the request. At the same time, a member of the Change
Specialist I Identity should receive an assignment to validate the request.
3. Once both the verification and validation activities are completed, the request should then be
submitted to the CRB group for the final review.
4. A member of the CRB must either Approve or Reject the request which ends the process.
Draw the Workflow Diagram:

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Steps
1. Create a new Workflow Map named Change Request using the diagram you drew above as a
guideline. You will need to create new Activities and connect them with Transition Paths. Name
the Activities and Paths using the suggested names in the following table.
2. Set the Process Owner as Administrators.
3. Define the Assignments as follows:
Activity Name Assignment Identity Tasks (all required)
Confirm Request Owner None
Cancel Request
Branch
Verify Request Engineering Review reason and ensure all fields completed
Validate Request Change Specialist I Validate cost estimate.
Review Request CRB Enter any recommendations in the provided field.
Approve Request
Reject Request
4. Apply the settings so that the Branch activity should split when the reaches it and then process
both the Verify Request and Validate Request activities in parallel.
5. The path from Confirm Request to Cancel Request should require an e-Signature.
6. Apply the settings so the Review Request Activity assignment is not reached until the Verify
Request and Validate Request activities have been completed.
7. None of the Activities should allow Refusal except for the Review Request. If the Review Request
is refused, it should be escalated to the Administrators Identity.
8. Click Done for the Workflow Map and navigate to Administration > ItemTypes, add the
Workflow Map to the Change Request ItemType as the Default, and click Done.
9. Create a new Change Request, assigning the Engineering group identity as the Owner and click
Done.
10. Log on as an Engineering group member and view the InBasket.
11. Vote to Submit to Verify the Item.
12. Log on as the member for the next assignment and perform the task to complete the workflow
process.
13. Walkthrough the complete workflow process noting the Identities that are assigned to each
activity.

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Unit 14 Enhancing a Workflow
Overview
In this unit you learn how integrate an Item Lifecycle with a Workflow. You also learn about Subflows
and Dynamic Assignments.
Objectives
• Promote an Item from a Workflow
• Launch Workflows from a Lifecycle State
• Create and call a Subflow
• Change Assignments on Active Windows

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Promoting a Lifecycle State from a Workflow

A Workflow can be configured to provide automatic promotion of the Controlled Item when an Activity
is reached in a Workflow process, using the Aras PLM identity.
In the example above, when the Workflow reaches the Review Request Activity, the Lifecycle State of
the Controlled Item is automatically promoted from New to Submitted.
Using a combination of Workflow maps and Lifecycle maps provides the best of both technologies. A
Controlled Item gains all the advantages of Lifecycle States you have learned about in this course. The
Workflow can create assignments, tasks, and use voting weight to decide when an object should be
promoted to the next Lifecycle State.

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Configuring Promotions from an Activity

Aras Innovator provides the ability to create Workflows that automatically control the Lifecycle State of
a given Item (also referred to as the Controlled Item). Lifecycle Promotions are defined for an Activity in
a Workflow and are triggered when a specified event occurs, such as On Activate. When a Lifecycle
promotion is initiated, the system automatically promotes the Controlled Item’s Lifecycle State from its
current state to another state in its Lifecycle map. Lifecycle promotions are Relationships of a Workflow
Activity. Use the following fields to configure a Lifecycle promotion from a Workflow:
 Event There are many server events that can be used to trigger the
promotion, such as On Activate, On Close, On Assign, On Refuse, etc.
On Activate will initiate the promotion when the activity becomes
active.
 Item Type The ItemType of the Controlled Item.

 Lifecycle Map The Controlled Item Lifecycle map to be used in the promotion.

 From State The current state of the Item.

 To State The state the Item is to be promoted to.

 Role The identity defined on the transition in the Lifecycle map. However,
a promotion that is triggered by a workflow activity bypasses the role
defined on the transition. The promotion occurs based upon the
person voting on the activity and the specified event.

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Promotion Guidelines
The Controlled Item’s current Lifecycle State must match one of the defined Lifecycle Promotion’s From
State values when the promotion is initiated. If no matching From State or Lifecycle transition is found,
the system rolls back to the prior Workflow Activity and displays an error on the Voting Dialog. For
example, if the Controlled Item is currently in the Draft state and an Activity with a Lifecycle
Promotion is initiated, there must be at least one Promotion defined for the Activity which has a
From State = Draft.
A Lifecycle Promotion from a Workflow cannot be used for promoting ItemTypes that are not defined as
the Controlled Item for the Workflow. A good practice is to use the Aras PLM identity as the Role on the
Transition in a Lifecycle map that will be initiated from Workflow Activities.
Try it … Change the Lifecycle Map
Use the Aras PLM Identity to disallow manual promotions.
1. Open the Design Request Lifecycle map for editing.
2. Select each transition and change the role to Aras PLM.
3. Click Done for the Lifecycle map.

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Supporting Multiple Lifecycle Transitions

It is common to have multiple transitions to each state in a Lifecycle map. Therefore, the workflow
activity must be configured to handle all incoming State promotions. For example, looking at the
Lifecycle map above, you notice two transitions are entering the Submitted State, one from New and +
the other from Incomplete. The Controlled Item’s current Lifecycle state must match one of the defined
Lifecycle Promotion’s From State when the promotion is initiated or else it will fail and display an error
on the Voting Dialog.
Two promotions must be set on the Review Request activity on the workflow map. A Design Request
(the controlled item) needs to be promoted to the Submitted State when it reaches the Review Request
Activity in the Workflow. The Review Request Activity can be reached from the Verify Request Activity
(New lifecycle state) or Provide Missing Info Activity (Incomplete lifecycle state). This means a controlled
item can transition to the Submitted state from two different states (New and Incomplete). Failure to
provide both promotions results in an error message in the Voting Dialog window.
Try it … Configure a New Lifecycle Promotion
1. Open the Design Request Workflow Map for editing.
2. Select the Review Request Activity in the Workflow Canvas, locate the Promotions relationship
tab, and create a new Promotion relationship.
3. In the Select Items dialog – Life Cycle Transitions window, type in Design Request in the Life
Cycle […] search criteria column and click Run Search.
4. Select the appropriate promotion From and To State from the available lifecycle transitions.
In this example, select the promotion From State: New → To State: Submitted and click the OK
button to return to the Promotions tab.
5. On the Promotions tab, click in the ItemType […] field, find and select the Design Request
ItemType.

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6. Continue adding Lifecycle Promotions using the following table:

Promotions
Activity From State To State Role
Review Request Incomplete Submitted Aras PLM
Perform Tech Review Submitted In Technical Aras PLM
Review
Provide Missing Info Submitted Incomplete Aras PLM
Cancel Request Incomplete Cancelled Aras PLM
Approve Request In Technical Approved Aras PLM
Review
Reject Request In Technical Rejected Aras PLM
Review
7. Click Done for the Workflow map.
Note
If you get an error when saving your Workflow Map, check to make sure that each of your promotions
have the ItemType value filled in with the value: Design Request.
Try it … Test the Workflow
In this exercise, you test the workflow by creating a new Design Request Item and completing the
Activities in the InBasket.
Note that some of the Activities will not have tasks, because we did not create them for all the
Activities.
1. Sign in as PE Student.
2. Create a new Design Request, assigning PE Student as the Request Owner, and complete the
Activities in the InBasket.
3. Notice that the Lifecycle State of the Design Request automatically promotes after completing
each workflow assignment.
4. Use the following table as a reminder of the assigned Identities.
Identity Members
CRB PE Student
Engineering John Young, Susan Harris, and Peter
Smith

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Launching a Workflow from a Lifecycle State

You can set a Workflow to initiate when a Lifecycle State is activated. This is a good option if you do not
want the Workflow process to start at Item creation.

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Using Subflows
Any workflow may be added as a subflow to any other Workflow to enable a process reuse or to clarify
the graphical display.
The parent Workflow continues when the subflow is complete.
Subflows allow for a Workflow hierarchy by creating a form of branching. The current Workflow activity
is suspended until the Subflow completes and returns control. A Subflow can be used with branching,
because only the Activity containing the Subflow suspends, not the whole Workflow Process.
In this example, the Calculate Price Activity calls a separate Workflow, as a Subflow, to step through the
process of collecting Support Documents and determining a Price. When all the steps in the Subflow are
complete, the main workflow activity continues.
Notes
Activities with Subflows should always be set to Automatic.
In the main workflow map, the path following the automatic activity should be a Default path.
The End Activity on the Subflow should always be set to Automatic to return to the calling Activity.
Subflows must also be set as allowed workflows for the ItemType involved.
The Subflow will not be set as the Default workflow on the ItemType.

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Creating a Workflow (to be used as a Subflow)

A subflow is simply a workflow that is called, or started, from an activity in another workflow. The calling
activity waits for the called workflow (the subflow) to complete before continuing.
Try it … Create the Workflow
Use the following exercise to create a workflow that calculates a fixed price.
1. Navigate to Administration > Workflow Maps and create a new Workflow Map.
2. Provide the Name, Description, and Process Owner.
In this example, use the following values:
Name Calculate Price
Description Collect information to establish pricing.
Process Owner Administrators
3. Save the new workflow map.
4. Rename the Start activity Begin and the End activity to Complete Verification.
5. Add the following Activities to the Calculate Price Workflow Map. You can change the activity
icons, if desired.
• Attach Support Docs
• Determine Contract Price
• Calculate Fixed Price

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6. Add Workflow Paths with the suggested settings as shown below:

From Activity To Activity Path Name Options
Begin Attach Support Docs Go Default Path = True
Attach Support Docs Determine Contract Price Attached
Determine Contract Price Complete Verification Calculated
Determine Contract Price Calculate Fixed Price No Contract
Calculate Fixed Price Complete Verification Calculated
7. For training purposes, we will simplify it by sending each Assignment to PE Student. On the
three new activities (Attach Support Docs, Determine Contract Price, and Calculate Fixed Price);
therefore, configure an Assignment to the PE Student identity with a Voting Weight of 100.

8. Ensure that both the Begin and Complete Verification activities remain configured as Automatic.
9. Feel free to change the icons, if desired.
10. Click Done for the Calculate Price Workflow Map and close the tab.

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Configuring Subflows
A called workflow is also referred to as the subflow. To configure a subflow into a workflow, specify the
workflow to call from the Activity Template and ensure the Automatic Activity setting for the calling
activity is set to true. The path returning from the subflow to the main workflow must be set as the
Default Path. Then, edit the ItemType definition to include the subflow as one of the allowed workflows
for the item.
Try it … Configure a Workflow to Call a Subflow
1. Navigate to Administration > Workflow Maps and open the Design Request Workflow Map for
editing.
2. Select the path between the Verify Request and Review Request activities, right-click, and
choose Insert Activity from the context menu.
3. Name the new Activity Check for Pricing.
4. Below the Check for Pricing activity, add another new activity named Calculate Price.
5. Edit or create Workflow Paths with the suggested settings as shown below:
From Activity To Activity Path Name Options
Check for Pricing Review Request Pricing Exists
Check for Pricing Calculate Price Calculate Price
Calculate Price Review Request Price Calculated Default Path = True
6. On the Check for Pricing activity, create an assignment to the PE Student with Voting Weight of
100.
7. On the Calculate Price activity, call a subflow by selecting the Calculate Price workflow.

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8. Set the Calculate Price activity to be an Automatic Activity, uncheck Can Refuse and Can
Delegate, and ensure the Price Calculated path is set as a Default Path.
9. Click Done for the Design Request Workflow Map.

Try it … Configure the ItemType and Test

1. Navigate to Administration > ItemTypes and open the Design Request ItemType for editing.
2. On the Workflows tab, add the Calculate Price Workflow Map as an allowed workflow, and click
Done for the Design Request ItemType.
3. Sign in as PE Student (pestudent/innovator) and test the workflow with the subflow by creating
a new Design Request with PE Student as the Request Owner.
4. Process all activities and be sure to vote Calculate Price on the Check for Pricing activity to start
the subflow.
5. Continue processing the Design Request until your InBasket is clear.
Note: The subflow returns to the main workflow where the next Activity Review Request is
assigned to the Engineering identity.

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Using the Managed by Identity Property

The Managed By Identity has the authority to edit the assignment of an active workflow process.
Examples of changes could be a dynamic assignment, replacing an assignee, adding, or removing
assignees, and manipulating the voting weights. In the example above, Administrators have the right to
change the current assignment(s) on the Perform Tech Review workflow activity in a running Workflow
process.
To make a Dynamic Assignment using the Managed By property, you leave the Assignment blank for the
Workflow Activity, thus forcing an assignment on demand.
Assignment Rules
The Managed By property must be set in advance on the Workflow Map so that assignments can be
changed on active workflow processes.
If you want to limit the assignment choices, the Role property must be set. When the Role property is
set, the Activity returns an error if you try to assign an Identity that is not a member of the Role Identity
property.
Try it … Configure the Managed by Property
1. As an Administrator, navigate to Administration > Workflow Maps and open the Design Request
Workflow Map for editing.
2. On the Perform Tech Review activity, set the Managed By Identity to Administrators and leave
the Role field empty.
3. Click Done for the Workflow map.

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Changing Assignments
If the Managed By Property is set, Assignments can be altered in the Assignments section of the
workflow process dialog.
Try it … Change Assignments
1. As PE Student, navigate to Product Management > Design Request, and create a new Design
Request item with PE Student as the Request Owner.
2. Save and notice the DR- number.
3. Click Done for the DR.
4. In your InBasket, process each workflow assignment (Vote) until the Design Request Workflow
process is in the Review Request activity.
The simplest path is Pricing Exists.
5. Login as a member of the Engineering Identity.
(John Young, Susan Harris, or Peter Smith).
6. From the InBasket, process the Design Request to Perform Tech Review.
(Vote Submit to Tech Review.)
7. As an Administrator, search for and open the Design Request item you processed through to the
Perform Tech Review workflow activity.
8. On the Navigate menu, select Workflow to display the workflow process diagram.
9. Click the Edit button to make changes to the active assignment.
10. In the Assignments section of the window, right-click on the current assignment (CRB) and select
Pick/Replace Identity from the context menu.

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11. Search and select an identity to Perform the Tech Review.

12. Click Done.
13. Login in as the identity you chose to Perform the Tech Review, open the InBasket, and either
Approve or Reject the Design Request.

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Summary
In this unit, you learned how to enhance a Workflow.
You should now be able to:
• Promote an Item from a Workflow
• Launch a Workflow from a Lifecycle State
• Create and call a Subflow
• Change Assignments on Active Workflows

Review Questions
1. If a Workflow promotes an Item to a new state, what Identity is used to process the promotion?

2. What Activity setting is important when using a subflow from an Activity?

3. How do you limit what Identities can be assigned using the Managed By property?

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Lab Exercise
Goal
Be able to integrate an Item Lifecycle map with a Workflow.
Scenario
In this exercise, you add promotions to the current Change Request Workflow to allow the Workflow to
control the state of an Item.
Steps
1. Open the Change Request Lifecycle map for editing.
2. Select each transition and change the role to Aras PLM.

3. Click Done for the Lifecycle map.

4. Open the Change Request Workflow Map for editing.
5. Set the following promotions for each Workflow activity as follows:
Activity Name Event ItemType From State To State
Cancel Request On Activate Change Request Preliminary Cancelled
Branch On Activate Change Request Preliminary In Validation
Review Request On Activate Change Request In Validation In Review
Approve Request On Activate Change Request In Review Approved
Reject Request On Activate Change Request In Review Rejected
6. Save your changes.
7. Create a new Change Request Item, and as you process each assignment, check the state of the
Change Request. You should see the Item change state based on the promotions you have set
above.

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Add a Subflow
1. Create a new Workflow Map named Quality Control
(Process Owner: Administrators) using the following diagram:

2. Assign the Quality Checks Activity to Administrators and create a required Task for the assignee
to perform standard quality control checks.
3. Click Done for the Quality Control workflow.
4. Open the Change Request Workflow and assign the Quality Control workflow as the subflow of
the Verify Request activity.
You will need to make this Activity automatic, as the subflow will control the Assignment.
5. Set the Submit for Review path as the Default Path and then click Done for the Change Request
workflow.
6. Open the Change Request ItemType and add the Quality Control workflow to the ItemType
(non-default).
7. Login as a member of the Engineering identity (John Young, Susan Harris, Peter Smith, or Ann
Reddy) and create a new Change Request assigning a member of the Engineering identity as the
Owner.
8. Process the Change Request item through to approved and keep in mind the following Activity
identities:
a. The Engineering identity you used as the Request Creator, will need to Confirm the Request
and Submit it.
b. Change Specialist I (PE Student) will need to Validate the request and a member of
Engineering will need to Verify the request.
c. Verify Request goes through the Quality Control subflow (Administrators).
d. Finally, Review Request to Approve or Reject is voted on by the CRB group identity (PE
Student or Ann Reddy).

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Unit 15 Working with Files
Overview
In this unit, you learn how a vault is configured to store files uploaded by users. You learn how to assign
a User to a vault as well as learn about the association of File Items to a container Item. You also learn
how to configure an ItemType or Relationship to support file upload/download.
Objectives
• Understand where files are stored
• Define the purpose of a File Item
• Upload and Download files
• Understand the Options for Configuring File Items
• Configure an ItemType to Support File Items

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Reviewing Vaults
Files are stored in a vault (a secure file store - not the SQL database) and an IIS Vault Server application
is dedicated to each vault that is configured. The Vault Server communicates with the Aras Innovator
Server to keep track of files and their locations (file meta-data) in the database.
When Aras Innovator is installed, a vault named Default is created to store user files. You can configure
additional vaults if necessary. Steps to install more than one vault are described in the Aras Innovator
Installation Guide.
Reviewing the Aras Innovator Vault
When Aras Innovator is installed, a Default vault is automatically created and configured for the system.
A vault contains a URL address to the Vault Server.aspx file used for processing files into the vault.
The Vault Server
Configure the Vault Server application using the VaultServerConfig.xml file, which contains the
appropriate URL for the Aras Innovator server as well as the matching vault name. The following keys
are defined in the file:
• AppServerURL – The URL of the installed Aras Innovator application.
• LocalPath – The top-level directory used as the file store.
• name – The name of the vault.
• login_name – The system user that has access to the Vault Server application. (vadmin is the
default user).
• password – The password of the login user defined above.
• version – Aras Innovator version number.

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User’s Default Vault

The Default Vault is set and managed on the User Item. The preset assignment is to the vault named
Default. When the user uploads a file, the default vault server processes the request and saves the file.
With the right permissions, a user can get a file from any vault.

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Reviewing the Aras Innovator Vault

The vault Item maintains a URL to the Vault Server.aspx location, which contains the logic to copy a file
from a user's client machine to a file server directory store. The vault Item is then assigned to each User
Item to determine their default vault.
The following fields are available on the vault Item, under Administration > File Handling > Vaults:
 Name The name of the vault associated with the desired Vault Server.

 Vault URL Pattern The IIS path to the VaultServer.aspx. The URL can also contain the
following symbols which are substituted when the vault Item is
saved:
HTTP_PREFIX_SERVER = http:// or https://
HTTP_HOST_SERVER= server name.
HTTP_PORT_SERVER = server port number (if exists).
HTTP_PATH_SERVER = Innovator web alias specified at
installation.
 Vault URL This read only field displays any substitution that occurs on the
URL Pattern when the vault Item is saved.
Note
If you require more than one vault (or a custom configuration), see the Aras Innovator Installation Guide
for more information.

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Defining File Items

A physical file (e.g. Drawing, Spreadsheet, CAD File) is represented as a File Item in the Aras Innovator
database. Each file that is uploaded by a user always has a reference to a File Item in the database. The
File Item contains information about the file (e.g. name, created date, file size, file type).
The physical file is stored in a file store configured for each vault.

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Relating a File to Container

A user is allowed to upload (or download) a file based on a configured container item.
Aras Innovator provides pre-configured file containers (e.g. Document, CAD Document) or an
administrator can configure additional file containers to suit yor business requirements.
Users manage files by accessing a container (based on the security of the container Item) and
performing an upload from their local computers to the Aras vault or download from the Aras vault to
their local computers.
In the example above, a Document Item has been created with a configured Relationship to a File Item.
A user has uploaded a file named Thermostat Specifications.pdf as the related file.
Administrators can control who has access to files that have already been placed in the vault.
By default, the Is Shared checkbox is selected. This allows all users with access to the container Item to
see which files are related to the container. If you uncheck it, only members of the Assigned Creator
Identity for that document can see the files. This Identity is stored in the owned_by_id System Property.

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Defining File Containers

There are two pre-configured options available for a user to upload/download files in the Aras Innovator
database.
Option 1 (Document Example)
A user creates a new Relationship to one or more files on the Files tab and is prompted to select a
physical file from their local computer to upload to a vault.
Option 2 (CAD Document Example)
A user clicks on a Property of Data Type Item on the container Item Form to upload a physical file.
Examples of each of these two options are shown on the following pages.

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Uploading a File as a Relationship

Files added to an Item as a relationship allow for a one to many configuration. Files can be added using
either the Drag and Drop method or by clicking the Add New File button. Using Add New File, shown
above, requires each file to be added individually. Drag and Drop enables multiple files to be added at
once.

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Uploading a file as an Item Property

A file added to an item as a property has a one to one relationship. Users can either Drag and Drop the
file or click the property relating to a file on a Form to upload it. The standard CAD Document Item uses
this approach as shown above.

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Managing Files

Manage File button

1
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11 © 2022 Aras

Managing Files
Once a file is uploaded to a vault, a user with the proper privileges can then manage the file using the
Manage File property dialog box. A Manage File button displays to the left of the name of the uploaded
file and can be clicked to display the Manage File property dialog box.
The Manage file property dialog box contains the following options:
 View File When you click the filename’s hyperlink, the file is displayed (if
possible) in the browser. If the file cannot be displayed, the
browser prompts for a file download.
 Select and Upload Allows you to choose a physical file from your local computer and
upload to a vault, replacing the previously linked file.
 Delete File Removes this file association from the current container. Note
that the physical file is not deleted from the vault. The File Item is
reassigned to a system container named Orphaned Files
Container and is only available to the Aras Administrator.
 Download file Downloads (and/or overwrites) a file using the browser download
options.

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Understanding File Versioning

To simplify the management of files, a File Item cannot be versioned. The container representing the File
Item represents the version of that file stored in a vault. Each time a file is uploaded to Aras Innovator a
new File Item is created that represents that file.
Document Example
In the example above, a user created a new Document Item and uploaded a drawing file named
ABC123.dwg. A File Item is created in the Aras database to represent this stored file.
Later, the user edits the Document Item, downloads the related file, and makes some changes to the
physical file. When the user uploads the changed file to the Document Item, a new File Item is created
representing that file and the version of the Document Item (container) is incremented.

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Reviewing System Containers

A File Item must belong to a container item to exist in an Aras vault. A file container is an Item that
contains a Property of Data Type Item with the Data Source of File. This includes Relationship Items that
point to a file using the related_id Property.
Two system containers are provided if a File Item does not belong to a configured Item container.
System containers are used to provide security access to a File Item that is not associated with a
configured Item.
Global Files Container
If a file is created outside of a configured container by an administrator or via a program Method, the
File Item is automatically assigned to the SystemFileContainer Item named Global Files Container. This
allows the file Get access for the World Identity. As soon as a File item is related to a Property of Data
Type Item in a configured Item container (e.g., a Document Item) the Permissions of the Item container
replace the Global Permission.
Orphaned Files Container
If a File Item is no longer associated with a Property of Data Type Item or a Relationship (a user replaces
the File Item or deletes the configured Item container), the File Item is automatically associated to a
SystemFileContainer named Orphaned Files Container. An orphaned file is available only to members of
the File Administration Identity.
System Variables
Two System Variables can be created and configured to override the default File behavior:
Force.Unprotected.Access.To.File – if this variable is set to 1, all users have access to the File item and
the SystemFileContainer Permissions described above are ignored. The default setting is 0.
Force.Delete.Orphaned.Files – If this variable is set to 1, any File Items assigned to the Orphaned File
Container are deleted from the Aras vault. The default value is 0.

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Define a Relationship for the Container and a File Item

14 © 2022 Aras

Define a Relationship for the Container and a File Item

This approach uses a Relationship that is configured with File as the related ItemType. This approach is
currently used on the standard Aras Document ItemType.
Try it … Define a Relationship for the Container and a File Item
In this example, you create a new Relationship from the Design Request ItemType to the File ItemType.
1. Navigate to Administration > ItemTypes and open the Design Request ItemType for editing.
2. Open the RelationshipTypes tab, click the Add ItemTypes button, and in the Search dialog
window, choose the File ItemType.
3. Type Design Request File for the Relationship Name and Files for the Tab Label.
4. Save the Design Request ItemType.
Try it … Modify the RelationshipType
As a best practice, the Create Only and the Requires Related properties are recommended on the
resulting RelationshipType.
1. Navigate to Administration > RelationshipTypes and open the Design Request File
RelationshipType for editing.
2. In the On New Related Option section, click to select Create Only. This option prevents users
from accidentally selecting a file that has already been uploaded to a vault by suppressing the
Add Items button.
3. Also, click to select the Requires Related checkbox. This option avoids File Relationships without
a connected File Item.
4. Click Done.

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Modifying the Relationship ItemType

When the File Relationship ItemType is created the related_id Property is hidden by default in the
Relationships grid. For the user to access the File Item from the Relationships grid, the Hidden2 option
must be unchecked on the Property. If the Label is blank for a Property, the Name will be displayed as
the Column Name in the grid.
Try it … Modify the Relationship ItemType
Give the related_id property an appropriate label and make it visible in the Relationship Grid.
1. Navigate to Administration > ItemTypes and open the Design Request File ItemType for editing.
2. On the Properties relationship tab, locate the related_id property and click to clear the Hidden2
checkbox.
3. In the Label field, enter: File Name.
4. Click Done for the Design Request File ItemType.
Try it … Test the Relationship ItemType
1. Navigate to Product Management > Development > Design Requests and create a new Design
Request.
2. Enter data into the required Property fields and any other desired fields.
3. On the Files relationship tab, click the New File button and upload a new file.
4. Click Done for the new Design Request.

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Create a Property of Data Type Item Related to a File

This approach adds a property relating an Item of type File to the container ItemType directly (no
RelationshipType). This is useful if only one file can be associated with a File container Item. This option
is currently used in the CAD Document ItemType. Aras Innovator provides a custom Form control for File
Items that allows for file upload and downloads.
Try it … Create a New Property
1. Navigate to Administration > ItemTypes and open the Design Request ItemType for editing.
2. Create a new Property of Data Type Item that uses the Data Source File, with the Name
_file_property, and Label File.
3. Click Done.
Try it … Add the Property to a Form
1. Click the Views relationship tab and open the Design Request form for editing.
2. Add the Unused Property _file_property onto the form.
3. Click Done.
4. Repeat these steps to add the same property to the Design Request Internal (second) form.

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Try it … Test the Item Property File Relationship

1. Navigate to Product Management > Development > Design Requests and create a new Design
Request.
2. On the Design Request properties form, use the Select File hyperlink to browse and select a
related file.
3. Save and close the new Design Request.

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Summary
In this unit, you learned how to work with files. You should now be able to:
• Understand where files are stored
• Associate a User to a vault
• Define the purpose of a File Item
• Upload or Download files
• Understand the Options for Configuring File Items
• Configure an ItemType to Support File Items

Review Questions
1. Files are stored in the SQL Server database. (True/False?)

2. How does a User become associated with a vault?

3. What is the purpose of the Items of type File?

4. Which Configuration Option does not require the use of a Relationship Item?

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Lab Exercise
Goal
Be able to configure an ItemType to support file upload/download from the Default vault.
Scenario
In this exercise, you add the capability for users to upload a file to a vault directly from a Change
Request. Once the file is added, a user can manage the file using the Manage File dialog box.
Steps
1. Edit the Change Request ItemType and add a new RelationshipType (Add ItemTypes button)
named Change Request File that uses File as the related ItemType. (You can click Done and close
the tab after making these changes.)

2. Now open the Change Request File RelationshipType template for

editing and select the Create Only and Requires Related options from
the On New Related Options panel. (You can click Done after making
these changes.)
3. Open the Change Request File ItemType for editing.
4. Search for the related_id property and click to unselect the Hidden2
checkbox and enter File for the Label.
5. Save the Change Request File ItemType. (You can click the Done
button.)
6. To test the new configuration, edit a Change Request (Or create a new Change Request), open
the Files tab, and upload a new file.
7. Navigate to Administration > File Handling > Files to view the “File” Item representing the
physical file you uploaded to the Vault.
(Remember, an end user will never be allowed access to the vault directory.)

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Unit 16 Replicating Files
Overview
In this unit, you learn how to configure file replication between multiple vaults. File replication is useful
in enterprise installations where multiple vaults can be used to store different files based on type or size
– or to allow faster retrieval of files when users are in different geographic areas. You can configure file
replication in several different ways depending on the requirements of the solution. Note that the
"Push" replication is only available to subscribers and requires a subscriber license key to operate. On
demand replication with multiple vaults is available without subscription.
Objectives
• Create Replication Rules
• View Replication Transactions and Logs
• Describe Additional vaults
• Configure a Preferred vault
• Deactivate and Remove Replication Rules

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Reviewing File Replication

Aras Innovator uses a distributed vault environment that allows for greater flexibility.
Each user in Aras Innovator is assigned to a Default vault, where all files that they create or save are
uploaded. Users are unaware of the actual vault location of files. Their access to files is controlled by the
permission on the item which contains the files. When users save their file changes, their files are always
uploaded to their assigned Default vault.
File replication is an asynchronous process that is invisible to the end user. Users simply locate the
desired file and retrieve and edit it (based on their permissions). The system keeps track of the
location(s) of the file.
File Retrieval
When users retrieve a file, the server sends a message to the vault storing the file to deliver a copy to
the user. The vault services can be configured to dynamically locate the file and copy (or move) it to a
local vault for future access.
File Add/Change
When a user saves changes to a file and checks it into the system, the file is always written to the user’s
Default vault before any replication rules are checked. In addition, every vault can be configured to
dynamically copy (or move) files to one or more alternate vaults.
System Event
You can create and associate a custom Method with a system event to invoke replication on one or
more files in response to the event. For example, when a Document Item is promoted to the Released
state, the file(s) that are related to the Document Item can be scheduled for replication to another vault.

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Retrieving a File
This example shows a process for on demand file retrieval and file replication. There are many other
options available. This example uses two vaults that have been configured to support file replication
from the AlternateVault vault to the Default vault.
 A User is always assigned to a Default vault in the User profile. In this example, the User’s
default vault is named Default.
 The user selects a file to retrieve from the Aras Innovator Server. The Aras Innovator Server
maintains meta-data about each file stored in a vault (actual file data is contained in the File
Store). The file exists in the AlternateVault vault (and not the User’s Default vault). The Aras
Innovator Server sends a request to the AlternateVault vault to copy the file to the Default
vault and deliver the file to the user.
 The AlternateVault vault has been configured to replicate files on demand.
 The file resides in the AlternateVault vault.
 A Replication Transaction is created based on the onDemand Replication Rule on the
AlternateVault vault.
 The file is copied to the User’s Default vault, based on the schedule defined in the
Replication Rule, and delivered to the user.

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Adding/Changing a File
This example shows a process for onChange file replication. This example uses two vaults that have been
configured to support file replication from the Default vault to the AlternateVault vault.
 A User is always assigned to a Default vault in the User profile. In this example, the User is
assigned to the default vault named Default.
 The Default vault has been configured to copy to the AlternateVault vault when a file is
added or changed in the Default vault.
 The file is first uploaded to the User’s Default vault.
 A Replication Transaction is created to copy the file to the targeted AlternateVault vault.
 The replicated file now resides in both the AlternateVault and Default vaults.

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Replication Transactions
Replication is configured by creating Replication Rules that are associated with each vault. When a
matching Replication Rule is found on a vault, a replication transaction is created to process the file.
Replication Rule settings include:
• onDemand - A user requests a file from a vault. The vault is configured with an onDemand rule
to copy (or move) the file immediately to another vault.
• onChange - A file is changed or added to a vault. The vault is configured to copy or move the file
when the file is added or changed.
• onEvent - A vault is configured to respond to a programmed event that is invoked from a
Method. This Method may be associated with an Action menu item or a system event (e.g.,
Promote Item) that causes a file replication transaction to be created.
• Timing - Several options are available to indicate when the transaction should be invoked,
including immediate execution, delayed, at a scheduled time, or by program invocation.
• Move or Copy - The Replication Rule indicates whether a file should be moved or copied to a
new vault location.

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Replication Transaction Conditions

Replication transactions are processed if they meet the conditions specified in the replication rule.
There are several reasons why a file might not be replicated, as shown in the above slide. A skipped
transaction remains in the queue for future processing. Discarded transactions are removed from the
queue and marked as Discarded in the Transaction Log.
System Administrators can view the logs containing the history of successful and failed replications.
They should diagnose and resolve the cause of the failure.
Aras Innovator can be configured to automatically resubmit failed replication transactions up to 5 times.
To configure this setting, you must change the value of the MaxAutomaticReplicationAttempts Variable
Item (integer value between 1 and 5). Aras Innovator will always stop automatic resubmission after 5
attempts.
Administrators can also manually resubmit any Failed Replication Transaction Log Item as a new
Replication transaction using Resubmit from the Action menu for the Replication Transaction Log Item.
Replication transactions can be manually resubmitted any number of times until the transaction
succeeds.

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Replication Transaction Process Options

File replication can be invoked either within the Aras Innovator Server as a thread, outside of Aras
Innovator as an Aras Innovator service/scheduler, or through a program configured with the standard
Windows scheduler.
Internal Thread
You can configure an internal thread to handle the processing of replication transactions that have been
created using Replication Rules. A replication.config file in the Aras Innovator Server enables file
replication using the standard internal thread. The default settings for configuring this file are:
• Replication Interval – 60 seconds
• Username/Password – vadmin/vadmin
• Max Transactions Batch – 25
• Max Transactions Pending – 50
• db – [Aras Innovator database name]
SOAP Message to Aras Innovator Server
The Aras Innovator Server can respond to a specially formatted SOAP message to invoke processing of
Replication transactions.
Processing Manual Transactions
You can configure Replication transactions to execute using a manual process, which requires calling a
specifically designed server method to process these transactions.

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Additional Vaults
To use file replication, you need an Aras.EssentialsSubscription feature license and at least two vault
servers installed and running. The Aras Agent Service must also be installed. IIS web services are utilized
to send messages to/from the Aras Innovator server to one or more vault servers.
The Aras Innovator server sends execution requests to the target vault servers. The requests are
acknowledged, processed by the vault server, and when complete, a message is sent back to the Aras
Innovator server to be logged.
Once the vault servers are installed, additional vaults must be configured on the Aras Innovator server.
This is done by creating new Vault items. There are two required properties to create a new vault.
• Name – New (The name of the vault server we are configuring).
• Vault URL Pattern – This is the IIS path to the VaultServer.aspx. Because this is not the default
vault, the URL should be hard coded using the following pattern:
http://<servername>/<web_alias>/vault/VaultServer.aspx
Try it … View the available Vaults
An additional vault (AlternateVault) was installed and exists in our classroom training image.
1. View the vaults by navigating to Administration > File Handling > Vaults and running a search.
2. You should see two vaults: Default and AlternateVault.
3. Open the Default vault and explore its settings.
4. Open the AlternateVault vault and explore its settings.

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Configuring a Vault
When a user saves a file, it is always saved into their assigned default vault. When a user gets a file from
Aras Innovator, the vault selected for onDemand replication transactions can be defined by configuring
a Read Priority. The Read Priority property is set from lowest to highest for the most to the least
preferred vaults. For any file retrieved, the vault with the lowest numeric value, with a non-stale version
of the file, is selected to return the file to the user. If no vaults are listed with a Read Priority (none were
defined), the file is returned by the user’s Default vault, or finally by any other vault having a non-stale
version.
For an OnDemand rule, the read priority is used to get a copy of the file.
For an OnChange rule, the file is always saved in the user’s Default vault first (upload). Then rules are
checked to see if the file should stay in the current vault or be moved or copied to the additional vaults.
If there are no rules that replicate files, Aras Innovator always checks the files table to determine where
files are located and delivers the correct version of the file to the user.

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Configuring Read Priority

By default, when users make a request to retrieve a file, their default vault location is searched first. You
can configure an alternate vault (or vaults) from which to retrieve a file by assigning one or more Read
vaults in the User’s profile.
Setting Read vaults should be done for users to improve performance accessing files, based on latency,
bandwidth, server load, and other considerations.
When a user requests a file, the following locations are checked for the file (in the order listed):
1. The Read vault with the lowest Read Priority number = highest priority
2. Any additional vaults listed on the Read vaults relationship tab in consecutive order
3. The User’s default vault
4. Any other vaults in the system
Try it … Configure Read Vault Priority
William Hunt was assigned to the default vault named Default. However, many of the 3D models that he
must frequently review reside in an alternate vault named AlternateVault. To improve the speed for
William to access the files, set Read Vault priorities on William’s user profile.
1. Open the user, William Hunt, (Administration > Users) for editing.
2. Select the Read Vaults tab on the relationship grid and click the Add Vaults button.
3. Choose both existing vaults: Default and AlternateVault.
4. Set Default to Priority 2 and set AlternateVault to Priority 1.
5. Click Done.

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Defining Replication Rules

The Replication Rule Form provides the following configuration fields:
 Initiator Type onDemand – Replicates when users belonging to the identity set
on the rule have a read vault(s) defined. The target vault will
match the highest read priority of the user initiating the request.
Transactions will not be initiated if the requested version of files
already reside in the vault. Similar OnDemand rules should be
created on each vault for consistent behavior.
onChange – Replicates when an identity has added or changed a
file in a vault.
onEvent – An executed Method, with replicate programming
instructions, activates this event.
 Replication Mode Immediate – replication will begin without delay, asynchronously.
Delayed – delay Replication Transaction using the Replication
Time field in hours and minutes (hhmm).
Scheduled – set the transaction time to the UTC time specified in
the Replication Time field in hours and minutes (hhmm). If time
has already passed for today, it will execute at that time
tomorrow. Max time is 2359.
Manual – transaction will not be processed until a program
method call is made.
 Replication Time Use in conjunction with Delayed and Scheduled transactions.
Format in hours and minutes (hhmm).
 Label The description of the Replication Rule – this text displays in the
Replication Transaction Log.

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 Filter Method A custom Method that tests if a file should be replicated (or not)
when the Replication Transaction is processed. When the
Replication Transaction is invoked, the Method receives the
current file id, which can be used to determine if a file should be
replicated. Example: files over a certain size or in a certain
Lifecycle state are not replicated based on business rules.
 Replication Type A Copy or Move of the replicated file.

 Is Active Allows you to choose when rules are active or ignored. You must
deactivate a rule and wait for any transactions to finish before it
can be deleted.
 Timeout Maximum time (hhmm) allowed between start and completion of
a transaction before it is considered Failed. Default value is 0100
(one hour).

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Creating Replication Rules

You define how file replication works in your environment by creating Replication Rules. A Replication
Rule is assigned to a vault and associated with an Identity. The Identity defines which Users will have
access to the Replication Rule when a replication event occurs. Choose the World identity if you wish
the Replication Rule to apply to all users, or you can be more selective by choosing group identities.
The Initiator Type indicates what events will cause a replication transaction to be created. Replication
Rules are created on the source vaults. Typically, this would be the vault that was set as the Default
vault for a group of users and stores the physical files from an upload.
Try it … Create a Replication Rule
1. Navigate to Administration > File Handling > Vaults.
2. Open the Default vault Item for editing.
3. Select the Replication Rule tab in the Relationships grid to create a new rule.
4. Click the Add Identities button and choose World.
5. Right-click the Replication Rule row and select Replication Rule > Open.
6. Select onChange for the Initiator Type field.
7. Select Immediate for the Replication Mode field.
8. Choose Copy for the Replication Type field.
9. Click to select (enable) the Is Active checkbox and click Save.

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Specifying File Types

To be restrictive, you can specify which file types will be included as part of a Replication Rule
transaction. If no types are provided, then all file types are accepted.
Try it … Specify File Types
1. Select the File Types tab on the Relationships grid and click the Add FileTypes button to select
from the list of known file types.
2. Select two file types matching sample files that can be used for testing the replication rule (e.g.
Microsoft Word, PDF Document).
3. Click the Save button.

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Specifying Target Vaults

Target vaults indicate where the copied (or moved) files are sent. Where the Initator Type is OnDemand,
the target vault is the initiating user’s highest ‘read’ priority vault; therefore, the target vault is ignored.
Only one Target vault should be specified when the Replication Type equals Move. Having more than
one target vault results in transaction errors since the file no longer exists in the source vault after the
first completed Move transaction.
Try it … Specify a Target Vault
1. Select the Target Vaults tab in the relationships grid.
2. Use the Add Vaults button to select the Target vault to be configured for this rule.
3. Choose the AlternateVault vault and click Done on the Replication Rule.
4. Return to the Default Vaults tab and click Done.
5. Create a Document Item or any other item that allows the file type specified in the replication
rule to be uploaded.

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Configuring onDemand Replication

This example demonstrates a User that is assigned to the vault named Default. However, the file that
the user would like immediate access to resides in another vault.
The User’s Read Vault Priority List is examined, and the system checks for the files in the Default vault
(priority 1). The files are currently stored in the AlternateVault vault, which may be in a remote location.
Because the user belongs to an identity that is part of an OnDemand replication rule, an immediate copy
Replication Transaction is created. The file is copied from the AlternateVault vault to the Default vault
based on the configured onDemand Replication Rule on the AlternateVault vault.

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Configuring onChange Replication

This example demonstrates a User assigned to the Default vault.
The User adds a new file to a Document item in Aras Innovator and Saves. The file is immediately saved
to the Default vault.
Since the Default vault has an onChange Replication Rule, a copy of the file is replicated to the specified
Target vault (AlternateVault).

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Configuring onEvent Replication

This example demonstrates a User having the ability to select a file for replication using a custom
configured Action and Method (note: this action does not exist on training environment). The user
selects a file and chooses the Replicate File menu item to invoke a Method call.
The AlternateVault vault containing the file starts a Replication Transaction based on the onEvent
Replication Rule and targets the Default vault for the copy operation.
This same approach could be used to provide a response to a Lifecycle promotion event to replicate
Document Item files to a Target vault(s) when a Document Item reaches a certain State (e.g., Released).

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Viewing Pending/Running Transactions

You can display pending or in-process transactions.
The search grid displays the following Properties for review:
• From Vault – the Vault that contains the latest version of the file.
• To Vault – The Target vault for the Replication Transaction.
• File – The id of the file to be replicated.
• Not Before – The date and time restriction for delayed or scheduled transactions.
• Status – Not Started/Pending/Failed/Completed/Discarded.
• Started – The date and time the transaction started.
• Ended – The date and time the transaction ended.
• Message – The Label text from the Replication Rule.
• Rule – The Replication Rule Initiator Type.
• Initiated By – The Identity that initiated the transaction.
• Execution Attempt – Displays the total number of recorded attempts performed by the system
to replicate the file.
Try it … View Transactions in Process
1. Navigate to Administration > File Handling > Replication Transactions.
2. Click Search to see a list of any pending or in-process transactions.

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Viewing Transactions Log

A list of failed or completed transactions can be viewed by Administrators. Troubleshooting methods
can be used to see if the item containing the file might have been claimed or there was network
interference.
Try it … View Completed or Failed Transactions
1. Navigate to Administration > File Handling > Replication Transactions Log.
2. Click Search to see a list of any completed or failed transactions.
3. Check and correct the Replication Rule for any failed transactions.
4. After evaluating and correcting any Replication Rules, a system administrator can use the right
mouse button context menu to resubmit any transaction with status = failed.

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Deactivating a Rule
You can delete a Replication Rule completely if it is no longer needed. However, if there are any
outstanding Replication Transactions, you cannot delete a rule until those transactions are completed. If
you wish to delete a rule, you can first set it as Inactive, to inhibit the creation of any new replication
transactions, wait for any existing transactions using that rule to complete or manually delete them,
then delete the Replication Rule.

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Scenario: Replicate All Files to All Vaults

This configuration guarantees that there will be redundancy and all files will be stored in all vaults.
An onChange Replication Rule is assigned to each vault in the system. Each Replication Rule targets the
other vaults in the system for replication when a file is changed in any vault.
Depending on number of users and the system load, these rules could be scheduled for off hours when
network traffic is lighter.

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Scenario: Replicating All Files to a Master Vault

This configuration is good for an organization where there is one main location with a large disk array
like a data center, and numerous local vaults at smaller satellite locations.
This configuration is effective when you want to maintain a central repository containing all files and
you don’t want to assign the master vault as every user’s Default vault.
This configuration could be used in combination with onDemand rules to copy files to each user’s
highest priority Read vault to reduce network latency.
In addition, you may want to set this type of replication to be scheduled during off hours to capitalize on
periods with low server use and lower network traffic.
Finally, for this configuration, one Replication Rule must be set on each vault, except the Master vault.

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Scenario: Files Assigned to a Vault by their File Type

This configuration guarantees that files are moved to a vault based on their File Type.
In this configuration you use smaller distributed vault servers, that are not meant to store numerous
extremely large files permanently. You then establish rules to move large files to a vault server with a
large disk array for long term storage.
As shown above, each User’s Default vault (B and C) targets a specific vault based on a File Type. An
onChange Replication Rule, with the configured File Type, moves the file from the User’s Default vault to
the vault specified as the location for that type of file.

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Summary
In this unit, you learned how to configure file replication. You should now be able to:
• Create Replication Rules
• View Replication Transactions and Logs
• Describe Additional vaults
• Configure a Preferred vault
• Deactivate and Remove Replication Rules

Review Questions
1. Where do all files added or changed by a User get written to first?

2. How do you specify which vaults should receive a copy of a file when it is changed?

3. How would you restrict a replication rule so that only AUTOCAD files were replicated?

4. Where do you specify the Read vault Priority list?

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Lab Exercise
Goal
Configure a file replication rule.
Scenario
In this exercise, you configure file replication. You define a Replication Rule using the configured Default
and AlternateVault vaults.
Steps
1. Make sure your student login (an Administrator) is assigned to the Default vault.
2. Ensure that the Read Vault Priority is set as follows:
Default = 1, AlternateVault = 2
3. Navigate to Administration > File Handling > Vaults and open the Default vault Item for editing.
4. Open the Replication Rule tab in the Relationships grid, click the Add Identities button, and
choose your student login (an Administrator).
5. With the Default vault open for editing, select onDemand for the Initiator Type field.
6. Select Immediate for the Replication Mode field.
7. Choose Copy for the Replication Type field.
8. Click to select (enable) the Is Active checkbox.
9. Click the Save button.
10. Right-click on the onDemand Replication Rule row and choose Replication Rule > Open from the
context menu.
11. Click the Edit button and from the File Types tab on the relationships grid, add a new
relationship (Add FileTypes button) for each file type to be supported, as follows:

12. Click the Save button.

13. Locate the Target vaults tab in the relationships grid and use the Add Vaults button to select the
AlternateVault vault as the Target vault for this rule.
14. You can click Done for the Replication Rule.
15. Return to the Default vault tab and click Done.

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Unit 17 Sending Notifications
Overview
In this unit, you learn about the two types of Notifications that can be sent from Aras Innovator: User
Notifications and e-mail Notifications.
User Notifications appear as alerts to users in an Aras Innovator session. These notifications can be used
to alert a user about an upcoming event (e.g., system maintenance, updated feature, etc.).
E-mail Notifications are customized e-mail messages that can be sent to users. For example, when an
Item is promoted to a new Lifecycle state or on a workflow activity. You will learn how to create e-mail
Message items and configure them for a Lifecycle map or Workflow map.
Objectives
• Understand Notification Types
• Explore User Notification Messages
• Create E-Mail Messages
• Use Variables in E-Mail Text
• Configure an E-Mail in a Lifecycle map
• Configure an E-Mail in a Workflow

Notification Message Users(s) Email

Message

Workflow
Map

Lifecycle
Map

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Notification Types
Aras Innovator offers two Notification Types, User Notification Messages and E-Mail Notifications.
User Notification Messages
There may be times when you need to notify a group of users while they are working in the Aras
Innovator Environment. An administrator can configure a message that will be broadcast to one or more
users.
E-mail Notifications
You can configure notifications from Aras Innovator that send e-mails to one or more individuals based
on an Item Lifecycle state or workflow event.

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User Notification Messages

There may be times when you need to notify a group of users while they are working in the Aras
Innovator Environment.
Viewing Messages
User Messages are indicated and accessed by the Notifications button. You find the Notifications button
in the Aras Innovator Header just left of the User Menu button. When a standard message is sent to a
user, a message counter increments by 1 to indicate the number of messages not read.
By clicking the button, the titles of all new messages can be displayed. You can configure the message
priority so that more important messages display before others in the list. Clicking on the title opens a
window containing the message title and the text as well as optionally displaying the OK and Exit
buttons. Messages configured as a pop-up window pop-up automatically.
Try it … View Messages
1. Click on the Notifications button. Existing Message Titles, if any, display.
2. Click on a Message title to display the corresponding pop-up window.
3. Close the pop-up window.

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User Notification Templates

You can configure a message that will broadcast to one or more users (determined by Identity). A
standard template is available to quickly create a new message, or you can use your knowledge of HTML
to create a completely customized one.
You can configure messages to just display in the Header or to pop-up in a separate window. You can
also determine if a user must acknowledge a message, which is recorded for review. You can configure
messages to expire after a certain date, which automatically removes them from a user’s queue.

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Creating User Notification Templates

The following fields define a message template:
 Message Number Each message is automatically assigned a sequence number, starting
with 00001.
 Title The title of the message (multilingual strings supported).

 Type Standard indicates that the message will appear in the Header.
Popup indicates the message will only appear as a pop-up window
when the message is received.
 Text The message text (multilingual strings supported).

 URL If supplied, the Title text becomes a hyperlink to the web URL
provided.
 Priority Higher priority messages appear above lower ones, ordered by
importance.
 Target The Identity that will receive the message – this can be a group
Identity.
 Expiration Date The date that the message will expire. Expired messages are
removed from each users’ queue. If blank, the message will never
expire and will only be removed if the administrator deletes the
notification message template.

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 Acknowledge Once Indicates that when users click the OK button on a message it
will be removed from their message queue and the event will be
recorded for later viewing by an administrator.
Always indicates the message will always appear in the user’s
message queue until it expires, or the administrator deletes the
notification.
 Show OK button The OK button is considered the acknowledgement button for a
message that is configured to be acknowledged once, then the
window is closed.
 OK button Label The text for the OK button (supports multilingual string).

 Show Exit button The Exit button closes the window without further activity, which is
useful if the user wants to read the message text later.
 Exit button Label The text for the Exit button (supports multilingual string).

 Use Standard When enabled, it uses a default template xml file, located on the
Template Aras Innovator server. Disable for custom HTML templates
 Icon Select an image to display on the message.

Try it … Create a New User Notification Message Template

1. Navigate to Administration > Notification >Notification Messages and create a new Notification
Message.
2. Provide the field values as shown in the following table:
Title Test of Fire Alarm at noon
Type Standard
Text Test of the Fire Alarm is at noon TODAY!!!
Priority 3
Target All Employees
Acknowledge Once
Show OK Button Enabled
OK Button Label I received the message
Use standard template Enabled
Icon Feel free to select an image, if desired
3. Click Done. Once the Notification Message is saved, it will be sent to currently logged on users
based on the next message check interval. The message displays immediately upon login.
4. Log out and log back in, then click the Notifications button and click to open the Fire Alarm
notification.

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Acknowledgements and Timing

The OK and Exit buttons are configured based on the selections in the Notification Message to allow for
acknowledgement and standard exit behavior. Administrators can open the Notification Message
template to view acknowledgements.
The default Message Check Interval variable is set to 900000 milliseconds (15 minutes).
Tip
The Message Acknowledgement Relationship Item stores properties about the acknowledgement. For
example, it may be useful to expose the created_on or modified_on Properties in the search grid.

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E-mail Notifications
To use e-mail, your Aras Innovator server must be configured to work with a valid SMTP e-mail server.
The default configuration uses the IIS mail queue (which must be enabled) but you can also define a
specific server. See the Aras Innovator - Installation Guide for more information.
If an e-mail server is not available (for testing purposes) you can enable the e-mail debug option. Locate
the Aras InnovatorServerConfig.xml file in the Aras server installation directory and remove the disabled
setting from the operating parameter of the e-mail debug option:
<operating_parameter key="email_debug_option" value="file"/>
Text files representing the generated e-mails will now be created in the directory associated with the
temp_folder operating parameter instead of being sent from the SMTP server.
In a Lifecycle map, use e-mail to notify selected identities that an item has either entered a specific
Lifecycle state, or that it is in transition between states. In a workflow, use e-mail to notify selected
identities that a workflow event has occurred. Common workflow events include an Activity becoming
active, when an assignment reaches an InBasket, or when an Activity is delegated or escalated to
another identity.

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Creating E-Mail Messages

To send an e-mail notification, you must first create an E-mail Message Item that contains the text of the
e-mail you wish to send, as well as the sender’s e-mail information. The e-mail message contains the
following fields:
 Name
The name of the e-mail message.
 From User
Indicates who this e-mail will be from. Choose an existing User or leave blank. Leaving this
field blank means the system will use the currently logged on user as the sender of this
message. Note that all Users must have a valid e-mail address.
 Subject
The subject of the e-mail Message.
 Body Plain
To send a plain text message, provide the e-mail Message text here.
 Body HTML
To send e-mail with embedded HTML tags in the text message, provide appropriate text
here.
 Query String
An XML representation of the current Item is always available to allow you to use variables
in e-mail text. In certain circumstances, you may also want to retrieve other information to
use in an e-mail, which requires the use of Aras Adaptive Markup Language (AML).

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Try it … Create an E-Mail Message Item

1. Navigate to Administration > Notification > E-Mail Message and create a new Email Message.
2. Create a message with the following settings:
Name Notify in Review
From User (none)
Subject Please Review Item
Body Plain Please review and promote the Item.
3. Click Done.

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Configuring an E-Mail - Lifecycle Map

If you configure an e-Mail Message on a State or a Transition of a Lifecycle map, an e-Mail is generated
when the system enters the state or passes through the transition.
The Configure E-Mail dialog window displays fields you can configure to send an E-Mail Message Item.
 Name
The name of the E-Mail Message.
 Of ItemType
If provided, this field limits the use of this E-Mail Message only to the specified ItemType.
Note that Lifecycle maps can be shared among ItemTypes. If that is the case, and the e-
Mail applies only to a specific ItemType, provide the ItemType name. Leaving this field
blank means it works with any ItemType that is used with this Lifecycle map.
 Name
The destination Identity for this message. If a group identity is provided, all members of
the identity will receive the e-Mail Message.
After filling in the required values, you simply close the dialog. When you save the Lifecycle map, the
e-Mail configuration is saved as well.

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Try it … Configure a Lifecycle E-Mail Message

In this exercise, you configure a Design Request Lifecycle State to send the e-mail message you just
created.
1. Navigate to Administration > Lifecycle Maps and open the Design Request Lifecycle map for
editing.
2. On the In Technical Review State, click on the Configure E-Mail hyperlink to open the Configure
E-Mail window.
3. In the Configure E-Mail window, click the Add E-mail Message button.
4. In the Select Items window, run a search and choose the Notify in Review e-mail message.
5. In the Relationship grid, use the Add Identities button to choose the Engineering Identity.
6. Close the Configure E-Mail window and save the changes to the Lifecycle map.
7. Click Done.

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Configuring an E-Mail - Workflow

E-Mail Messages are configured in Workflow Maps on the Notifications Relationship tab. Workflow
Notifications can be defined for each workflow Activity. When you select an Activity and view the
Notifications tab in the relationships grid, you can provide the following:
 Event
The following events are available to indicate when an e-mail should be sent:
• On Activate – when the workflow reaches this Activity.
• On Assign – when an assignment is generated for this Activity.
• On Refuse – when the assignment is refused by a user.
• On Delegate – when a user delegates an assignment to someone else.
• On Vote – when a user votes on an assignment.
• On Remind – when an overdue reminder is triggered based on the duration
settings.
• On Due – when the Activity is due to be processed based on duration settings.
• On Escalate – when the Activity is escalated to another identity.
• On Close – when the workflow exits this Activity.

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 Target
All Assignments - All assignees listed in the Assignments tab for this activity. If there is an
assignee, which is a group Identity, all members of that Identity will receive this
notification.
Open Assignments - All assignees that have not completed the Activity. Typically, this
Target is used with the On Remind or On Due event.
Closed Assignments - All assignees who have completed the Activity. Typically, this Target
would be used with the On Close event.
From Identity - Used only for escalation or delegation, this Identity is the one from which
the assignment is being delegated or escalated.
To Identity - Used only for escalation or delegation, this Identity is the one being delegated
to or escalated to.
Alternate - the Identity defined in the Alternate field.
 Alternate
If the Alternate Target is chosen above, this value is the Identity to receive the message.
Try it … Configure a Workflow Notification
In this example, a simple e-Mail Message Item is configured to notify a user to review a Design Request.
It is configured on the Review Request Activity of the Design Request Workflow.
1. Navigate to Administration > Workflow Maps and open the Design Request Workflow map for
editing.
2. Click to select the Review Request Activity, then click the Notifications tab in the Relationships
grid.
3. Using the Add E-Mail message button, search for and choose the Notify in Review message.
4. In the new Relationship grid row, click in the Event field and choose On Activate.
5. In the same Relationship grid row, click in the Target field and choose All Assignments.
6. Click Done for the Design Request Workflow Map.

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Using Item Values in a Message

E-Mails should be instructive to the receivers. Therefore, it is of interest to place concrete Item data into
e-Mail messages. You can use specially formatted variables in the Subject and the Body Text of an E-Mail
Message.
In the example above, you may want to include the Design Request _item_number, the state, or the
_title as part of the message sent to users when a Design Request is promoted, or when it is assigned to
certain individuals.

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Using Variables in E-Mail Text – Lifecycle Maps

The Properties of the current Item associated with a Lifecycle map are available for use in sent messages
when a Lifecycle State is reached, or when an Item is transitioned from one State to another.
To access a property, use the syntax ${property_name} – where the property_name identifies a valid
property defined in the ItemType of the Item. In the example above, the Request Number is substituted
in the e-mail message when it is generated.
Try it … Use Variables in Lifecycle Map E-Mail Text
1. Navigate to Administration > Notification > E-Mail Message and click Search.
2. Right click on the Notify in Review E-Mail message and choose More > Save As.
3. Edit the copied E-Mail message and provide the following values:
Name Notify in Review – with Variables
From User (none)
Subject Please Review Item ${_item_number}
Body Plain Request Title: ${_title}.
Please review request ${_item_number}.
This request is awaiting promotion.
4. Click Done.
5. Navigate to Administration > Lifecycle Maps and open the Design Request Lifecycle map for
editing.
6. Replace the Notify in Review Message configured in the In Technical Review state with this new
message containing Variables.
7. Confirm that the Engineering identity is set.
8. Close the Configure E-Mail Message window and click Done for the Design Request Lifecycle
map.

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Using Variables in E-Mail Text - Workflow Notification

Workflow notifications also support the use of variables to retrieve information from the current Item
and display it in an e-mail message. Workflow notifications support a more robust syntax using the
XPath standard to locate information in the internal Item representation (by AML). In the example
above, the Request Number Property of the Design Request Item displays in an e-mail message.
Note
A full discussion of XPath is outside the scope of this class, but you can learn about the XPath standard
from many sources on the web.
Try it … Use Variables in a Workflow Notification
1. Create a new E-Mail Message item and provide the following values:
Name Request WorkFlow Review – with Variables
From User (none)
Subject Request ${Item[@type=”Design Request”]/_item_number} waiting to be
reviewed
Body Plain Please check your InBasket - Design Request ${Item[@type=”Design
Request”]/_item_number} needs to be reviewed.
2. Click Done.
3. Replace the Review Request Activity message (Notifications tab) in the Design Request
Workflow Map with this new message and click Done.

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Note
There are four system variables available that can be used for any e-mail message.
Variable Definition
$[USER] The current logon name
$[ALIAS] The alias identity of the user
$[DATE] String containing today's date
$[TIME] String containing the current time

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Summary
In this unit, you learned about User Notifications and E-mail Notifications.
You should now be able to:
• Describe User Notifications
• Create an E-mail Message Item
• Use Variables in E-mail Text
• Send an E-mail Message when an Item is Promoted
• Send an E-mail Message using a Workflow Notification.

Review Questions
1. Describe the difference between a User Notification and an E-Mail Notification. Specifically,
where does the user see each notification?

2. Where does an administrator configure a User Notification?

3. What are the four places from which you can initiate an E-Mail Notification?

4. What is required before you can configure an E-Mail Notification?

5. What Item values are available to display in an e-mail message?

6. How can you notify a user that an assignment has been delegated to him/her?

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Lab Exercise
Goal
Be able to send an e-mail notification from a Lifecycle map and a Workflow.
Scenario
In this exercise, you create notifications for the Change Request to alert users about Lifecycle state
changes and active assignments.
Steps
1. The Creator should receive an e-mail message that resembles the following when a Change
Request is created. Configure the email message on the Preliminary (starting) Lifecycle state.
Name: Change Request Created
Subject: Change Request ${Item[@type=”Change Request”]/_item_number} created
Message (Body Plain):
Change Request ${Item[@type=”Change Request”]/_item_number} has been created.
Reason: Printer assembly needs to be replaced.
Cost $: ${Item[@type=”Change Request”]/_cost_estimate}
Please submit for review.
Identity: Engineering
2. The Review Request Activity of the Change Request Workflow should send the following
message to the CRB group.
Name: Change Request Review
Subject:
Change Request ${Item[@type=”Change Request”]/_item_number} needs review.
Message: An assignment has been placed in your InBasket.
Please review and approve Change Request ${Item[@type=”Change Request”]/_item_number}.
3. On the Change Request Workflow’s Notification Relationship tab, choose the event of: On
Activate and choose All Assignments for the Target field.
4. As an Engineering identity, create a Change Request and process it through its workflow to test
your work, keeping in mind the following Activity identities:
a. The Engineering identity you used as the Creator, will need to Confirm the Request and
Submit it.
b. Change Specialist I (PE Student) will need to Validate the request and a member of
Engineering will need to Verify the request.
c. Verify request goes through the Quality Control Subflow (Administrators).
d. Finally Review Request to Approve or Reject is by the CRB group identity (PE Student or Ann
Reddy).

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Unit 18 Implementing Poly Items

Overview
In this unit, you learn how to define a Poly Item ItemType. A Poly Item is a special type of item that is
derived from two or more Poly Source ItemTypes. Poly Items are useful if you need to view multiple
ItemTypes in a single search grid (database view). Poly Items are also useful if the related Item of a
relationship can be more than one kind of item.
Objectives
• Define the purpose of a Poly Item
• Review an existing Poly Item
• Establish a Relationship to a Poly Item
• Use a Poly Item as Item Data Type Property
• Create a Poly Item ItemType

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Defining Poly Item and Purpose

▪ Represents a collection of other ItemTypes
▪ Represented as a database view
▪ Allows for single query grid containing multiple ItemTypes
▪ Allows for a selection of multiple ItemTypes when building relationships or
assigning a value to an Item Data Type Property

Part Document CAD

Change
Controlled Item
© 2020 Aras

Defining Poly Item and Purpose

A Poly Item can represent a collection of other ItemTypes. A Poly Item is typically useful in the following
use cases:
•When similar properties are created in more than one ItemType and a single view is required to
search for an Item.
• When the Related Item of a Relationship can be represented by more than one ItemType.
• When an Item Data Type Property may be represented by more than one ItemType
For example, the Product Management solution makes use of a “Deliverable” Poly Item that may be a
Document, a CAD Document or some other kind of reference item.
Defining Poly Items
A Poly Item is defined by creating a Data SourceType marked as a Poly Item that is comprised of two or
more Poly Sources.
In the example above, the Change Controlled Item is a Poly Item that can represent either a Part, a
Document, or a CAD Document Item.
When an ItemType is defined as Poly Item, a SQL Server database view is created which represents its
sources.

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Reviewing Poly Item Example

2
© 2020 Aras

s
Reviewing Poly Item Example
A Poly Item is defined by an ItemType that uses the implementation type of Poly Item.
The Aras Product Engineering application uses a “Change Controlled Item” to represent either a Part, a
Document, or a CAD Document that is reviewed and modified under change control.
 Implementation Type
Poly Item indicates this ItemType will represent two or more ItemTypes that are already
defined in the database.
 Poly Sources
Defines the “parent” ItemTypes that will define the resulting Poly Items.
A Poly Item ItemType does not implement all the features of a Single implementation ItemType.
Try it … View a Poly Item ItemType
1.Locate the ItemType named Changed Controlled Item and open it for viewing.
2. Close the tab when you finished viewing it.
Note
Once an ItemType has been designated as a Poly Item, it is always a Poly Item. The database table for
this ItemType is deleted and any existing Items of that ItemType are lost. A Poly ItemType can’t change
back to a single ItemType.

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Reviewing Poly Item Database View

Change Controlled Item (View)
item_type item_number name description
Part P-0001 Gear Platinum
Part P-0002 Screw Phillips #5
Part P-0003 Bolt 30mm
Document M-1234 Email RE: review
Document S-1235 Spec Gear Spec
Document S-1236 Spec Bolt Spec
CAD C-0001 Gear Solidworks
CAD C-0002 Screw Solidworks
CAD C-0003 Bolt Solidworks

item_number name description item_number name description item_number name description

P-0001 Gear Platinum M-1234 Email RE: review C-0001 Gear Solidworks
P-0002 Screw Phillips #5 S-1235 Spec Gear Spec C-0002 Screw Solidworks
P-0003 Bolt 30mm S-1236 Spec Bolt Spec C-0003 Bolt Solidworks

Part (Table) Document (Table) CAD (Table)

© 2020 Aras

Reviewing Poly Item Database View

When a Poly Item ItemType is established in the database, a new View is created representing the
defined Poly Sources. This enables Aras Innovator to display similar properties in the same main search
grid as well as the relationship grid and search dialog windows.
In the example above, the Change Controlled Item View is created in the database to represent the
three Poly Sources defined in the Poly Item ItemType.
You can configure which properties display from each Poly Source by defining them in the Properties
grid of the Poly Item ItemType and unchecking the Hidden (or Hidden2) checkbox.
Note
If you configure a Property for a Poly Item ItemType, a Property with the same name and a compatible
Data Type must exist in all Poly Source ItemTypes.

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Using Poly Items for an Item Data Type Property

© 2020 Aras

Using Poly Items for an Item Data Type Property

A Poly Item is also useful when the related item of a relationship (or the destination item of an Item
Data Type property) can be represented by more than one kind of item.
In the PR example above, the Affected Item Property may be defined as either a Part, a Document, or a
CAD Document.
The Property is configured to use the Change Controlled Item Poly Item ItemType. When users select an
Item to define a link, they can choose from any of Poly Sources defined in the Poly Item ItemType (Part,
Document or CAD Document).
Try it … Select a Poly Item
1. Create a new Problem Report (PR) from the Change Management category on the TOC.
2. Click the Find Item button in the Affected Item field to display the Select Items window.
3. Click the Run Search button to locate all existing Change Controlled Items.
4. To filter by ItemType, use the Type search field and select one of the Poly Sources.
5. Notice that the Change Controlled Item is represented as either a Part, a Document or
a CAD Document.
6. Click Cancel and Discard the new PR item.

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Creating a New Poly Item ItemType

© 2020 Aras

Creating a New Poly Item ItemType

Define Poly Items by creating an ItemType using the Poly Item implementation type. You can then
define which Poly Sources represent the Poly Item. In this example, you create a new Poly Item named
Catalog Item that represents both the Part and Product ItemTypes.
Try it … Create a Poly Item ItemType
1. Navigate to TOC > Administration > ItemTypes and create a new ItemType.
2. Name the ItemType Catalog Item and provide the appropriate values as shown above.
3. Select Poly Item as the implementation type. (A warning displays that this step is irreversible.)
4. Save the ItemType, open the Poly Sources relationship tab, and select the existing Product and
Part ItemTypes.
5. Open the TOC Access tab and assign the World Identity to the Design category.
6. Save the changes by clicking the Save button.
Note
When you create a Poly Item ItemType, a List Item is created automatically with the same name as the
Poly Item ItemType. The List is used for the definition of the List Property Type.
Steps to view the List item:
1. From the TOC, navigate to Administration > Lists and search for the Catalog Item list.
2. View the Catalog Item list contents and close the tab when you are finished viewing the list
contents.

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Assigning Common Properties

© 2020 Aras

Assigning Common Properties

Now you define which shared Properties can be viewed in search grids. The Poly Item ItemType can be
assigned additional properties that are common to the Poly Source ItemTypes.
Try it … Assign Common Properties
In this exercise, the item_number, name, and description properties are defined in the Poly Item
ItemType.
1.Open for editing the new Catalog Item ItemType.
2.Create three new properties: item_number, name, and description.
Note that the spelling must be the same as for the Part and Product ItemTypes.
3. Make sure that the properties are displayable by clearing the Hidden checkbox.
4. Click Done.
Note
The spelling of the name of each property must be the same for all related ItemTypes and the Data Type
of their properties must be compatible. Their labels can be different.

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Querying a Poly Item

© 2020 Aras

Querying a Poly Item

When you search for Poly Items, a search grid displays each unhidden property from the Poly Sources.
Try it … Query a Poly Item
1. From the TOC, open the Design > Catalog Items.
2. Use a Simple Search to locate either Parts, Products, or both.

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Creating a Relationship to Poly Items

Define a Relationship to Poly Item ItemType

Users Select Poly Items

© 2020 Aras

Creating a Relationship to Poly Items

You can establish a relationship to a Poly Item ItemType to allow users to select from a collection of
ItemTypes. In the example above, a new relationship is created on the Design Request ItemType to
allow users to select a Poly Item as a related item.
Try it … Create a Relationship to a Poly Item
1. In TOC > Administration > ItemTypes, open the Design Request ItemType for editing and select
the RelationshipTypes tab.
2. Create a new RelationshipType selecting the Poly Item ItemType (Catalog Item) as the related
item, as shown here.

3. Click Done and test the new Relationship by editing a Design Request and using the Catalog
Items Relationship tab to choose Parts and/or Products.

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Creating an Item Data Type Property using a Poly Item

Define an Item Data Type Property using a Poly Item ItemType

Display the Property on the Form

© 2020 Aras

Creating an Item Data Type Property using a Poly Item

A property of Data Type Item can use a Poly Item ItemType. In the example above, a new property
named _catalog_entry is defined in the Design Request ItemType and added to the Form. Users are
then able to select from a collection of Items of all Poly Sources configured on the Poly Item ItemType.
Try it … Create an Item Data Type Property using a Poly Item
1. Create a new property (_catalog_entry) on the source ItemType (Design Request) and select
Data Type Item with the Poly Item ItemType (Catalog Item) as the Data Source.

2. Click Done and then modify the Design Request Form to add the property to display on the
form.
3. Click Done and test the Poly Item Property by editing a Design Request and using the Catalog
Entry property to choose a Part or a Product.
4. Click Done.

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Summary
In this unit, you learned how to define and create Poly Items. You should now be able to:
• Define the purpose of a Poly Item
• Use Poly Items for establishing Relationships or Item Data Type Properties
• Create a Poly Item as a Property

Review Questions
1. How do you configure which ItemTypes will define a Poly Item?

2. What are the three use cases for a Poly Item?

3. What ItemType features are not available on a Poly Item?

4. Why would you configure a relationship related item as a Poly Item?

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Lab Exercise
Goal
Create a new Poly Item ItemType using the ItemTypes you created in this course.
Scenario
In this exercise, you create a new Poly Item ItemType named Product Request that allows a user to
query both the Design Requests and the Change Requests you configured earlier in the course in a single
search grid.
Steps
1. Create a new ItemType named Product Request and provide the appropriate labels and icons.
2. Choose the implementation type of Poly Item.
3. Select the Design Request and Change Request ItemTypes as Poly Sources for the new ItemType.
4. Allow the World Identity TOC Access and choose the Product Management category to place
this ItemType in the TOC.

5. Save changes to establish the Poly Item ItemType.

6. Locate the Properties tab and define the following properties that are common to both Poly
Source ItemTypes and then save the changes.

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Note
If you did not build the Properties for the Design Request ItemType with the instructor earlier, please do
it now.
Name Label Data Type Length
_item_number Request Number String 32
_title Title String 64
7. Click Done and locate the new ItemType in the TOC and run a query to display the results.
The following example is sorted by Title and your results may differ.

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Unit 19 Configuring Command Bars
Overview
The Aras Innovator client uses configurable command bars that allow you to add, remove and revise
buttons, menus, and associated windows shortcut keys without any programming.
In this unit, you learn how to add new command buttons and shortcut keys that are defined in the
Configurable User Interface (CUI) data model.
Objectives
• Introduce the Configurable User Interface (CUI) Data Model
• Review Command Bar Section Locations
• Identify Command Bar Item Actions
• Understand Command Bar Item Action Ranking and Security
• Add a Command Bar Button and Windows Shortcut

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CUI Data Model

The Configurable User Interface (CUI) allows an Aras Administrator to define the layout and behavior of
the Aras Innovator client application. The configuration is based on a hierarchy of ItemTypes that define
both the windows design as well as the individual controls that allow a user to interact with the
application.
Presentation Configuration
A global Presentation Configuration acts as a container for the CUI configuration. The global
presentation applies to all items in the application, but it can be overwritten or augmented by an
ItemType presentation which is specific to a category of items (e.g., Part). One global presentation
defines the standard out-of-the-box Aras web client. The ItemType presentation is outside the scope of
this course.
Command Bar Sections
Command Bar Sections define the content of a window control and contain a collection of one or more
command bar items.
Command Bar Items
Command Bar Items define each individual control contained in a command bar section. Examples
include toolbar menus and buttons, windows shortcut keys, and context menu entries.
Window Sections
A Window Section defines the overall layout of an item window and contains various window controls
that display on the screen. Modifying window sections is outside the scope of this course.
Window Section Controls
Modifying window section controls is outside the scope of this course. They define the layout of a title
bar, toolbar, tab control, form accordion element, and a relationship accordion element.

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Reviewing Command Bar Locations

Configurable command bar sections are defined for many locations in the Aras Innovator client. This unit
focuses on the primary locations.

 Main Window Header

Contains the top navigation panel.

 Main Window Header User Menu

Displays menu options available from the User Menu.

 Table of Contents (TOC)

Defines the configured categories and labels.

 Search View Command Bar

Displays buttons and controls used in the main search grid.

 Item View Command Bar

Defines the buttons and menus displayed on the item window.

 Item View Relationships Command Bar

Defines the controls used in the item relationship (tabbed) grid.

 Item View Sidebar

Displays the buttons used in the sidebar.

 Item Window Shortcuts and Main Window Shortcuts

Defines windows shortcut keys that can be associated with a Method to perform an
operation.

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Implementation Types
Customization of the user interface is accomplished in two ways: either through the Data Model or
through Methods.
Data Model
A reserved set of ItemTypes provides the ability to add, revise and remove menu entries and command
bar buttons in the locations described on the previous page. Method code is not required to create new
controls using the data model implementation. Controls can also be configured to determine who
should have access to the controls and when they should appear.
In this course, we will make changes to the existing data model to create new controls.
Methods
The Aras API also allows UI controls to be created dynamically with programming logic using either a
client or server Method. This approach is best when the access to a control is based on complex
business rule(s).
Using Methods to create UI controls is outside of the scope of this course.

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Configuring Command Bar Sections Overview

Command bars are configured by defining (or modifying) a command bar section that contains
Command Bar Items (e.g., menus, buttons).
You add, remove, or revise a command bar item using an Item Action.
The appearance and order of the command bar items are determined by a sort order ranking.
Command bar items must be qualified by identity. They can be linked to an item classification so that a
command bar item only appears for a certain group of users, based on the current classification of the
item.

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Command Bar Item Actions

Four actions are available when configuring a control.
Add
Adds a new UI control to a Command Bar Section.
Remove
Removes a UI control that was previously added in another Command Bar Section.
Replace
Replaces a UI control that was previously added in another Command Bar Section.
Clear All
Removes all controls from a Command Bar Section.

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Action Ranking
Actions are ranked by a sort order that indicates the order of execution within a section. The lowest
order number executes first and so on.
In the case of the Add action, this dictates the position order of a command bar item or window section.
In the example above, a series of buttons are added to a toolbar in the sequence indicated by the sort
order number.

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Qualifying Identity Access and Classification

In addition to order ranking, each action can be qualified by an identity and an item classification. At
runtime, the qualifiers are evaluated to determine whether the action should be executed for the
current user on the current item.
In the example above, the first three Add actions will execute regardless of the user logged in to Aras
Innovator (World). The Remove action will only execute if the user is a member of Engineering and the
item is classified as Product. The next Add action will only occur for members of Manufacturing on an
item classified as Component. The final Add action occurs if user is a member of the CRB identity.

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Opening Global Client Presentation

The global client presentation defines the default user interface for all items in the Aras Innovator
application. There is only one global presentation for the standard Aras Innovator client, but additional
presentations are possible for custom client implementations.
Try It … Open the Global Presentation
1. Login as an Administrator (your student login).
2. Navigate to Administration > Configuration > Client Presentation and run a full search.
3. Click the Global link in the Presentation column to open the presentation item.

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Adding a New Button

Toolbar buttons are represented as command bar items in the CUI. Each button is positioned using sort
order ranking. In this example, a new button will be defined for the search grid to allow a user to export
the contents of the grid to a PDF file.
To Add a New Button
• Locate and open the desired command bar section.
• Create a new command bar item.

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Opening Command Bar Section

In our example, Aras Innovator users would like the ability to export the search grid results to PDF. We
will add a new command bar item to a Command Bar section to represent the new Export PDF button.
The Command Bar Section representing the search grid toolbar is named
searchview.commandbar.default.
Try It … Open Command Bar Section
1. Navigate to Administration > Configuration > Client Presentation and open the Global Client
Presentation by clicking on the Global link.
2. Set the search mode to Simple on the Command Bar Section tab.
3. Click the Clear Search Criteria button, then enter *search* in the Name search filter column and
click Search.
4. Widen the Name column, right-click and open searchview.commandbar.default from the
context menu.

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Adding Button Command Bar Item

The Export to PDF button is defined by creating a new command bar item in the
searchview.commandbar.default section.
Try It … Add a Button Command Bar Item
1. With the searchview.commandbar.default tab open, click the Edit button.
2. Click the New Command Bar Item button in the relationship grid.
3. Choose Button from the Select Item Type dialog window and click OK.
4. Enter the following information into the new row:
Name training.searchview.exportPDF
Sort Order 3000
Action Add
For Identity… World
5. Right click on the row and select Open to continue configuring the new command button.

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Configuring the Button Command Bar Item

The command bar item defines what Method will execute when the button is clicked by a user, as well
as the label and icon to be displayed on the button control. The Tool Tip displays when a user hovers
over the button.
Try It … Configure the Button Command Bar Item
1. Enter Export to PDF in the label field to define the button text and enter Export Grid to PDF in
the Tooltip Template field.
2. In the Click Method field, enter or select the Method named:
cui_common_export_to_pdf_click.
3. Select an image to display (optional) on the button.
4. Click Done to save the Button configuration.
5. Click Done for the Command Bar Section to capture the changes.
6. To test your new button, open a search grid on any ItemType (e.g., Parts) and click your new
button. The PDF is exported according to your browser settings.

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Adding a Windows Shortcut Key

Shortcut keys allow a user to access a feature in Aras Innovator without the use of a mouse. You can
individually create shortcuts for different locations.

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Opening Command Bar Section

Shortcut keys are contained in a command bar section that represents a location in the Aras Innovator
client. Aras Innovator users would like to quickly logout so we will add a logout shortcut.
Try It … Open Command Bar Section
1. Open the Global Client Presentation Command Bar Section relationship tab and ensure it is set
to the Simple Search mode.
2. Clear the current Search criteria, enter *short* in the Name search filter field, and run the
search.
3. Widen the name field, locate the command bar section
com.aras.innovator.cui_default.mainViewShortcuts, right click, and choose Open to view the
section.

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Adding Shortcut Command Bar Item

Shortcut keys are represented as command bar items in the database with the ItemType of Shortcut.
Try It … Add a Shortcut Command Bar Item
1. With com.aras.innovator.cui_default.mainViewShortcuts open in a new tab, click the Edit
button.
2. On the Command Bar Item Relationship tab, click the New Command Bar Item button.
3. Choose Shortcut from the Select ItemType dialog window and click OK.
4. Enter the following information into the new row:
Name training.shortcut.Logout
Sort Order 800
Action Add
For Identity… World
5. Right click on the row and select Open to continue configuring the new shortcut.

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Configuring the Shortcut Command Bar Item

The shortcut command bar item is configured with one or more keyboard keys (supported combinations
are shown below). The Handler determines what program that will execute when the key(s) are pressed.
For any combination of shortcut keyboard keys, they must be in the following order:
Alt then Ctrl then Shift.
Supported Keyboard Combinations
alt+ ctrl+ shift+ ctrl+shift+ Button on keyboard
Supported Supported Supported Supported a-z
Supported Supported Supported Supported 0-9
Supported Supported Supported Supported Num0-Num9
Supported Supported Supported Supported ~
Supported Supported Supported Supported tab
Supported Supported Supported Supported enter
Supported Supported Supported Supported insert
Supported Supported Supported Supported delete
N/A Supported N/A N/A pageup, pagedown, home, end
N/A Supported N/A N/A F1-F12
N/A Supported N/A N/A arrows, Num-arrows
N/A Supported N/A N/A <, >
N/A Supported N/A N/A [, ]
N/A Supported N/A N/A -, +, Num-, Num+

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Try It … Configure a Shortcut Command Bar Item

1. With the training.shortcut.Logout open for editing in a new tab, enter the desired characters
(no spaces) in the Shortcut field.
In this example enter the text: alt+b
2. In the Handler field, enter or select the Method named cui_default_mwh_onLogoutCommand.
3. Click Done.
4. Return to the com.aras.innovator.cui_default.mainViewShortcuts Command bar Section tab
and click Done.
5. To test your new shortcut, log out and then log back in again.
6. Once you login, use alt+b to logout of Aras Innovator.

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Summary
In this unit, you learned how to configure command bar buttons and windows shortcut keys using the
Configurable User Interface (CUI).
You should now be able to:
• List the components of the Configurable User Interface (CUI) Data Model
• Be able to identify the command bar section locations
• Use a command bar item Action and define Action ranking and security
• Add a Command Bar button and Shortcut.

Review Questions
1. Because the Configurable User Interface provides the ability to reconfigure how users interact
with the Aras client, it is strongly recommended that you make a _____________________ of
the database before changing any UI controls that are standard in the Aras interface.

2. In the CUI Data Model, a _________________________________ is associated with the Client,

which determines how standard menus and command bars will be organized.

3. How can you control the order of command bar buttons in a toolbar?

4. How can you control who will see a toolbar button?

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Lab Exercise
Goal
Add command bar items using the CUI Data Model implementation.
Scenario
A request has been made to make the following adjustments to the client user interface:
• Add a button to the Item View Command Bar to allow users to create a new item from an
existing item.
• Add a shortcut key (alt+h) which brings up Aras Innovator Help.
Steps
Add a Command Bar button
1. Open the Global Client Presentation for viewing.
2. Locate and edit the Command Bar Section for the Item View Command Bar named
itemview.itemcommandbar.default.
3. Add a new Button named training.itemview.new with Action Add, supply a sort order (e.g.,
1000), and an Identity (e.g., World).
4. Right click on the row and select Open to continue configuring the new command button.
5. Locate and enter the Click Method named cui_command_new_item_execute.
6. Select an image for the Button, e.g., the New symbol and add text in the Label field if desired.
7. Check the result of your work by opening a new ItemView. If necessary, logout and login again.
8. The updated Item View Command Bar should look something like the following:

Add a Shortcut Key

1. Open the Global Client Presentation, locate, and edit the Command Bar Section named
com.aras.innovator.cui_default.mainViewShortcuts.
2. Add a new Shortcut Item (Action Add) named training.shortcut.Help that uses the alt+h keys to
call the Handler Method named cui_default_mwh_onHelpCommand.
3. Supply the sort order and Identity, then save the changes.
4. Test your work by closing all tabs and then enter the key combination alt+h. It may be necessary
to logout and login again to see the change.

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Unit 20 Packaging a Solution
Overview
In this unit, you learn how to package the solutions you built in this course so they can be exported and
moved to a different database. You build a package definition, add Items (Elements) to it, and export the
package to the file system. You can then import the exported files to a different database.
Objectives
• Identify Package Components
• Create a Package Definition
• Review Package Dependencies
• Add Package Elements
• Review a Package Definition
• Export a Package
• Review the Logs
• Review the Manifest File
• Import a Package.

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Moving a Solution
When you create a solution, you typically work on a Development server to build and configure the new
application. You also use the Development server to correct bugs as well as make enhancements and
add new features to the solution. In this course, your cloud server is used as the Development server.
Once a solution is ready for testing, a copy is typically moved to a Test/QA server for assessment of any
problems, etc. When the solution is approved for general use, it is then moved to the Production server
where end users begin to use the solution. You should never make changes to the Production server
until they have been verified through careful testing.
Your exact configurations may differ (and are more detailed), but this general configuration is
recommended for developing/deploying solutions.
In this unit, you learn how to package a solution so that it can be transported to a new server. You also
learn some best practices for moving solution elements.

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Package Overview
As you learned, everything you create in Aras Innovator is an Item. The templates you created in this
course to define ItemTypes, Relationship Types, Forms, etc. are all Items that define your solution.
You also learned that all Items are described using Adaptive Markup Language (AML). In effect, the Aras
Innovator database can be represented as a large collection of AML documents that describe the
configuration of your solution as well as the data. To move a solution to another system requires careful
planning to determine what components comprise your solution.
Package Definition
The first step in moving a solution is to create a Package Definition. A Package Definition is a collection
of Package Groups that contain Package Elements. Each Package Group defines a collection of templates
that is exported from the database.
In the example above, the Package Definition contains an ItemType Package Group. That group contains
one Package Element, which is the Design Request ItemType. Each subsequent group contains
respective element(s) for that group (Workflow, Lifecycle map, Relationship Type, etc.).

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Package Handling Overview

The first step in moving a solution is to set up a Package Definition. The starting point are the Items that
are to be added to the Package Definition. Right clicking from the Items and selecting Add to Package
Definition opens a wizard. This wizard steps you through creating a Package Definition including its
dependencies, as well as adding Items to an already existing Package Definition.
Just as everything else in Aras Innovator, the Package Definition itself is also just an Item. Therefore, it
can be managed without the wizard. This allows you to modify dependencies if you did not include all
needed dependencies on creation of the Package Definition.
The Package Definition is then used by the Export utility. The Export utility program selects data from
the source database according to the Package Definition and creates AML files.
The AML files are then available to be imported into the target system. The Import utility adds Items to
the target database or modifies existing items, following a control setting of the import dialog.

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Creating a Package Definition

You create a Package Definition to identify what elements will be exported from the database. You
select the elements that make up your solution and add them to a definition. Eventually, the definition
is used to export the selected Items from the database to the file system as AML documents.
After creating a package, you can add subsequent elements by selecting each Item and adding them to
the same Package Definition.
Try it … Create a Package Definition

1. Navigate to Administration > ItemTypes.

2. Search for the Design Request ItemType.
3. Right-click on the Design Request ItemType and choose Admin > Add to Package Definition from
the context menu. The Add Item(s) dialog window displays.
4. Select Create New from the dropdown list and click OK.
5. Enter Design Request for the Package Name, then click OK.
6. Click to select the com.aras.innovator.solution.PLM package from the Dependency list.

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Reviewing Package Dependencies

Often, the solutions you build reference elements from other solution packages. You can specify these
package references as part of the Package Definition. When the exported package is imported into
another system, the required dependencies are resolved before any new elements are accepted into the
system. If a required package is missing on the destination system, an error is raised, and the import
fails.
Every solution in Aras Innovator is dependent on the Core Package. The Core Package is installed when
you first install Aras Innovator. Because every solution relies on this package, the dependency is implied
and does not have to be defined in a Package Definition.
In the example above, the PLM Solution is dependent on Core, but that dependency is implied and does
not have to be configured in the PLM Solution Package Definition.
The Design Request solution we built in this course uses elements from the PLM Solution package, e.g.,
the ItemType Part, so it must be defined in the Design Request Package Definition.
Adding Package Dependencies
While creating the new Package Definition, highlight the Package Definitions that this solution is
dependent on and then click the OK button.

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Determining Package Elements

Selecting the elements to be included in a package is one of the most important steps in exporting a
solution. Because each solution is different, there is no fixed rule on which elements should be selected.
Also, remember that each template you create in your solution may reference another element. Some
common techniques for collecting the necessary elements include:
• Searching on the modified_on property for each ItemType in question. If you know when
development began for your solution you can use this date/time filter to determine what may
be relevant.
• Starting with the ItemType(s) that comprise your solution and noting each element that relies
on this ItemType (Form, Lifecycle map, Relationship, etc.).
• Using the Where Used browser to determine where an Item is used by other Items.
• Using the Structure Browser to display which Items are related to a parent Item.
Keeping a complete inventory as you create each Item in your solution can save time when it comes
time to move the solution.
* You must not package any ItemTypes that have the Is Relationship option selected (is_relationship=1).
These ItemTypes are automatically included in the definition of the RelationshipType element.
** You must not include any Lists that have been generated to bind a set of PolySources to a Poly
ItemType. These Lists have the same name as the Poly ItemType and must be newly generated in the
destination database.
It is also typically not recommended that you include Users and User Aliases in a Package Definition.
Including Users in a package makes your solution less generic and ties your solution to a set of pre-
defined individuals that must always exist in the target system.
If you want to transport end user data from one system to another, this is also allowed. For example,
just select parts and documents and add them to your package. Packages can be used to have the same
test data available at the Test/QA server as at the Development server.

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Adding Package Elements

Right-click on the selected Item(s) and choose Add to Package Definition from the context menu. Then,
select the desired Package Definition and click the OK button to add the Package Element to the Package
Definition.
A Package Element can only belong to one Package Definition. If you attempt to add the element to
more than one definition, an error occurs.
Package Elements can also be added from the TOC Editor. Select the Element in the TOC Editor and click
the Add to Package Definition button.
Try it … Add Package Elements
In this exercise we will add some of the Design Request elements to the Design Request package you
created in the previous exercise.

1. Navigate to Administration > Forms and search for all the Design Request forms.
2. Select all the Design Request forms, right-click and choose Admin > Add to Package Definition.
3. In the dialog window, use the dropdown list to select the Design Request package, then click the
OK button.
4. Add the Design Request Lifecycle map to the Design Request package.
5. Add the Design Request and Calculate Price Workflow maps to the Design Request package.

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Reviewing Package Elements

Package Definitions can be reviewed and edited. The list of Package Groups displays in the
PackageGroup tab in the Relationships grid. In the example shown above, three Form elements are
included in the Form Package Group which is part of the Design Request Package Definition.
Try it … Review Package Elements

1. Navigate to Administration > Configuration > Package Definitions and open the Design Request
package definition for viewing.
2. Right-click on a Package Group and select Package Group > Open from the context menu to see
each individual Element Id.
3. Close each open Package Group and return to the Design Request package definition tab.

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Reviewing Package Dependencies

Dependencies can be added using the PackageDependsOn relationship tab. In the example shown
above, one dependency is configured for the Design Request Package Definition.
Try it … Review and add Package Dependencies

1. For the Design Request Package definition, open the PackageDependsOn Relationship tab.
2. If you do not see the com.aras.innovator.solution.PLM package definition, click the Edit button,
and then click the New PackageDependsOn button.
3. In the name field, enter com.aras.innovator.solution.PLM and click Done.

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Exporting a Package
Once the Package Definition is complete, the package can be exported using the Export utility. This
utility is a separate executable named export.exe that is available on the Aras Innovator CD image. It is
important to select the Export utility belonging to the version and service pack of the installation from
which you do the export.
The Export utility allows you to select a Package Definition from the database and create a package
folder structure in the file system. Each Package Group (ItemType, Form, etc.) becomes a separate
subfolder in the file. Within each subfolder, each exported Item is represented as an AML file with the
same name as the exported Item.
In the example above, two Form definitions are exported and contained in the Form subdirectory. Note
the remaining subfolder names – each represents an exported Item from the database.

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Using the Export Utility

When you run the Export Utility, you must first log on as an administrator using your Aras Innovator
username and password to access the selected database.
Try it … Run the Export Utility

1. Use Windows File Explorer and navigate to the place where you have stored the export.exe file.
For example: C:\Program Files (x86)\PackageImportExportUtilities\Export
2. Double click the export.exe file to run the Export Utility.
3. In the Server field, enter the URL of the Aras Innovator Server.
4. Click the ellipsis (…) button to the right of the Database field to populate the dropdown list.
5. Select the desired database.
6. Enter a valid administrator username and password in the respective fields.
7. Click the Login button.

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Selecting Export Options

The following options can be configured when exporting Items:
 Export To
The directory location for the exported AML files.
 Export Referenced Items
If a referenced Item in another package is encountered while exporting an Item, this
option allows the referenced Item to be exported as well. This is typically not
recommended – the Package Definition should be configured with appropriate
package dependencies.
 References to Unknown Packages
Remove Silently – if an unknown referenced Item is encountered when exporting an
Item, the Item is removed from the export and no errors occur.
Remove with Warning (recommended) – if an unknown referenced Item is
encountered when exporting an Item, the Item is removed from the export and a
warning message appears.
Don’t Remove – if an unknown referenced element is encountered when exporting
an Item, the Item is still exported – this will likely cause problems on Import.
 Level
Uses the AML level attribute to allow a deep query into an Item. Typically, not
recommended to modify for basic exports.
Referenced Item is used as summary of related Items of Relationship Items as well as Items referenced
by an Item Property. Additionally, the term referenced item can include more than one level.

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Selecting Package(s) to Export

You can view the Package Elements that will be exported by clicking on the Package Group name. You
can then select or deselect individual elements in the Package Group list.
Try it … Select Package(s) to Export

1. For the Export To field, select a folder on your local computer.

2. For the Packages field, click the ellipsis (…) button to see the available Package Definitions and
their Package Groups.
3. Click the Plus button next to the field your Database to expand it.
4. Find and select the checkbox for the Design Request package you created.
5. Click the Export button and wait for the export to finish.
6. You can close the Export Utility.

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Viewing the Export Log

A new log file is created for each export session. If you perform more than one export before closing the
Export utility, the status messages are appended to the same log file.
Try it … View the Export Log

1. Use Windows File Explorer and navigate to the folder where your Export utility is stored.
For example: C:\Program Files (x86)\PackageImportExportUtilities\Export.
A subdirectory named logs exists that stores a log of each export.
2. Open the log file with today’s date using a text editor to view results and any errors.
3. Close the text editor when you are finished viewing the log file.

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Reviewing the Manifest File

A manifest file is created by the Export utility and is used at Import to locate the package element AML
files. The manifest file contains the package name and the top-level directory location where the
exported AML files are stored. Each subdirectory under the Import directory is the name of a Package
Group (ItemType, Form, RelationshipType, etc.).
The manifest also includes the dependencies that have been configured in the Package Definition so
that referenced Items can be resolved on import in the database.

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Reviewing an AML file – Example: ItemType Design Request

The Export Utility creates one AML file per Item in the Package Definition. The AML file contains the
AML representation of the Item and of all its Relationships. For NULL Relationships this means, that all
the relevant information is automatically included in the AML file of the Item. The example above shows
the Property _cost belonging to the ItemType Design Request.
In case of Relationships linking to a Related Item, the AML file will contain the Relationship itself, but not
the Related Item. The Related Item must be available in the target system before the import of the
Source Item AML file.
In the example, a Permission with the name Default Access must already exist in the database before
the AML above can be successfully imported. As a result of a successful import, you will not only find the
ItemType Design Request, but also the Relationship between the ItemType and the Permission Default
Access.
This means that the sequence must be controlled. You can define the control via Dependencies of
Package Definitions. The export utility stores the information about the import sequence in the
dependson tag in the Manifest file.

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Importing a Package
Package import is accomplished by using a separate executable named Import.exe that is available on
the Aras Innovator CD image. It is important to select the Import utility belonging to the version and
service pack of the installation to which you do the import.
The Import utility uses an existing manifest file to locate the AML export files. Each file is then parsed to
create (or edit) new Items in the destination database.
The Import Utility imports Package Groups from a Package Definition in the following order:
1. List 11. Email Message 20. Field
2. Sequence 12. Action 21. Property
3. Revision 13. Report 22. View
4. Variable 14. Form 23. SQL
5. Identity 15. Workflow Map 24. Metric
6. Member 16. Lifecycle Map 25. Chart
7. User 17. Grid 26. Dashboard
8. Permission 18. ItemType
9. Method 19. RelationshipType
If this sequence is not supporting you well enough, please use different packages and define the control
using dependencies.

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Using the Import Utility

Run the Import Utility and enter the Aras Innovator URL in the Server field. Then click the ellipsis (…)
button and select the desired destination database from the dropdown list. Enter a valid username and
password for the destination database.

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Selecting the Manifest File

Provide the path to the desired manifest (.mf) file and select the Package for import.

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Selecting Import Options

Type
Merge –attempts to merge changes of an imported Item into the database if the same Item already
exists (recommended).
Ignore –ignores the Item if it already exists in the database.
Mode
Fast Mode – will not do a detailed reference checking of the Item as it is imported into the database.
Thorough – performs comprehensive checking of referenced Items to ensure they exist and are correct
(recommended).
Running the Import Utility
Switch the Type from Ignore to Merge, then click the Import button (in the upper left corner).

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Summary
In this unit, you learned how to create a Package Definition to export your solution for transport to
another server. You should now be able to:
• Identify the Package Components
• Create a Package Definition
• Add Package Elements
• Review a Package Definition
• Export a Package
• Review the Logs and Manifest File
• Import a Package

Review Questions

1. Why are Package Dependencies important when exporting a solution?

2. Where does the Package Definition get stored?

3. What is the format of the exported Item files?

4. When is a manifest file used?

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Lab Exercise
Goal
Export the Change Request solution using a Package Definition and the Export utility.
Scenario
In this exercise, you will create a Package Definition for the Change Request solution. You will need to
determine all the required components for the solution to create a new Package Definition. You will
then export the solution.
Steps

Relationship Types

Forms

Lifecycle Maps

Workflow Maps

Lists

Sequences

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Identities

Permissions

1. Create a new Package Definition named Change Request and capture all the elements you have
listed in the previous step.
2. Use the Export utility to extract the elements from the database to the file system into a
directory named C:\ExportPackage.
3. Review the log and manifests files that are created and resolve any errors.

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List of Exercises and Labs
Unit 1 Introduction .................................................................................................... 5
Unit 2 Users and Identities ...................................................................................... 13
Try it … Create a New User ........................................................................................ 16
Try it … Add a User to a Group .................................................................................. 22
Try it … Create Engineering Users.............................................................................. 23
Try it … Create a Group Identity and Add Users ........................................................ 23
Try it … Run an Identity Membership Report ............................................................ 24
Lab Exercise ................................................................................................................ 26
Unit 3 Exploring ItemTypes...................................................................................... 27
Unit 4 The Table of Contents (TOC) Editor ............................................................. 49
Unit 5 Itemtype Properties ...................................................................................... 61
Try it … Make a Property Required, and Modify its Label: ........................................ 70
Try it … Create Custom Properties for the Design Request ItemType....................... 73
Lab Exercise ................................................................................................................ 75
Unit 6 Creating Object Properties............................................................................ 77
Try it … Create a Foreign Property ............................................................................. 81
Try it … Create a List and Use it for a New Property ................................................. 83
Try it … Create a Filtered List ..................................................................................... 85
Try it … Configure a List ............................................................................................. 86
Try it … Configure a Filtered List ................................................................................ 87
Try it … Create a Sequence ........................................................................................ 90
Try it … Defining an Image Property .......................................................................... 92
Lab Exercise ................................................................................................................ 94
Unit 7 Creating the User Interface ........................................................................... 97
Try it … Regenerate a Form ..................................................................................... 100
Try it … Edit the Design Request Form .................................................................... 102
Try it … Configure Additional Properties on the Form ............................................ 103
Try it … Add Unused Properties to the Form ........................................................... 105
Try it … Copy a Form ................................................................................................ 109
Try it … Hide Properties on a Form .......................................................................... 111

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Try it … Change the Background Color of a Form .................................................... 111

Try it … Create and Classify a View .......................................................................... 112
Try it … Add a Property to Display in a Classified View ........................................... 114
Try it … Create a Design Request ............................................................................. 115
Lab Exercise .............................................................................................................. 117
Unit 8 Creating Item Relationships ........................................................................ 119
Try it … View the RelationshipType Search Grid...................................................... 122
Try it … Set Default Structure View to Tabs On ....................................................... 124
Try it … Create a RelationshipType .......................................................................... 125
Try it…Require a Related Item ................................................................................. 128
Try it … Create a Design Request Document Relationship ...................................... 130
Try it … Create a NULL Relationship ........................................................................ 132
Try it … Test the NULL Relationship ......................................................................... 133
Lab Exercise .............................................................................................................. 137
Unit 9 Assigning Security ....................................................................................... 139
Try it … Create a New Permission ............................................................................ 143
Try it … Modify a Permission ................................................................................... 144
Try it … Assign a Permission..................................................................................... 145
Try it … Change Access to an Item ........................................................................... 148
Try it … Configure an ItemType to Allow Private Permissions................................. 149
Try it … Set a Private Permission ............................................................................. 150
Try it … Create a New Team..................................................................................... 153
Try it … Assign Team Permissions ............................................................................ 154
Try it … Display the Team Property on the Design Request Form and Test Team Permissions 155
Try it … View or Change Password Settings ............................................................. 158
Lab Exercise .............................................................................................................. 160
Unit 10 Visualizing Data ........................................................................................... 163
Try it … Create a New Query Definition ................................................................... 167
Try it … Select Properties ......................................................................................... 168
Try it … Execute a Query .......................................................................................... 169
Try it … Add Related Items....................................................................................... 170
Try it … Add Properties from the Relationship ........................................................ 170
Try it … Reuse a Query Element Definition.............................................................. 171
Try it … Create a Tree Grid View .............................................................................. 174
Try it … Add Columns/Labels ................................................................................... 175

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Try it … Map Elements ............................................................................................. 176

Try it … Combine Rows ............................................................................................ 177
Try it … Change the Icon .......................................................................................... 177
Try it … Configure Cell Display Settings ................................................................... 179
Try it … Create Item Hyperlinks ............................................................................... 180
Try it … Set TGV Usage ............................................................................................. 181
Try it … Review the TGV Result ................................................................................ 182
Try it … Define a Query Parameter .......................................................................... 183
Try it … Map a Query Element to a Condition ......................................................... 184
Try it … Add a Qualifying Condition ......................................................................... 185
Try it … Enable a Tree Grid View Parameter............................................................ 186
Lab Exercise .............................................................................................................. 189
Unit 11 Defining Extended Classification ................................................................. 193
Unit 12 Defining Lifecycle Maps and Versioning ..................................................... 217
Unit 13 Creating a Workflow Map ........................................................................... 243
Unit 14 Enhancing a Workflow ................................................................................ 273
Unit 15 Working with Files....................................................................................... 291
Unit 16 Replicating Files........................................................................................... 309
Unit 17 Sending Notifications .................................................................................. 335
Try it … View Messages............................................................................................ 337
Try it … Create a New User Notification Message Template ................................... 340
Try it … Create an E-Mail Message Item .................................................................. 344
Try it … Configure a Lifecycle E-Mail Message......................................................... 346
Try it … Configure a Workflow Notification ............................................................. 348
Try it … Use Variables in Lifecycle Map E-Mail Text ................................................ 350
Try it … Use Variables in a Workflow Notification ................................................... 351
Lab Exercise .............................................................................................................. 354
Unit 18 Implementing Poly Items ............................................................................ 355
Try it … View a Poly Item ItemType ......................................................................... 357
Try it … Select a Poly Item........................................................................................ 359
Try it … Create a Poly Item ItemType ...................................................................... 360
Try it … Assign Common Properties ......................................................................... 361
Try it … Query a Poly Item ....................................................................................... 362
Try it … Create a Relationship to a Poly Item .......................................................... 363
Try it … Create an Item Data Type Property using a Poly Item................................ 364
Lab Exercise .............................................................................................................. 366

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Unit 19 Configuring Command Bars ........................................................................ 369

Try It … Open the Global Presentation .................................................................... 377
Try It … Open Command Bar Section....................................................................... 379
Try It … Configure the Button Command Bar Item .................................................. 381
Try It … Open Command Bar Section....................................................................... 383
Try It … Add a Shortcut Command Bar Item ............................................................ 384
Try It … Configure a Shortcut Command Bar Item................................................... 386
Lab Exercise .............................................................................................................. 388
Unit 20 Packaging a Solution ................................................................................... 389
Try it … Create a Package Definition ........................................................................ 393
Try it … Add Package Elements ................................................................................ 396
Try it … Review Package Elements........................................................................... 397
Try it … Review and add Package Dependencies ..................................................... 398
Try it … Run the Export Utility.................................................................................. 400
Try it … Select Package(s) to Export ......................................................................... 402
Try it … View the Export Log .................................................................................... 403
Lab Exercise .............................................................................................................. 411

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Answer Key
Unit 2 – Users and Identities
Review Questions
1. An Alias Identity. User privileges are defined and managed through identities.
An alias identity is unique for each user.
Additional rights and access will be inherited from groups or roles that the alias identities belong
to.
2. The Identity Membership report is the best way to see a Group Identity hierarchy.
3. Disable logon.
Unit 3 – Exploring ItemTypes
Review Questions
1. ItemTypes are templates which define properties, forms and views, Lifecycles, Workflows,
permissions, relationships and server, and client methods. Items are instances created from an
ItemType template.
2. Minimum requirements are: Name, Can Add Identity, and Default Permissions. TOC Access
should also be considered.
3. Allows the Aras Administrator to select one or more properties to identify an object in searches,
tab titles, reports, etc. that is more descriptive and user friendly than the object GUID, or
numbered Items.
4. ItemType Definition Report.
5. Aras Administrator did not grant TOC Access to their identity or a group that they belong to.
6. Shared properties can be defined at the parent level and inherited by all subclasses.
Subclasses can then be differentiated by additional properties, a different Lifecycle, a different
view of a form, or different permissions for who can create a new item.
Unit 4 – The TOC Editor
Review Questions
1. Categories and ItemType buttons.
2. Use the TOC Editor’s “View As” feature. .
Unit 5 – Creating Properties
Review Questions
1. In the SQL table named PROPERTY.
2. Values are stored in rows in a table created for each Item Type.

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3. If Hidden is checked, the property is not visible or searchable in the main search grid using a
Simple Search. If unchecked, the property is visible as a column in the main search grid and can
be included in simple searches. If Hidden2 is checked, it is not visible on a relationship grid tab. If
unchecked, the property appears as a column on a relationship tab.
4. Properties maintain a label that can be changed, and it is used for displaying in search grids and
form views.
5. System Properties – 23 properties automatically created and needed for each new ItemType by
the Aras Innovator System.
Custom Properties –Properties for one ItemType, defined by an administrator to store data
specific to the ItemType.
Lab Exercises
Follow the Lab instructions.
Unit 6 – Creating Object Properties
Review Questions
1. False, Foreign properties are populated from the values of existing properties of a different
item. They are displayed as read only when referenced on the form.
2. Select or create an Item Property and use this as the Data Source.
3. An administrator can edit a Sequence and set or change the current value.
Lab Exercises
Follow the Lab instructions.
Unit 7 – Creating the User Interface
Review Questions
1. A form establishes the main user interface for adding, viewing, and editing items. A view is the
relationship between an ItemType and a Form.
2. There is an unlimited number of forms that can be linked to an ItemType. However, each form
must be linked through the view relationship tab on the ItemType.
3. If you have already built and saved a customized form. This action rebuilds the form, placing
unhidden propertied on the form.
4. The width and height can be set on the Form Properties tab of the Form Editor.
Lab Exercises
Follow the Lab instructions.
Unit 8 – Creating Item Relationships
Review Questions
1. RelationshipType Item defines the connections or links to other items. This can control the
number of items allowed to be attached and versioning behavior. A Relationship ItemType
stores the properties about the specific link, such as Parent item, child, quantity, etc.
2. A Relationship ItemType.
3. A Null relationship allows the ability to add multiple rows of information of a similar type to an
item such as remarks, comments, etc. without connecting to another DB Table.
Lab Exercises
Follow the Lab instructions.

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Unit 9 – Assigning Security

Review Questions
1. No, a private permission is specific to one item only and is never shared.
2. Do not grant Can Discover nor Get permissions for the items created from an ItemType
template.
3. Navigate to Administration > Identities, open the context menu, and select Identity
Membership. Alternatively, open any Identity (such as All Employees). Click the Reports button
and select Identity Membership to run the Report.
4. Navigate to Administration > Variables, edit the “AccountLockoutThreshold_triesNum” variable,
and set the value to 3.
Lab Exercises
Follow the Lab instructions.
Unit 10 – Visualizing Data (QB and TGV)
Review Questions
1. Relationships, Referencing Item.
2. XML or AML.
3. Tree Grid View.
4. Map table cells.
5. Create Parameters in the Query Definition and set visibility for Parameters in Tree Grid View.
6. Open the Cell Display Settings editor and set the Cell View Type to Item, fill the additional fields
of ItemType Name and Item Property. Use the GUID of the target Item in the Item Property.
Prerequisite: The id is contained in the Query result.
Lab Exercises
Follow the Lab instructions.
Unit 11 – Defining Extended Classification
Review Questions
1. Property reuse, class grouping, enhanced security.
2. Add the user identity to the Classification Administrators group Identity.
3. Create and maintain xProperties, xClasses, and xPermissions – assign xClassification Trees to
ItemTypes and xPermissions to combinations of xClassification Trees with ItemTypes.
4. Property Value Permission, Item Classification Permission
5. xp-
Lab Exercises
Follow the Lab instructions.
Unit 12 – Defining Lifecycles and Versioning
Review Questions
1. When you use a change process to edit Items in a Released state, the Major Rev property is
incremented to next value from the Revisions sequence.
2. Transitions define the role/identity that can promote the item to the next state.
3. Item behavior is controlled both by the RelationshipType and of the Item behavior on the
Lifecycle state.

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4. The standard Lifecycle behavior takes precedence over the RelationshipType behavior setting,
foreseen on the RelationshipType with the setting as Float or Fixed. With Hard Float or Hard
Fixed the Relationship Type behavior takes precedence.
5. Use the Navigate > Versions menu. Or you can use the Structure Browser and click the Side-by-
Side with Other Version button.
Lab Exercises
Follow the Lab instructions.
Unit 13 – Creating a Workflow Map
Review Questions
1. A Workflow Map graphically represents the template for a business process. It usually contains
activities, paths, assignments, and tasks. A Workflow Process is an instance created using the
Workflow Map, tracking actual participants and which assignments are completed.
2. From the assignments tab, select the desired Group Identity and then check For All Members.
3. Create an automatic activity and then create multiple default paths to link to other activities
(branching out).
4. One or more Default Path(s) must follow automatic activity.
5. Password and E-signature.
Lab Exercises
Lab Workflow Diagram:

Follow the Lab instructions.

Unit 14 – Enhancing a Workflow
Review Questions
1. A Workflow promotion bypasses any identity role defined in the Lifecycle transition. The identity
on the assignment tab for the workflow activity assumes role.
2. The Automatic Activity setting must be set to true on the node launching the subflow.
3. Configure as a Role Assignment so that only a member of that role can be assigned.
Lab Exercises
Follow the Lab instructions.

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Review and Lab Questions Answer Key

Unit 15 – Working with Files

Review Questions
1. False, properties about files are stored in the SQL database, but the files are stored in a secure
folder structure on the vault server. Exception: Icon files are stored on the Aras Innovator Server
for purpose of fast access.
2. The Aras Innovator Administrator assigns a default vault when creating or modifying a user.
3. The File ItemType defines the patterns to recognize files to configure view control.
4. Option 2. Add a property to the ItemType for the file container with Data Type = Item and the
Data Source = File items. After saving, the property must be displayed on the form(s).
Lab Exercises
Follow the Lab instructions.
Unit 16 – Replicating Files
Review Questions
1. The User’s Default Vault.
2. Add a replication rule to the vault item for where the file was originally vaulted. Add a
relationship to one or more vaults on the Target Vaults tab of the Replication Rule.
3. Edit the Replication Rule Form and select the FileTypes tab. Add a new relationship for the
specific file type (i.e. AutoCAD).
4. Edit the User’s profile and set on the Read Priority tab.
Lab Exercises
Follow the Lab instructions.
Unit 17 – Sending Notifications
Review Questions
1. User Notifications are received by the user in the Aras Innovator client application, and are seen
either from the Notifications button (top right of screen) or in a Pop-Up upon login or after a
defined unit of time, while e-Mail Notifications really send emails to the users’ mail address.
2. An administrator configures a User Notification in Administration > Notification > Notification
Messages.
3. E-Mail Notifications can be generated from Lifecycle Transitions, Lifecycle States, Workflow
Activities via Visual Collaboration and programattically through a Method.
4. The Aras Innovator Server must be configured to work with a valid SMTP e-Mail server.
5. Any Property associated with an ItemType can be inserted into an e-Mail message as a variable
to be substituted with the actual value from the database table.
6. Edit the Workflow Map and select the Activity to invoke the e-Mail message. Select the
Notifications tab and add a new notification. Set the event to On Delegate.
Lab Exercises
Follow the Lab instructions.
Unit 18 – Implementing Poly Items
Review Questions
1. The Implementation Type of the ItemType must be set to Poly Item. Then, use the PolySources
relationship tab to select the desired ItemTypes.

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2. When consistent Properties are used in multiple ItemTypes and a single view is needed to
search for an item. When the related item of a relationship can be represented by more than
one ItemType. When a Property of Data Type Item may be represented by more than one
ItemType.
3. RelationshipTypes, Views, Workflows, Permissions, Reports, Actions, Client Events, Secure Social
Collaboration and xProperties.
4. When the relationship can support different types of Items (multiple ItemTypes).
Lab Exercises
Follow the Lab instructions.
Unit 19 – Configurable User Interface
Review Questions
1. Be sure to make a BACKUP copy of the database before changing the UI in Aras.
2. Presentation Configuration
3. By the Sort Order of the Command Bar Item inside a Command Bar Section. Please be aware
that the ItemType Client Style Presentation can overlap command bar sections, menu entries,
toolbar buttons or shortcut keys and thus will finally decide about the presentation of the
buttons..
4. Command Bar Items can be qualified by an Identity as well as Item Classification.
Lab Exercises
Follow the Lab instructions.
Unit 20 – Packaging a Solution
Review Questions
1. Most solutions reference elements from other solutions. On import, required dependencies
must be resolved before any new elements are accepted. If the required package is missing on
the new destination, the import will fail with an error condition.
2. The Package Definition is an item that can be found under the Administration category in the
TOC. Select Administration > Configuration > PackageDefinition and search for the desired
definition.
3. AML documents.
4. A manifest file is used at Import to locate the package element AML files.
Lab Exercises
Follow the Lab instructions.
If you have followed along with the naming suggestions in the labs, you can filter searches by naming
patterns or use dates that items were created or modified on.
The following table lists the items that were created or edited in the Change Request lab assignments
this week. Be sure to add all of them to your package definition before using the Export utilities.
ItemTypes Change Request
Relationship Change Request Customer, Change Request Memo, Change Request
Types Product
Forms Change Request, Change Request Defect
Lifecycle Maps Change Request

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Workflow Maps Change Request, Quality Control

Actions None were created this week.
Methods None were created this week.
Lists Regions, Design Centers
Sequences Change Request
Identities All Employees, Engineering
Permissions Change Request, In Validation Request

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