Processing records

Process one or more records to remediate exceptions found in tests. You can process records individually or in bulk, depending on the required actions. If you process records in bulk, you apply one set of changes to all selected records.

Where can you process records?

Inside a collection, records are available for processing in any data analytic table. Inside any Results collection, you can open a table for remediation by clicking its title or, to the right, the number of records that table has.

When you select one or more records in the table, the Process Records panel opens on the right-hand side of the screen. You can review and process records individually or in bulk from this panel.

Workflow group and user assignment

You can assign records to a workflow group, a user, or both. Workflow group and user assignees have different responsibilities:

Assignee type	Description	Usage information
Workflow group	Controls the visibility of the record. Only members of the assigned workflow group can review the record.	If no workflow group is assigned, then all Collection members with sufficient permissions can see the record. If you are not a Professional Manager or Professional User, you cannot change a workflow group assignment.
User (assignee)	Identifies the individual who is responsible for the record.	If a workflow group is assigned, then the assignee must be a member of the workflow group. Contributor User roles cannot assign a user unless a workflow group is also assigned and the Contributor User belongs to the workflow group.

Before you begin

Before you process records, you can filter and sort the table to ensure that the correct records are displayed. For more information, see:

• Viewing table data
• Filtering table data

Process individual records

1. Open the Results app.
2. Navigate to the collection and analysis that contains the table you want to update.
3. Click the table title or, to the right, the number of interpretations that table has.
4. In the table, click the record you want to process. The Process Records panel opens on the right-hand side of the screen.
   Note

   You can scroll through records using the up and down arrows in the upper-right corner of the panel. However, if you have selected records using the column on the left, these arrows scroll through all visible records, not just the records you have selected.

   The Data section of the panel displays the information in the records columns. The Activity section of the panel displays any comments and the audit trail for the record.

5. Optional. To comment on a record, click Activity and enter your comment in the Add comment field. The maximum file size for a comment attachment is approximately 500 MB.
   Note

   To maintain the integrity of the audit trail, you cannot delete a comment.

   Note

   For security reasons, Diligent One does not accept file attachments with the following extensions: .bat, .com, .dmg, .exe, or .scr.

6. To process the record:
   1.  At the bottom of the panel, click Process record #n.
   2.  From the processing lists, select values for one or more of the following and click Save:
      • Status

        If you select a status that is linked to a questionnaire, you must answer the questionnaire that expands from the Process Records panel. For more information, see Linking record statuses to questionnaires

      • Priority
      • Workflow Group
      • Assignee

        When you assign one or more records to a user or workflow group, an email is sent to the appropriate individuals with a link to view the assigned records.

7. To process additional records, repeat steps 1-3.

Process records in bulk

1. Open the Results app.
2. Navigate to the collection and analysis that contains the table you want to update.
3. Click the table title or, to the right, the number of records that table has.
4. To select the records to process in bulk, do one of the following:
   • To process all visible records, select the checkbox in the column heading.
   • To process a subset of visible records, select two or more records.

   The Process Records panel opens on the right-hand side of the screen. You can scroll through records using the up and down arrows in the upper-right corner of the panel. However, these arrows scroll through all visible records, not just the records you have selected.

5. At the bottom of the Process Records panel, click Process n checked records.

   The Table View displays the selected records only, and you can see which records are subject to any bulk processing action you make. You can exit the review by clicking Back to all records in the Process Records panel.

6. To select the records to process in bulk, do one of the following:
   • To process all visible records, select the checkbox in the column heading and click Process.
   • To process a subset of visible records, select two or more records.

   The Process Records panel opens on the right-hand side of the screen. You can scroll through records using the up and down arrows in the upper-right corner of the panel. However, these arrows scroll through all visible records, not just the records you have selected.

7. At the bottom of the Process Records panel, click Review n records.

   The Table View displays the selected records only, and you can see which records are subject to any bulk processing action you make. You can exit the review by clicking Exit review mode in the Process Records panel.

8. Optional. To comment to the records, enter your comment in the Comment field.

   The maximum file size for a comment attachment is approximately 500 MB.

   Note

   To maintain the integrity of the audit trail, you cannot delete a comment.

   Note

   For security reasons, Diligent One does not accept file attachments with the following extensions: .bat, .com, .dmg, .exe, or .scr.

9. Select values for one or more of the following and click Save:

   • Status

     If any selected records are assigned to a workflow group, only records that are allowed the status you select as part of the workflow group's assigned workflow are successfully updated. Records that are not allowed the status are not updated.

     If you select a status that is linked to a questionnaire, you must answer the questionnaire that expands from the Process Records panel. For more information, see Linking record statuses to questionnaires

   • Priority
   • Workflow Group
   • Assignee

     When you assign one or more records to a user or workflow group, an email is sent to the appropriate individuals with a link to view the assigned records.