Create a Record Type

Records: Design and Build a View into Your Data

Learn how to build an entity-backed record, which allows us to view and modify data from a relational database.

In this article, you will learn how to create and configure a record type. For guided walkthroughs on creating records, check out our tutorials.

A record type allows you to define a set of records from your business data and processes, and create views for that data that you can make available to your end users. Before creating a record type, it may be helpful to review how records are used in Tempo.

Create the record type

Record types are created in Appian Designer.

  1. Open the destination application for the new record type.
  2. From the New dropdown, select Record Type.

    Create a Record Type Dialog

  3. Enter a name and description for your record type in the appropriate fields.

    /Create Record Type/create record type

  4. Click Create to start editing the record type.

Define a data source

Every record type needs a data source. This can be a database table, a data store entity (DSE), a process, a Salesforce connected system, or an external web service. When you select a database table or Salesforce object as your data source, you can also choose to sync your record data with Appian.

This section explains how to configure each type of data source for a record type.

Use a database as the record type data source

A record type that uses a database as the data source is the easiest and the most common type of record to configure. Choose this option when your data source is a synced or non-synced database table or a data store entity.

To create a record type that uses a data store entity:

  1. On the Data Model page, click TELL US ABOUT YOUR DATA.
  2. For CHOOSE SOURCE TYPE, select Database.

    /Create Record Type/create a record data source module

  3. Click NEXT.
  4. For CHOOSE DATA STORE AND SOURCE, select a data store for your record type.
  5. For Entity, select an entity from the selected data store.
  6. Click FINISH.

Note that every row in the table or entity will be treated as an individual record of your record type.

Use a process model as the record type data source

You can use any process model as the data source for a record type. Each running instance of that process model will be treated as an individual record of your record type. This type of record is less common, and can be a little more challenging to configure. It may be helpful to walk through the process model tutorial, which has a section on record types that use a process model as the data source.

To create a record type from a process model:

  1. On the Data Model page, click TELL US ABOUT YOUR DATA.
  2. For CHOOSE SOURCE TYPE, select Process.

    /Create Record Type/processmodel entity

  3. Click NEXT.
  4. For CHOOSE PROCESS MODEL, select a process model.
  5. Click FINISH.

Use a Salesforce object as the record type data source

You may have external data in Salesforce that you want to use as your data source for your record type. Appian allows you to bring that data in through a Salesforce connected system and use it as the to your data source for your record type.

To create a record type that uses a Salesforce object:

  1. On the Data Model page, click TELL US ABOUT YOUR DATA.
  2. For CHOOSE SOURCE TYPE, select Salesforce.

    /Create Record Type/salesforce data model select

  3. Click NEXT.
  4. For CHOOSE SALESFORCE OBJECT, select a Salesforce connected system for your record type.
  5. For DATA TYPE, select a custom data type. This custom data type must match the output of the integration's expected response.
  6. Click FINISH.

See Connected Systems for more information on creating a Salesforce connected system.

Use a web service as the record type data source

Your enterprise data may be spread across a number of different systems. With the power of Appian integrations, you can use a web service as the data source for a record type. For a full walkthrough, see the Service-Backed Records Tutorial.

To create a record type from a web service:

  1. On the Data Model page, click TELL US ABOUT YOUR DATA.
  2. For CHOOSE SOURCE TYPE, select Other Web Service.

/Create Record Type/expression backed record with pickers

  1. Click NEXT.
  2. For CHOOSE RECORD DATA SOURCE, select an expression that returns a list of records.
  3. Click NEXT.
  4. For DATA TYPE, select a custom data type. This custom data type must match the output of the integration's expected response.
  5. Click FINISH.

After configuring your record type to use a web service, you can enable paging and search for your record list by adding appropriate rule inputs to the record data source expression rule.

Add a rule input of type PagingInfo to the record data source expression rule to enable paging and sorting. Then, select the rule input from the Paging Info dropdown.

/Create Record Type/Paging and Search Dropdowns

Similarly, to configure searching on your record, you must add a rule input of type Text and select the rule input from the Search Text dropdown in the record type.

Configure the record list to enable filtering

To enable filtering on the record list, you must add a rule input for each user filter to the integration for your connected system and the Record Data Source expression rule for the record type. Each rule input should correspond to the type that will be returned by the associated user filter dropdown. The selected value will then be passed to the Record Data Source expression rule, where the developer can apply it to the integration.

To learn more, see User Filters for Service-Backed Record Types.

For information about legacy expression-backed records created on Appian 19.4 or earlier, see the Appian 19.4 documentation.


Enable sync

If the source of your record type's data comes from database table or a Salesforce object, you can sync your record data to create a copy of it in Appian.

To enable sync:

  1. In the record type object, select database or Salesforce as the data source.
  2. Select Sync in Appian.
  3. Click Next.
  4. If you select database as the source for your record type, select a database table. If you select Salesforce as the source for your record type, select a Salesforce connected system.
  5. Click Next.
  6. Select and configure the fields you want to include in your record type.
  7. Click FINISH.

Note that when configuring the fields for your record type, you can include up to 100 fields. You can also change text and integer fields types to User or Group.

For guidelines on when to enable sync for your record types, see Data Sync.


Create a record list

The record list is a display of all of the records for a given record type and any filters configured for the record type. By default, new record types are created with a grid-style list.

The record list can be displayed as a feed or a grid. When the list is a feed, each record is displayed in a vertical list like a news feed. When the list is a grid, the records display in rows like a spreadsheet.

In the Orders list shown, you can see the same set of records displayed in both a feed (left) and a grid (right).

Image 2

Additionally, the grid-style list allows you to sort the record data by columns. See grid-level settings for more information.

Create a grid-style record list

For new record types, grid-style is the default record list format. The grid-style list is configured with an interface that is similar to the interface object. It allows you to easily navigate and configure the components of the grid.

To configure your grid-style list, go to the List page and click Edit List to open the Edit Record List dialog. If this is a new record, you'll notice that there's already a grid configured. A column is automatically generated for the first 50 fields in your source table. You can add, remove, or modify columns as necessary to display the record data you want to appear in the grid. If you've configured a read-only grid for an interface in Design Mode before, this interface should be familiar.

Also note that the record link component is automatically configured for the second column in the grid. You can remove this record link or configure another column to display as a record link.

There are three main levels to the grid that allow you to easily navigate between the record list configurations in the left pane: (1) Grid level, (2) Column level, and (3) Component level.

screenshot of grid style record list components

Grid-level settings

A grid's general settings allow you to set which columns to display and how many rows to display per page. It also allows you to configure the initial sort you want to apply when the record list is first opened, the secondary sort to apply after the user interacts with a grid column, and a number of styling settings.

/Create Record Type/create a record po grid level settings

In the Edit Record List dialog, you can see the grid is divided into four main areas described in the table below.

Section Name Description
(A) Grid navigation The grid navigation is the highest level available and provides a drop-down view of the grid settings, including the column and component levels. You can click here at any time to navigate and return to the grid settings.
(B) Column selection This section allows you to choose the columns and define the column order you want the grid to display. You can add a new column by clicking Add Column at the bottom of the column list. You can also hover over the options menu ( ) for a selected column to add another column above or below the column, reorder the column by moving it up or down, or delete the selected column.
(C) Display settings This section allows you to define how many rows you want displayed per page, the initial and secondary sort parameters, and styling options. See Record Design for more information.
(D) Test Click Test at any time to refresh the grid preview. This resets sorting so you can preview how the grid will look when it's first loaded.

See Grid-Style Record List for a full list of grid properties.

Column-level settings

You can configure a number of settings for a grid column, including its label, width, alignment, and sort.

There are two ways to edit a column's settings. You can edit a column by clicking on any column name in the navigation pane or the Columns section of the Grid settings.

In the example shown, the first column in the grid list, Order #, is configured as the default sort. This means the record data is sorted on this column in ascending order to make this column sortable by your end users. The Label for column #3, Purchase Name, was changed to Contact. By selecting purchaserName in the Sort Field dropdown, we've made this column sortable.

/Create Record Type/image 7

  1. In the DEFAULT FILTERS section, select the By Field radio button. You can also edit the columns as an expression. Simply click the Expression Editor icon next to the grid column you want to modify.

  2. In the DEFAULT FILTERS section, select the By Field radio button. The example below shows how to make the same label changes to column #3 by clicking the Expression Editor icon next to Title (Grid Column). Notice the Label field is now set to "Contact".

/Create Record Type/grid list edit column expression editor

You can also set the sort feature on any column field.

If you don't set a Sort Field for a column, users won't be able to click on that column to sort it.

Component-level settings

Each grid column can take an expression that evaluates to an accepted component in Display Value and apply it across all column rows. Grid columns can display plain text or an allowed component in each column row.

screenshot of configuring the title component of the record contact

The image above shows a text component configured for the Contact column. It has a Display Value of fv!row[recordType!Purchase Order.fields.purchaserName].

At the component level, record variables must be called with the record type field reference, using fv!row[recordType!recordName.fields.fieldName]. Every field in your data source is available as a record field.

DISPLAY OPTIONS provides a list of formatting templates for the most common component types and allows you to select the one you want to set up. To edit an existing component, simply click on the component's name.

Create Record Type/create a record list display value component options

If you don't configure a component for your column, the column fields will display as plain text.

For a full list of available components, see Grid-Style Record List.

Configure a record title

To give your records a title that will display at the top of every record view, go to the Views page and enter a title in the Record Title field. Note that this is an expression field so encase text values in quotes.

Enable export to Excel

You can allow users to export grid-style record lists to Excel. Simply select the checkbox under the Style section to add an Export to Excel button to the record list. This button allows users to download a copy of their filtered record list in Excel.

/edit record list

For additional information, see: Optimizing Export to Excel.

Create a feed-style record list

A feed-style record list is a vertical list of records that resembles a news feed. This is an alternative to the grid-style list in the previous section.

The feed-style list is created with the listViewItem function.

A feed-style record list cannot display more than 100 records. If the record set includes more than 100 records, consider a Grid-style record list. You may also consider creating user filters so that users can filter the records to return only those that match the selected filter.

To create a feed-style record list, from the List page, select Feed, then click Edit Record List.

This will display the Edit List dialog, which contains the List View editor and Sort Field setting. In List View, enter a function or expression for your list view. In Sort Field, select a field to sort on and the sort order.

/create a record list edit record list feed

Notice that record variables are references with the record variable domain (rv!). Every field in your data source can be referenced using rv!record with a record type field reference. For example, rv!record[recordType!Employee.fields.firstName] refers to the firstName field of the Employee record.

The listViewItem expression in the previous image results in a list that looks like this:

annotated screenshot highlighting each line of code for the feed style record list and its associated rendered component

The first record in the above image has been color coded against the listViewItem function so you can see how the parameters display.

Many users find it helpful to create the list view in a separate expression rule and call that rule here.

In this example, the record image itself (in the image parameter) is called from a rule that returns an image for each record based on the record's status. Below is the rule we used to choose the appropriate image.

fetchOrderIcon

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a!localVariables(
  local!status: choose(wherecontains(ri!status,cons!CASE_APP_OrderStatus),
    "EYE",
    "CLOCK",
    "WARNING",
    "PAPER_AIRPLANE",
    "TASK"
     ),
  local!color: choose(wherecontains(ri!status,cons!CASE_APP_OrderStatus),
    "BLUE",
    "GREY",
    "ORANGE",
    "GREEN",
    "GREEN"
  ),
  a!iconNewsEvent(local!status,local!color)
)

Add a record list action

A record list action is a link to a process model the user can start directly from the record list. It is common to configure this action for users to create a new record for that record type.

To create a record list action,

  1. Open your record type.
  2. From the List page, click New Action at the bottom of the Action grid.

    Create New Record List Action

  3. Enter the Display Name of the record list action. This name is displayed on the button that initiates the action.
  4. The field Key will auto-generate from the Display Name. This key is used to reference record list actions within SAIL components.
  5. Enter the Description of the record list action. This description is displayed in a tooltip when hovering on the record list action button.
  6. Select the icon you want to display with the action at the top of the record list in the Icon field. The default "plus" is a good choice when adding a new record.
  7. Select the process model you want to use as a record list action in the Process Model field.

    Create New Record List Action

  8. To further restrict who can access the record list action, update the Visibility expression field. The action will only be visible when the expression evaluates to true for the user.
  9. Select the OK button to confirm the record list action setup.
  10. Optionally, specify how the record list action should open. "Dialog Box" is the default option.
  11. Save the record type.

    Create New Record List Action


Define a default filter

Default filters allow you to filter records before they are loaded in the record list. Records filtered this way are completely inaccessible to the user, and won't show up in searches or queries by that user.

Each default filter defines a condition that must be true for a record to display in the list. If you have multiple conditions, the record must meet all conditions in order to display.

From the Source & Default Filters page, you can create a default filter using one of the following options:

  • By Field: Allows you to apply multiple default filters joined by an AND union.
  • Expression: Allows you to apply more complex filters by entering an expression containing a list of a!queryFilter() or a!queryLogicalExpression().

You can apply default filters to any object, or component that allows you to reference the record type. This includes the record list, record views, or read-only grid. You can also apply default filters to any function that allows you to reference the record type, such as a!queryRecordType, a!queryFilter() or a!queryLogicalExpression().

For more information about default filters and record type security, see Default Filters.

By field

To create a default filter,

  1. In your record type, go to Source & Default Filters.
  2. In the DEFAULT FILTERS section, select the By Field radio button.
  3. Click on New Default Filter. This will display the Create New Default Filter form.

    Screenshot

  4. Click the Field dropdown and select the record field that you want to set as the default filter. You don't need to use the rv! prefix.
  5. Select the appropriate comparison from the Operator dropdown.
  6. Enter the value for the comparison in the Value field. This is an expression field, so encase text values in quotes.

    For example, the filter in the following screenshot removes all records with a status of Closed.

    Screenshot

  7. Click OK.

Expression

  1. Select the Expression radio button.
  2. In the expression editor, enter an expression that returns a list of queryFilter or queryLogicalExpression. For additional details, see Default Filters on Record Types.

The Default Filters field doesn't exist for record types that use a web service as the data source, and should instead be implemented directly in the Record List Source expression rule.


Create user filters

User filters, like default filters, allow you to define conditions that must be true for a record to display in the list. You can have multiple user filters for the record list. Unlike default filters, users control user filters on the record list.

Configure each filter using the guided configuration experience or the expression-based approach.

  • Guided Configuration: Allows you to create a list or date range filter through a guided experience.
  • Expression: Allows you to use an expression to dynamically generate the filter's options. When using a dynamic user filter, Appian recommends defining the user filter expression in a rule for version control and testing purposes, and calling that rule in the User Filters field. For more information on creating user filters using an expression, see Expression-Based User Filters.

User filters for record types that use a web service as the data source are configured differently than user filters for other record types. To learn more, see User Filters for Record Types that Use a Web Service.

Create a guided user filter

List user filter

  1. Click New User Filter in the User Filters section. This displays the Create New User Filter form.

    screenshot of a blank "Create New User Filter" dialog

  2. In Name, enter a name for the user filter. This is the name it will display in the record type, in the User Filters table.
  3. In Label, enter the name you want users to see for the filter on the record list.
  4. In the Field dropdown, select the field you want to filter against.
Set user filter visibility

By default, user filters are visible to all users with permission to view the record type. If you want to restrict the filter visibility, click Only show when… from the Visibility section and enter an expression that displays the filter when the expression evaluates to true.

Create filter options

Now it's time to create some filter options. Each one of these will display under the filter dropdown at the top of the record list. When the user clicks on one of the options, it'll filter the records for all that match that condition. By default, multiple filter options can be selected at a time from a single user filter. To change the filter setting to allow a single selection only, disable the "Users can select multiple options" field.

To create a new user filter:

  1. Click New Option.

    Screenshot

  2. In Option Label, enter a name for the filter option. This is the name users will see in the filter dropdown.
  3. Choose the appropriate condition from the Operator dropdown. This is how your chosen record field will be compared.
  4. In Value, enter a value the condition must meet. This is the value your record field will be compared against.
Set a default user filter option

You can choose one of your options as the Default Filter Option, which means when a user first loads the record list, this option will already be selected. They can clear the option by clicking on it, if they want to choose another.

To choose a default option, select the Set default option checkbox. This will open the expression editor. Enter in an expression that evaluates to one of the option labels defined in the user filter.

Date range user filter

  1. Click New User Filter in the User Filters section. This displays the Create New User Filter form.

    Date Range User Filter Creation

  2. In Name, enter a name for the user filter. This is the filter name it will display in the User Filters table within the record type.
  3. In Label, enter the filter name you want users to see.
  4. In the Field dropdown, select the field you want to filter against.
Set user filter visibility

By default, user filters are visible to all users who can see the record type. If you want to restrict the filter visibility, click Only show when… from the Visibility section and enter an expression that displays the filter when the expression evaluates to true.

Set a default user filter option

You can choose to add a default From or default To value. This means when a user first loads the record list, the configured values will already be selected. They can clear the option by clicking on it, if they want to choose another.

User-saved filters

User-Saved Filters

In addition to default filters set by developers, users can also save and manage their own filters. These user-saved filters can be saved by choosing values from the existing user filters and selecting Save filters as… from the Filters menu.

Save Filters Dialog

The Filters menu allows each user to name their filters and choose which filter they want to load by default when they navigate to the record list or the grid that uses the record type as a data source. The Filters menu also allows users to access and view all of their saved filters by selecting Manage my filters…. From here, users can remove or rename existing filters.

Manage Filters Dialog

Each saved filter will display with a shortcut at the top of the page next to My Filters.

Saved Filters with Tags

All saved filters are also visible by selecting Manage my filters… from the filters menu. Here users can remove or rename existing filters. Each user can save up to 10 filters on each record list. If saving filters on a grid that pulls in the record data, users can also save 10 additional filters each time a different combination of filters is used.

Manage Filters Dialog

Users can save values for any filters visible on the record list. However, some changes to the record type may affect user-saved selections. If you deploy any of the following changes to the record type, the corresponding saved filter is affected:

  • A user filter is removed
  • A user filter option is removed from the list of options
  • A user filter is changed from list to date range (or vice versa)
  • A user filter is changed from multiple to single select and the user saved multiple values

In all of these cases, users may need to update the saved values. A warning message also displays that describes what has happened.

Saved Filters Cleared

Create an expression-based user filter

For record types that use an entity or process as the data source, you can construct a user filter with an expression. Simply use the a!recordFilterList() or a!recordFilterDateRange() function.

For configuration information and examples, see Expression-Based User Filters.

User filters for record types that use a web service

  1. For a record type that uses a web service, click New User Filter in the User Filters section. This displays the Configure User Filter form.

    User Filter for Records that Use a Web Service

  2. In Name, enter a name for the user filter. This is the name developers will see in the User Filters table within the record type.
  3. In Label, enter the name you want users to see. This is the name your users will see on the record.
  4. In the Rule Input dropdown, select the name of the rule input from the Record List Source Expression to which the selected value(s) for the filter will be passed. If you do not see any rule inputs in the dropdown, add rule inputs to the Record List Source Expression to enable filtering. See Configure the record list to enable filtering for more information.

Set user filter visibility

By default, user filters are visible to all users who can see the record type. If you want to restrict the filter visibility, click Only show when… from the Visibility section and enter an expression that displays the filter when the expression evaluates to true.

Create filter choices

Now it's time to create the filter choices. These choices will be displayed under the filter dropdown at the top of the record list. When the user selects one or more choices, the selected value will be applied to the Record List Source and the records will be filtered to all that match that condition.

By default, users can select multiple choices for a single user filter at a time. You must set the selected rule input to be an array to allow selection of multiple choices for a user filter. To change the filter to only allow a single selection, disable the "Users can select multiple choices" field.

Use the a!recordFilterChoices function to create user filter choices for record types that use a web service.

Set a default user filter choice

You can set one of the choices as the Default Filter Choice, which means that when a user loads the record list, this choice will already be selected. The user can update the filter value, including removing the default filter choice.

To choose a default choice, enter in an expression in the Default Choice expression box that evaluates to one of the choice labels defined in the user filter.

Preview a user filter

For record types that use a web service, you can also preview the user filter to verify how it will be displayed above the record list. In the Filter Preview, you can select the choice(s) from the filter dropdown and the value(s) associated with the choice(s) will be displayed besides the dropdown. You can also update the preview using the Update Filter Preview button to preview any recent changes to the user filter configuration.


Schedule a sync

For record types with sync enabled, you have the option to create a schedule so that your data outside of Appian will automatically sync with your record type once a day.

To schedule a sync:

  1. In your record type, go to Data Sync.
  2. Under Sync Schedule, click Edit.
  3. Toggle Scheduled Sync to On.
  4. Under Sync Time, select the time and the timezone for your scheduled sync.
  5. Click OK.

You can edit your sync schedule here or on the Data Model page by opening the page's properties menu and selecting Change Sync Schedule.

For more information on when to schedule your sync, see Sync Schedule.

Manual Sync

If you don't want to set up an everyday sync, you can manually sync your external data with your record type. To trigger a manual sync:

  • In the record type, click SAVE CHANGES.
  • On the left pane go to Data Sync, click START SYNC.
  • On the monitoring view, in the top bar go to RECORD SYNC STATUS, click START SYNC.

Define record views

A record view is an interface that allows you to display record information to users. These are defined on the Views page, where you will find a tabular display of the record type's views.

If you do not have a record view created yet, we recommend creating your record views as separate interface objects. You can define a rule input for your record type in the interface, use rule! to call your interface in the record view, and then use rv!record to pass the record information for the rule input into the view. To learn more about this method of creating a record view and passing the record data, see Create a Record View.

At a minimum, all records must have the Summary view, which is the default view for a record.

Define the summary view

The summary view is the first view a user sees when they click on a record from a feed-style record list. To define a summary view,

  1. In the views grid, click Summary.

    image_12

    This will open the Edit View dialog.

    image_13

  2. Enter an expression that calls your record view in the Interface field.

Add a record view

You can add additional views to a record (up to a maximum of 20 additional record views).

To add another view to a record:

  1. Open the record type and click New View, under Record View Details. This will open the Create New View form.

    image_24

  2. In View Name, enter the name you want the user to see. This is an expression field, so encase text values in quotes.
  3. In Interface, enter your interface expression or an expression rule that calls your interface. For an example, see part three of Create a Record View.
  4. In Visibility, enter an expression to set the visibility for the view. The view will only be visible when the expression evaluates to true for the user.
  5. From Related Action Shortcuts, select the related actions you want to display as buttons for this view. This section is blank if you haven't added any to the record type yet. The next section explains how to add related actions.

When related actions have been selected as shortcuts, you have the ability to set the launch type for these actions. By default, Dialog Box is selected for new views but you can also choose Same Tab or New Tab as launch options.

Select a header style

You can customize the header style in a record from the Views page.

Record headers can be styled using colors or a billboard image. By default, your record header will have no style.

You can configure the color style using Static, Variable, or Expression options. This style displays an auto-height card of the selected color style with the record title, breadcrumbs, and related action buttons in the card.

Record_Variable.png

To configure the Static option for color:

  1. Use the color picker to select the appropriate color or enter the hex code.

To configure the Variable option for color:

  1. From the Color dropdown, select the record variable of your color. This picker returns the record variables of type TEXT.

    screenshot of selecting a header color

To configure the Expression option for color, input an expression that evaluates to a valid hex color code.

Another option for configuring your record header style is with a billboard image.

You can configure the image style with Document, URL, Variable, or Expression options. The record header will display the billboard image of your choice, where you can style the overlay, height, and background color. The overlay will contain the record title, breadcrumbs, and related action buttons:

Style Options
Image Height Short, Medium, Tall, and Auto.
Overlay Type Bar and Full.
Overlay Position Top, Middle, and Bottom.
Overlay Style Dark, Semi-Dark, None, Semi-Light, and Light.
Background Color Any valid hex code.

/Create Record Type/create a record type image header

To configure the Document option for an image:

  1. Select an image using the document picker.
  2. Select the height of the image.
  3. Select the overlay type and then select the overlay style. The style options for these can be found in the reference table above.
  4. Select a background color to appear if your image is null, is an invalid value, or the user does not have permission to see the image.

To configure the URL option for an image:

  1. Enter a secure URL of a static image you want as your billboard image.
  2. Select the height of the image.
  3. Select the overlay type and then select the overlay style. The style options for these can be found in the reference table above.
  4. Select a background color to appear if your image is null, is an invalid value, or the user does not have permission to see the image.

To configure the Variable option for an image:

  1. From the Color dropdown, select the record variable of your image. This picker returns record variables of type TEXT, INTEGER, and DOCUMENT.

    Record_Variable.png

  2. Select the overlay type and then select the overlay style. The style options for these can be found in the reference table below.
  3. Select a background color to appear if your image is null, is an invalid value, or the user does not have permission to see the image.

To configure the Expression option for an image:

  1. In the expression editor, input an expression that evaluates to a valid document or image URL.
  2. Select the overlay type and then select the overlay style. The style options for these can be found in the reference table above.
  3. Select a background color to appear if your image is null, is an invalid value, or the user does not have permission to see the image.

If you use variable or expression, the live preview will not display the selected image.

Related actions are links to process models the user can start directly from the record view with information about that record. We call that information the context for the related action. We recommend limiting related actions to processes relevant to the specific record from which they are started. To learn more about how related actions work from records, see Related Actions and Starting Processes From an Interface.

Related action process models are the same as any other process model, except for a start-form restriction: if the process model has a start form, that form must be a SAIL form. This restriction doesn't apply to Quick Tasks.

Before you can add a related action to a record view, you must first add it to the record type.

  1. Open your record type.
  2. Go to Related Actions and click New Related Action.

    Blank Create New Related Action

  3. Enter the Display Name of the related action.
  4. Enter the Description of the related action. If the display name is using the process model name, the description will automatically use the process model description.
  5. In Icon, select the icon you want to display with the related action in the Related Actions list.
  6. In Process Model, select the process model you want to use as a related action.
  7. In Context, enter the values you want to send to the process model's parameters. You need to use an expression that defines a dictionary, which must contain a field for the relevant process parameters and a value for those parameters. This allows you to start a new process with information relevant to the record the user is currently viewing.
    • Note: When you select a process model for a new related action, Appian pre-populates this field with all process parameters found in the selected process model, sets their values to null, and adds a comment with the data type for reference. As shown in the example below, simply replace the null with the value you want to pass to the process parameter. You do not need to include all parameters from the process model; only include the parameters you need for the related action, and remove the rest. If you make changes to the process parameters later, you'll need to manually update this field.

      Create New Related Action

  8. To further restrict who can access the related action, update the Visibility expression field.
  9. Click OK to confirm the related action setup and then save the record type.

Now that you've added you related action to the record type, it'll be visible from the Related Actions view of your records.

If you want the related action to show up as a button in the upper-right-hand corner of a record view, you'll need to go back to the Views page and open the desired view.

From there, you should see your available related actions on the right under Related Action Shortcuts.

Simply check a box next to the ones you want to display on this view.

Related actions from Quick Tasks won't show up in this list.

Users will see selected related actions as buttons when they are on that particular record view. Different views can display different related actions.

You can also specify how related action shortcuts should open per record view. Dialog Box is the default.

In the example shown, you can see our record type has two related actions available to add to the Summary view: Update Order Status and New Request.

screenshot of editing the view and related action shortcut

Configure Tempo display

Record types are displayed as a list of cards on the Records tab in Tempo.

By default, new record types do not display on the Records tab in Tempo. You can change this selecting the Show this record type on the records tab in Tempo checkbox from the Tempo page.

/Create Record Type/create a record type tempo configure

To help differentiate records, you can select an icon and color for each record type. Multiple colors can be overwhelming, so avoid using different colors for each record type.

To set up a icon and color for your record type:

  1. In the left navigation menu of your record type object, click Tempo
  2. For Icon, select an icon relevant to your record type so that users can find it faster in the list.
  3. For Icon Color, choose a color to help differentiate your record type from others.

Note that it is best practice to hide a record type which defines reference or supplemental data that is only created and managed in the context of another record. Hiding a record type does not prevent users from viewing a record's list or views in Tempo.

Configuring security for a record type

Security should be set on each record type individually.

See Editing Object Security to learn more about how to set and update a record type's security. See Record Type Security to learn more about the security permission levels available for record types.

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