Learn how to configure fields in a TERRAND process, setting data types, validations, and score assignments for precise and organized execution.
Introduction
Within a process in TERRAND, fields are the elements that collect key information at each stage. Properly defining these fields is crucial for structuring the workflow and ensuring that executors provide the required data efficiently.
Each field can be configured with different data types, validations, and specific options that allow customization based on the process’s needs. Additionally, scores and incidents can be assigned, facilitating the evaluation of compliance and detection of issues during execution.
Below, we explain how to create and configure fields within a TERRAND process.
Steps to Create a New Field
1 - Add a Field to the Section
To begin creating a new field within a section:
- From the section line, select the "+ Field" command.
- A new line with the general field information will appear on the screen.
- Click on ">" to expand the specific configuration for the field.
2 - Configure the Field
Once the field is added, complete the following information:
- Field Name: Enter a descriptive name that reflects its function in the process.
- Data Type:Determine the format of the response that the executor must provide.
The available data types include:
✔ Alphanumeric (Text, Numeric, Decimal)
✔ Options (Custom, Business Lists, Account Lists)
✔ Yes/No (Complies/Does Not Comply, Needs Improvement)
✔ Checkbox (Multiple selection)
✔ Date and Time
✔ Camera and File
✔ Location (Geographic location)
✔ Electronic Signature
✔ Inventory (Selection from stock items)
3 - Apply Validations
To ensure the correct data entry, configure the field validations:
- Mandatory: Define whether the field is required to move forward in the process.
- Minimum and Maximum Length: Limit the number of characters allowed.
- Minimum and Maximum Value: Applies to numeric fields to establish valid ranges.
Score Assignment
To evaluate the compliance of a process, you can assign scores to fields following these steps:
1 - Select the Type of Response
- Complies/Does Not Comply or Complies/Does Not Comply/Needs Improvement
- Custom Options (each option will have a score assigned)
2 - Assign Scores to Responses
- Edit the value of each option by pressing the (pencil) icon.
- Enter the desired score:
- Positive numbers → Add points.
- Negative numbers → Subtract points from the total.
- Confirm changes by clicking the "✓" button.
3 - Configure Percentage Weighting
If you choose a percentage-based scoring system, TERRAND will automatically calculate the score distribution, ensuring that the total assigned to the stage adds up to 100%.
During configuration, you will be able to view:
- Total points assigned in the section.
- Percentage that each field represents within the stage.
- Impact of "Not Applicable" fields on the score calculation.
Incident Assignment
Incident assignment allows you to automatically trigger a process in response to a certain result within the workflow.
Steps to Configure an Incident
1 - Select the field type: Applies to Complies/Does Not Comply or Needs Improvement responses.
2 - Open the specific field configuration.
3 - Edit the field value:
- Press (pencil) next to the response.
- Choose a pre-configured process from the account.
4 - Save the changes to automatically activate the incident when the configured value is detected.
Note: The user assigned to the incident must have the same permissions as the main process to ensure correct execution.
Delete Stages, Sections, or Fields
To keep the process configuration organized, you can delete unnecessary stages, sections, or fields.
- Each component has a (trash can) icon associated with it.
- Click this icon to delete the selected element.
This functionality helps maintain the process structure optimized and up-to-date.
Conclusion
We conclude this article by inviting you to review the hyperlinks to dive deeper into each module and gain more information. If you cannot find what you're looking for, feel free to contact us.