Attributes are important data elements in the Smart Onboarding system. Smart Onboarding allows users to define their own attributes if necessary in their business process.

Using Attribute Revisions, users can change (add/modify existing/delete) the attributes as per their requirement. The process Revisions will no longer support attribute changes. It can be done only by creating and configuring the Attribute Revisions.

Who can create Attribute Revisions?

Only System Administrators or Process Administrators can create or access Attribute Revisions.

How many Attribute Revisions are allowed at a time?

Attribute Revisions can have only one active revision at any given time. That means there can be only one active Attribute Revision allowed in an Organization across all business processes. Unless the previous active Attribute Revision is applied or withdrawn, you cannot create a new Attribute Revision.

How to create a Attribute Revision?

To create a Attribute Revision, select "Create Revision" under Revisions from the menu navigation on the left. Another option is to select "Add/Update Revision" on quick links bar.

Click "Add a New Value" on Create Revision page to create a new revision.

The first step is to reserve the revision.  This saves the descriptive information and assigns a revision number.  Click on "Reserve".

Next step is to configure the attributes. Click on "Configure". This will open the Attribute Revision page where the user can configure the attributes.

The Attribute Revision page opens as below. Add/modify the attributes as you like and apply the revision to see the desired changes.

How to apply a Attribute Revision?

The changes made in the Attribute Revision will not be available in the system until the revision is applied. To apply the Attribute Revision, click on "Apply" on the Manage Revision page.

Click on "Apply".

How do you add or modify an attribute?

Given below is the Attribute Revision page with list of attributes to configure.

Select the attribute you wish to configure, and you will see all attributes of that type displayed in the drop down.  These attributes are able to be structured as a tree if your organization chooses to do so.  In order to add an attribute, it is important to note where you would like the attribute to be located on the tree structure. 

When the Administrative User selects the attribute (in this case "Information Technology"), they are presented with a row of icons that provide them functionality specific to that single attribute. The first two icons highlighted below allow you to add a new attribute as either a child, or a sibling of the currently selected attribute. 

Selecting either 'Create Child' or 'Create Sibling' will open the Revision Attributes page where an Administrative User will be able to enter all relevant attribute information and save.

The new attribute will be added to the parent as shown below. 

Return to Manage Revision page and apply the revision.

How to delete/modify an attribute?

To delete or modify an attribute from the master attribute list, first select the attribute you wish to delete from the system.  On the right hand side of the attribute, you will be able to see a list of icons that show the functions available to that attribute. Selecting the "Manage Attribute" icon will allow you to edit all the fields of the current attribute.

The Manage Attribute page allows an Administrative User to modify all existing fields for a specific attribute.  In order to delete an attribute, select "Inactive" for the Effective Status and save the changes in order to remove an attribute from your master attributes list.  It is important to note that if a parent node is set to invalid, all of the children nodes will also become invalid. 

Note: If the criteria is being set for an attribute in the process revision, the system will not allow you to change that particular attribute in attribute revision until the process revision is applied.

How to view Attribute Revision summary?

Any changes/additions made in the Attribute Revision to alter data elements in the system can be viewed in the attribute summary. There are two ways to view Attribute Revision summary.

 1. Click on "Summary" on the Manage Revision page.

2.  Another option is to click on "View Summary" link in Revision Information section.

The Attribute Revision Summary page shows as below. 

The additions/changes made to the data elements in the revision will show in grids. Expanding these grids will show the sub section with description of the action(s). Further expanding these descriptions will show the audit details. All the details that are audited in Revision Summary are specific to the revision.

The various possibilities of adding/changing the data elements in Attribute Revision and the changes reflecting in the Revision Summary is explained with examples below:

Adding/modifying the Attributes:

1. When a new attribute is added in the revision, the Revision Summary shows the "Attributes" grid with a value added for the "Created" action. Expanding the grid will show the description row for the "Created" action. Further expanding the description row will open the audit details. 

In this example, "Software" is added as a child under Company attribute.

Expand the grid to view the details related to the action.

The description of the action shows in the sub section below the grid. Click on the arrow next to the description to open the audit details. 

When the attribute is modified, then it is considered as the "Modified" action and the audit details includes the modified data.

Highlighted below is the attribute data modified in the revision.

Note: If the details of the attribute is modified multiple times within the same revision, the count for the "Modified" action will not change. However, the audit of the modified data will show in audit details with modified date & time stamp.

Highlighted below is the modified attribute data.

2. When the data of another attribute (same attribute type or different) is modified in the same revision, the count for the "Modified" action increases by "1" in the grid and a description row for the modified data will be available below the grid. Further expanding the description row for the "Modified" action will show the audit details.

Highlighted below is the "Services" Company attribute data before and after modification.

Modifying event actions in Authentication Events

When a event action is modified via "Authentication Events" in the revision, the "Event" grid shows with a value added for the "Modified" action. Expand the grid to view the description of the modified action. For audit details, further expand the description row. 

In this example, the highlighted Notification Template is modified in event actions.

When the event action is modified again, the count for "Modified" action will not increase but the modified data will be stamped in audit details with modified date & time.

Adding/modifying category content in Home Page Content:

Note: The Home Page Content for an attribute is applicable only if an attribute is chosen as the Theme Driver in Organization Management. For more details on Theme Driver, please click here. For details on adding Home Page content for an attribute, please click here. 

1. When a category content is newly added in Home Page Content for a user role, the "Home Page Content" grid shows a value added for the "Created" action. Expand the grid to view the description of the created action. For audit details, further expand the description row. 

In this example, an attachment is added in "Handbooks" category for HR Specialist role in the Home Page Content for a Company attribute. 

2. To this category content, if one more attachment is added for the same user role, the count for the "Created" action will increase by "1" in the grid. but the description row for the new data will not be available in the sub section. The audit details of the new attachment added in "Handbooks" category will be available in the same description row that was shown for the first "Created" action with a new sequence number.

On adding a content to another user role or another category for the same user role in the Home Page Content for the Company attribute, the "Home Page Content" grid shows a value added for the "Modified" action. Expand the grid to view the description of the modified action. For audit details, further expand the description row. 

In this example, an attachment is added in "Handbooks" category for I-9 Specialist role in the Home Page Content for a Company attribute. 

3. When multiple attachments are added in a category content for multiple user roles, the "Home Page Content" grid shows the "Created" action with total number of contents added. Expand the grid to view the description of the created action. For audit details, further expand the description row. 

In this example, two attachments are added in "Training Guides" category for HR Specialist and I-9 Specialist roles in the Home Page Content for a Company attribute. 

The "Created" action in the grid shows the total number of contents added.

Any modifications done to these attachments are audited as per the changes, like adding the attachment(s), modifying by changing the sequence of the attachments or deleting the attachment(s) etc.

In this example, the highlighted attachment is deleted from "Training Guides" category for HR Specialist role. 

The Home Page Content grid shows a value for "Deleted" action as shown below. The grid also shows a value for "Modified" action since the sequence of the second attachment is modified to first after deleting the first attachment. Expanding the description rows for the modified & deleted actions will show the audit details.

Expanding the grid will show the description rows for the modified & deleted actions. Further expanding the description will show the audit details.

4. When a new content is added to an already existing attachment (from the previous applied revision) for the same content category and for the same user role, then the audit details will show an increase in count by '1' for the Sequence Number.

In this example, an attachment is added in 'Training Guides' category for HR Specialist role in the Home Page Content for a Company attribute. 

Apply the revision and create a new attribute revision to see the changes applied. The new revision will have the content from the applied revision.

For the same attribute, add another attachment in the same content category and for the same user role. Here, another attachment is added in 'Training Guides' for HR Specialist role.

The Revision Summary audit details will show an increase in count by '1' for the Sequence Number.