Data Tab

After a process has been created, the Data tab is available, thus allowing you to add or edit data fields that are needed for a process.

From the Data tab, you can:

  • Configure cost integration for cost processes. Cost integration will automatically update cost items as steps in the process are updated. If a layout was assigned to the start step, the layout must include module integration.
  • Add data fields, which are used to capture all necessary information throughout the structured workflow.

If you selected a cost entity from the Include Cost Item drop-down list, this section will include settings for the respective cost item.

  • Include Cost Item: This drop-down list is used to select a cost entity to integrate into a cost process. If you are not creating a cost process, select None. Otherwise choose from available cost entity options.
  • Settings Applicable to All Cost Items: The following settings are applicable to all cost items:
    • Cost Item Permissions: Use this section to set permissions for users that are able to access and use this process.
      • All: Select this radio button to allow all users on the project to see cost data located in the process instances that they have access to.
      • Administrator Only: Select this radio button to allow only the project administrator see cost data located in process instances.
      • Selected Roles: Select this radio button to choose specific project users that can see cost data for the process instances that they have access to.
      • Restrict External Commenters from viewing Cost Item: If you request comments from an external user, a public page opens for these users that look exactly like the process instance; selecting this check box will restrict them from seeing any cost data.

      The content of email notifications is determined by the Cost Item Permissions. If the Cost Item Permission is set to All, email notifications to participants will contain cost data fields, regardless of the specific step layout. The best practice is to restrict to Selected Roles for team members expected to view cost information.

    • Numbering: Use this section to set the numbering options.
      • User entry based on cost auto-fill setting*: Select this radio button to allow budget change numbers to be automatically populated by the system, yet editable by the user.
      • Created based on Process Prefix and Counter (e.g. COR-0010): If auto-filling is enabled in the Cost Control Settings, selecting this radio button will allow e-Builder to automatically populate commitment invoice numbers. This option will automatically start the number with the process prefix, followed by a number that will be incremented with each added budget change. Although auto-filled, this numbering field is still editable. If auto-fill is not enabled in Cost Control Settings, this field will be blank when a new process is started.
  • Budget Change: You have the ability to set any of the following reason code settings:
    • Not let the user change it choose a reason code from the drop-down arrow and clear the check box.
    • Set the reason code and let the user change it choose a reason code and select the check box
    • Allow the user to make the selection: Leave default settings. (Choose None and select the check box.)

      Related Topic: Working with Change Reason Codes.

  • Commitment: Use this section to set any of the following commitment type settings:
    • Not let the user change it: Choose a commitment type from the drop-down arrow and clear the check box.
    • Set the commitment type and let the user change it: Choose a commitment type and select the check box
    • Allow the user to make the selection: Leave default settings. (Choose None and select the check box)

      Related Topic: Working with Commitment Types.

  • Commitment Change: Use this section to set any of the following commitment change settings:
    • Restrict Commitments for Company/ Contacts: Click this drop-down arrow to set a restriction so that only the company or contact associated with a commitment is able to view the commitment change.
      • Do Not Restrict: This is the default selection. Leave this setting if you do not want to specify a restriction, which will allow users to view the companies and contacts associated with the commitment change.
      • Restrict to Companies: Select to allow users to view companies associated with the commitment change, which also includes all contacts within the company.
      • Restrict to Contacts: Select to allow users to view contacts associated with the commitment change.
    • Hide Current Budget when Adding New Items: Select this check box to restrict the current budget from being shown when adding new scope line items. When filling out a commitment change process, when the user selects a budget line item for the new scope items, the current budget will not be shown.
    • Reason Code Settings: You have the ability to set any of the following reason code settings:
      • Not let the user change it: Choose a reason code from the drop-down arrow and clear the check box.
      • Set the reason code and let the user change it: Choose a reason code and select the check box
      • Allow the user to make the selection: Leave default settings. (Choose None and select the check box)

        Related Topic: Working with Change Reason Codes.

  • Actual Cost: Use this section to set any of the following settings:
    • Restrict Commitments for Contacts: Select this check box to keep contacts from seeing commitments.
    • Reason Code Settings: Set the invoice type to any of the following:
      • User Choice (Let the user make the selection)
      • Commitment invoice
      • General invoice
  • Dynamic Commitment Line Items: Select this option to create a dynamic commitment process. This option displays only if the Dynamic Cost Management functionality is enabled on your account.
  • Dynamic Budget Line Items: Select this option to create a dynamic budget process. This option displays only if the Dynamic Cost Management functionality is enabled on your account.

Data fields comprise of information you want to supply to users as well as space holders for the information you want users to submit throughout the steps of the process. You will have the opportunity to add these data fields to the different page layouts of the process. Each page layout is customized for each specific user type. See Page Layouts Tab for more information.

  • Reorder: Reorders data fields. You may choose to reorder data fields to determine how they will display to end users. Also, if a page layout was not configured on a step then by default all data fields are listed in the order set here. For details on the different attributes of a data field and how to add a data field, see Add Process Data Fields.
  • Add Field: Adds data fields. Data fields are used for information gathering. For example, an RFI process could contain fields such as RFI Reason, Information Requested and Answer. For instructions, see Add Process Data Fields. Project level options are available for projects that have a Drop Down, Multiple Pick, Radio Button or a Check box data type selected. This is available for custom fields and Process Data Fields only. When configuring a field of one of these types, you will have the ability to set the options at the:
    • Account Level
    • Project Level: Options can be different project by project.
  • Field Dependencies: Field dependencies allow you to link custom fields to each other. This helps prevent data entry errors, and speeds up the manual effort required to fill in your custom fields as you build out new projects.
  • Edit: Opens the Edit Data Field wizard to allow you to edit the selected data field.
  • Delete: Deletes the selected data field.
  • Save: Click this button to save changes.